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PRIVACY

Privacy Policy

Last updated: 10 July 2026. This policy describes how Prop Neural AI collects, uses, discloses and protects personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, the British Columbia Personal Information Protection Act (BC PIPA).

1. Introduction and accountability

Prop Neural AI ("Prop Neural AI," "we," "us" or "our") operates a PropTech analytics studio at 285 West 6th Avenue, Suite 110, Vancouver, BC V5Y 1K6, Canada (BN 840619275 RC0001). We are accountable for personal information under our control. Privacy enquiries should be directed to [email protected].

This Privacy Policy applies to personal information collected through propneuralai.life (the "Website"), through email and telephone communications, and in the course of providing property market intelligence, valuation analytics, portfolio reporting and related professional services to clients. It does not apply to third-party websites linked from our Website.

We commit to the ten fair information principles in Schedule 1 of PIPEDA: accountability, identifying purposes, consent, limiting collection, limiting use, disclosure and retention, accuracy, safeguards, openness, individual access and challenging compliance. Where BC PIPA applies to our activities as a British Columbia organization handling employee, customer or commercial contact information within provincial contexts, we align practices with its substantially similar principles.

2. Personal information we collect

2.1 Website contact enquiries

When you submit our contact form, we collect your name, email address, selected subject category, message content and active confirmation of consent via the consent_pipeda checkbox. This checkbox is not pre-checked. We record a server timestamp when the form is processed. A hidden honeypot field named "website" is used for spam prevention; legitimate users should leave it empty.

2.2 General communications

If you email [email protected], call +1 (604) 638-5192 or write to our Vancouver address, we collect personal information contained in those communications — typically your name, contact details, organization and message substance.

2.3 Client engagements

When you engage Prop Neural AI for analytics services, we may collect authorized signatory names, billing contacts, technical points of contact, property and portfolio data you provide (rent rolls, lease abstracts, maintenance logs) and correspondence related to briefings. Rent rolls and tenant ledgers may contain tenant names, unit numbers and contact information. We process such data only under executed scope documents and confidentiality terms.

2.4 Website technical data

Our web server may log IP addresses, browser type, referring URLs, pages visited and timestamps. If you consent to analytics or marketing cookies, additional usage data may be collected as described in our Cookie Policy. Strictly necessary cookies operate to maintain basic functionality and record cookie preferences regardless of analytics consent.

2.5 Information we do not collect

We do not knowingly collect personal information from children under 13. We do not purchase contact lists for unsolicited marketing. We do not collect payment card data through the Website contact form.

3. Purposes of collection and use

We collect and use personal information for purposes a reasonable person would consider appropriate, including:

  • Responding to enquiries submitted through the Website or other channels;
  • Assessing whether our analytics services fit a prospective client's needs;
  • Performing contracted services — market briefings, neural valuation appendices, portfolio analytics, predictive maintenance insights, CRM automation and reporting integration;
  • Invoicing, payment processing and account management;
  • Complying with legal obligations and responding to lawful requests;
  • Improving the Website through aggregated analytics where consent is provided;
  • Protecting the security and integrity of our systems.

We identify purposes at or before collection. New purposes require your consent unless permitted by law.

4. Consent

Consent is required for collection, use and disclosure, subject to legal exceptions. Website form submissions require active consent via consent_pipeda — not pre-checked. Client engagements rely on services agreements defining data scope and authorized use. You may withdraw consent for non-essential processing by contacting [email protected]; withdrawal may limit our ability to respond or deliver services.

5. Limiting collection, use, disclosure and retention

5.1 Collection limits

We collect only personal information necessary for identified purposes. Contact form fields are limited to what is displayed.

5.2 Use and disclosure limits

We do not sell, rent or trade personal information for third-party marketing. We may disclose information to hosting and email providers, professional advisors, legal authorities when required, and successors in a merger or acquisition subject to equivalent protections. Client briefing contents and portfolio datasets are not disclosed to unauthorized third parties.

5.3 Retention

Contact submissions are retained up to twenty-four months unless a client relationship develops, in which case records follow the client file schedule — typically seven years after engagement end for professional liability and accounting purposes unless otherwise agreed. Cookie consent preferences persist six months. Server logs roll off on a ninety-day cycle unless needed for security investigation.

6. Accuracy

We rely on you to provide accurate information. Request corrections by emailing [email protected]. We will amend records where appropriate and notify recipients of incorrect data where reasonable.

7. Safeguards

We apply administrative, technical and physical safeguards proportionate to sensitivity — access controls, HTTPS encryption, confidentiality obligations for staff and contractors, and secure handling of client datasets. No method is perfectly secure. If a breach creates a real risk of significant harm under PIPEDA, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required.

8. Cross-border processing

Our Website is hosted in Canada. Some subprocessors may process data elsewhere. Where information leaves Canada, we use contractual protections requiring comparable safeguards. Subprocessor details relevant to your engagement are available on request.

9. Individual access and rights

Written requests to [email protected] may seek access to personal information we hold, subject to legal exceptions. We respond within thirty days or explain if an extension is needed. You may challenge compliance and complain to:

Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376 · www.priv.gc.ca

10. Client property data and AI processing

Analytics engagements may involve rent rolls, lease files, CRM exports and municipal records containing personal information about tenants, employees or counterparties. Access occurs only under written authorization with defined scope. Neural models may detect patterns to accelerate analysis; outputs are reviewed by analysts before delivery. We do not use client datasets to train public models unless explicitly agreed in writing.

11. Marketing communications

We do not send unsolicited marketing email without opt-in. Follow-ups related to your specific enquiry are service communications, not bulk marketing. Optional newsletters, if introduced, will include unsubscribe mechanisms and appropriate consent.

12. BC PIPA and provincial privacy laws

Prop Neural AI is headquartered in British Columbia. BC PIPA governs how BC organizations collect, use and disclose personal information in many provincial commercial contexts, including information about tenants, employees and business contacts processed in connection with Vancouver operations. PIPEDA continues to apply to interprovincial and federal undertakings. We design privacy practices to satisfy both frameworks where they overlap.

Under BC PIPA, organizations must designate an individual responsible for compliance, make privacy policies available, obtain meaningful consent, limit collection and use, protect personal information with reasonable security, and allow individuals to access and correct their information. Prop Neural AI meets these obligations through this policy, our consent mechanisms and [email protected] as the designated contact.

Individuals in BC may also contact the Office of the Information and Privacy Commissioner for British Columbia with concerns about our handling of personal information under provincial law:

Office of the Information and Privacy Commissioner for BC
P.O. Box 9038, Stn Prov Govt, Victoria, BC V8W 9A4
Telephone: 250-387-5629 · Toll-free: 1-800-663-7867 · www.oipc.bc.ca

When serving clients in other provinces, we consider applicable local requirements during engagement scoping — for example Alberta's PIPA or Quebec's Law 25 — without diminishing baseline PIPEDA protections.

13. Changes to this policy

We may update this Privacy Policy to reflect practice or legal changes. The "Last updated" date will change accordingly. Material changes will be posted on this page.

14. Contact

Privacy contact: [email protected]
Mail: Prop Neural AI, 285 West 6th Avenue, Suite 110, Vancouver, BC V5Y 1K6, Canada
Telephone: +1 (604) 638-5192

Related: Cookie Policy · Terms of Use · Legal