1. Introduction

ListingPrep ("ListingPrep", "we", "us", "our") respects your privacy and is committed to protecting personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's Anti-Spam Legislation (CASL), and applicable provincial privacy laws. This Privacy Policy explains what information we collect, why we collect it, how we use and disclose it, how long we keep it, and the choices you have. By booking our services, creating an account, providing property access, or otherwise interacting with us, you consent to the practices described here. This policy supplements and is incorporated into our Terms & Conditions.

2. Who We Are

ListingPrep is a real estate listing preparation service operating in Ontario, Canada, providing HDR photography, iGuide floor plans, surface-prep cleaning, lockbox supply and installation, "For Sale" sign installation and removal, and virtual staging. For any privacy-related question, contact us at support@listingprep.info.

3. Information We Collect

We collect the following categories of information:

Identity & contact: full name, brokerage name, email address, phone number, mailing or billing address.
Property details: subject property address, square footage, property type, lot details, parking, access method, lockbox codes, alarm codes, gate codes, special access instructions, occupant status, pet information, and any notes you provide about the property.
Booking & transaction data: package selected, add-ons, service date and time window, pricing, taxes, invoices, service credits, order history.
Payment information: handled directly by our payment processor (Stripe). We do not see or store full card numbers, CVV, or bank credentials. We retain only the last four digits, brand, transaction ID, and status for accounting and dispute purposes.
Service deliverables: photographs, iGuide tours, floor plans, virtual staging renderings, and related metadata produced at the subject property.
Communications: emails, support messages, SMS notifications, and any correspondence you send to us, including delivery, open, click, bounce, and complaint signals from our email service provider.
Account & authentication data: if you create an account, your login identifier, hashed credentials, session tokens, and authentication provider details.
Device & usage data: IP address, browser type, operating system, device type, pages visited, referring URL, timestamps, and approximate geolocation derived from IP, collected through cookies, log files, and similar technologies.
On-site observations: incidental information our personnel may observe at the property in the course of providing services (e.g. visible occupants, hazards, pets, condition notes), recorded only to the extent needed to deliver and document the service.

4. How We Use Information

We use personal information to:

schedule, dispatch, perform, document, and deliver the services you booked;
process payments, issue invoices and receipts, apply service credits, and prevent fraud;
send transactional and operational communications — booking confirmations, access reminders, vendor coordination, photo delivery, sign install/removal updates, scheduling changes, and support replies;
coordinate with our vendors (photographers, cleaners, signage installers, staging providers) by sharing only the property and access information needed for the job;
respond to inquiries, troubleshoot issues, handle complaints, and resolve disputes or chargebacks;
improve our website, packages, pricing, scheduling logic, and service quality;
send service updates and, where permitted, occasional marketing about new packages or regional availability — always with an unsubscribe link;
comply with legal obligations (tax, accounting, recordkeeping), enforce our Terms, and protect our rights and the safety of our personnel and clients.

5. Legal Basis & Consent

We rely on your consent (given when you book, sign up, accept our Terms, or opt in to marketing), the necessity of processing to perform the contract with you, our legitimate interests in operating, securing, and improving our services, and our need to comply with legal obligations. You may withdraw consent for non-essential processing (e.g. marketing) at any time by emailing support@listingprep.info or using the unsubscribe link in any marketing email. Withdrawing consent does not affect processing already carried out, and may prevent us from continuing to provide certain services.

6. How We Share Information

We do not sell personal information. We share it only with the following categories of recipients, under contract or legal duty to protect it:

Service vendors and independent contractors performing the booked work (photographers, cleaners, signage installers, virtual staging artists) — limited to the property address, access details, scheduling, and contact info needed for the job.
Payment processor (Stripe) — to authorize, charge, refund, and reconcile payments. Stripe operates under its own privacy policy.
Email and SMS providers — to send transactional and operational messages, track deliverability, and manage suppression and bounce lists.
Cloud hosting, database, storage, and authentication providers — to operate the website, store booking records, host deliverables, and authenticate accounts.
Analytics, error monitoring, and security tools — to measure usage, diagnose bugs, and protect against fraud and abuse.
Professional advisors — accountants, auditors, lawyers, and insurers, where reasonably required.
Authorities and other parties — where required by law, court order, subpoena, lawful request, or to enforce our Terms, defend legal claims, prevent fraud, or protect the safety of any person or property.
Successors — in connection with a merger, acquisition, financing, reorganization, sale of assets, or bankruptcy, subject to equivalent privacy protections.

7. Cross-Border Data Transfers

Some of our service providers (including Stripe, email, hosting, analytics, and storage vendors) process data outside Canada, including in the United States and other jurisdictions. When information is transferred outside Canada it may be accessible to foreign courts, law enforcement, and regulatory authorities under the laws of those jurisdictions. We use contractual and technical safeguards to require comparable protection, but cannot guarantee the same legal protections that apply in Canada. By using our services, you consent to this cross-border processing.

8. Cookies & Tracking Technologies

We use cookies, local storage, and similar technologies for: (a) strictly necessary purposes (session, authentication, security, fraud prevention, load-balancing, remembering booking form state); (b) functional purposes (preferences, language, recent searches); and (c) analytics (aggregate usage measurement). You can control cookies through your browser settings; blocking strictly-necessary cookies may break parts of the site, including the booking flow.

9. Marketing & Anti-Spam (CASL)

We send transactional and operational emails (booking confirmations, access reminders, photo delivery, sign coordination, scheduling, support) without requiring marketing consent — these are necessary to perform your booking. Marketing emails are sent only with consent (express or implied under CASL, e.g. an existing business relationship) and always include a working unsubscribe link and our identifying information. To stop marketing email, click "unsubscribe" in any such message or email support@listingprep.info. Operational messages will continue while you have active bookings.

10. Property Photos, Floor Plans & Portfolio Use

Photographs, iGuide tours, floor plans, and virtually staged renderings produced for your listing depict the property's exterior and interior and do not normally include identifying information about occupants. We may use exterior images and non-identifying listing information in our marketing portfolio (website, social media, case studies) unless you opt out in writing prior to delivery by emailing support@listingprep.info. Interior images are not used for portfolio purposes without your express consent. You are responsible for any disclosures required by law, MLS, or governing real estate board regarding virtually staged images.

11. Data Retention

We keep personal information only as long as reasonably needed for the purposes described above, including providing the services, satisfying tax and accounting obligations (typically a minimum of 7 years under Canadian law), resolving disputes, enforcing our Terms, and maintaining a portfolio of completed work. Booking records, invoices, and correspondence are retained for the legally required minimum. Deliverables (photos, tours, floor plans) may be retained indefinitely for archival and portfolio purposes, subject to your opt-out for interior images. When information is no longer needed, we securely delete, anonymize, or destroy it.

12. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, and loss — including encryption in transit, access controls, hashed credentials, vendor due diligence, and limited internal access on a need-to-know basis. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials and any lockbox or access codes you share with us confidential.

13. Lockbox Codes & Property Access

Access information you provide (lockbox codes, alarm codes, gate codes, key locations, entry instructions) is shared only with the vendor assigned to your job and our coordinating personnel. We do not publish, sell, or use this information for any other purpose. After the service window closes, access information is retained with the booking record solely for support, dispute resolution, and audit purposes. You are responsible for rotating any codes you do not want preserved in our records.

14. Your Rights

Subject to applicable law, you may request to:

access the personal information we hold about you;
correct information that is inaccurate or out of date;
withdraw consent for non-essential processing (including marketing);
request deletion of information, subject to our right and obligation to retain records required for legal, tax, accounting, dispute-resolution, and safety purposes;
receive a copy of the information you provided in a portable format;
lodge a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca) or your provincial privacy regulator if you believe your rights have been violated.

To exercise any of these rights, email support@listingprep.info from the address on file. We may need to verify your identity before acting and will respond within 30 days.

15. Children's Privacy

Our services are intended for licensed real estate professionals and property owners. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided personal information to us, contact us and we will delete it.

16. Third-Party Sites

Our website and emails may link to third-party sites (e.g. iGuide tour pages, vendor portals, payment pages, social media). We are not responsible for the privacy practices or content of those sites. Review the privacy policy of any third party before providing information to them.

17. Automated Communications & Logs

We use automated systems to send booking confirmations, access reminders, vendor assignments, photo delivery notifications, and signage updates. We log delivery, open, click, bounce, and complaint events for each message to maintain deliverability, suppress repeated failures, and document that operational notices were sent. These logs are retained with the related booking.

18. Data Breach Notification

If we determine a breach of security safeguards has occurred that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as soon as feasible, in accordance with PIPEDA's breach reporting requirements, and keep records of the breach as required by law.

19. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be communicated by email or a notice on our website. Continued use of our services after an update constitutes acceptance of the revised policy.

20. Contact

Privacy questions, access requests, or complaints can be directed to our Privacy Officer at support@listingprep.info. We will respond within 30 days.