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Privacy Notice

1. Introduction

This Privacy Notice provides information on the collection, use, sharing and processing of personal information by RealIT and its affiliates ("we" or "us") in connection with your use of RealIT website, social media pages that link to this Privacy Notice, your interactions with RealIT during in-person meetings or at RealIT events, and in the context of other offline sales and marketing activities. This Privacy Notice also explains the choices you have in relation to these processing activities.

This Privacy Notice can change over time, for example to comply with legal requirements or to meet changing business needs. The most up-to-date version can be found on this website. In case there is an important change that we want to highlight to you, we will inform you in another way (for example via a pop-up notice or statement of changes on our website).

As used in this Privacy Notice, "personal information" or "personal data" means information that relates to an identifiable individual. For example, this could include among other things your name, address, email address, business contact details, or information gathered through your interactions with us via our website or at events.

2. Scope

This Privacy Notice applies to the processing of personal information by RealIT of:

  • Visitors and users of the RealIT website, and our social media that link to this Privacy Notice;

  • Attendees of RealIT events;

  • Customers and prospective customers and their representatives;

  • Subscribers of RealIT marketing campaign;

  • Suppliers, business partners and their representatives.

3. Who is responsible for your personal information?

RealIT and its affiliated entities are responsible for processing your personal information described in this Privacy Notice.

4. Which types of personal information do we process and from which sources?

RealIT can process information about you collected both offline and online.

Offline information originates from our interactions with you during in-person meetings or at RealIT events, conferences and workshops.

Online information about you originates from your activities on our website, for example, in relation to inquiries or subscription to information, or from your interactions with RealIT via electronic communication tools such as email, text and telephone. Information about you may also be provided by third-party sources, such as data aggregators who may not have a relationship with you, but you have consented for your information to be shared.

Online information about you may also originate from the use of cookies and similar technologies, for example, pixel tags and device identifiers on our sites or sites of third parties.

Information about you that RealIT may collect and process include:

  • name and address, email addresses and contact numbers;

  • demographic attributes, when tied to personal information that identifies you;

  • photographs and testimonials;

  • transactional data, including products and services received, financial details and payment methods;

  • company data such as the name, size and location of the company you work for and your tole within the company;

  • data from surveys and publicly available information, such as social media posts;

  • unique IDs such as your mobile device identifier or cookie ID on your browser;

  • IP address and information that may be derived from IP address, such as geographic location;

  • information about a device you use, such as browser, device type, operating system, the presence or use of "apps", screen resolution and the preferred language;

  • behavioural data of the internet-connected computer or device you use when interacting with the website and social media sites, such as advertisements clicked or viewed, website content areas, date and time of activities or the web search used to locate and navigate to our website.

Please note that RealIT does not control the content that you may post to RealIT on social media networks; in some cases, such content may be publicly available on the Internet. You should carefully consider whether you wish to submit personal information to these networks and whether you wish to make your profile available to other users, and you should tailor any content you may submit accordingly.

5. Why and how do we use your personal information?

RealIT will use personal information for the following purposes:

  • to communicate and respond to your requests and inquiries to RealIT;
    if you get in touch with us (such as by submitting contact forms on our website, attending RealIT events or other occasions, sending an email or by visiting social media platforms), we process information about you to communicate with you and to respond to your requests or other inquiries. We can also process personal information to interact with you on third party social networks.

  • to deliver functionality on our website and for their technical and functional management;
    When you choose to register with us, we need to process the personal information provided by you so that we can manage your personal requests for information and respond to inquiries.

  • to administer subscriptions to services and information;
    If you subscribe to marketing information about our products and services, we process information about you to administer your subscription.

  • to market our products and services or related products and services, and to tailor our marketing and sales activities to your or your company's interests;

    RealIT may use information about you to notify you about new product releases and service development, events, alerts, updates, prices, terms, special offers and associated campaigns and promotions. RealIT may also use personal information to advertise our products and services or related products and services, and also to have our distributors, resellers or partners notify you about our products or services. We do our best to tailor your website visit, marketing experience and our communications to your expressed interests.

    If you attend an event, RealIT may process information about you gathered in relation to the event and can share information about your attendance with your company. RealIT also permits designated event partners or conference sponsors to send you communications related to your event attendance. Please note that our partners or conference sponsors may directly request information about you at their conference booths or presentations, and their use of your information that you provide to them will be subject to their Privacy Notices or Privacy Policies.
    We may also process your personal information to post testimonials on our website, but will first obtain your consent to use your name and testimonial.

  • to engage in transactions with customers, suppliers and business partners and to process orders for RealIT products and services;

    If you receive any products or services, or if you provide services to RealIT, our employees, customers or partners as a supplier or business partner, RealIT processes information about you to engage in and administer the relevant transactions (such as by sending invoices and making payments), administer your service and help you get started and adapt our products and services.

  • to analyze, develop, improve and optimize the use, function and performance of our website and products and services;

    We may process personal information in order to analyze, develop, improve and optimize the use, function and performance of our website and products and services, as well as marketing and sales campaigns.

  • to manage the security of our website, networks and systems;

    We may collect site use data security and operations management to help keep our website, networks and systems secure, or to investigate and prevent potential fraud and cyber-attacks.

  • to comply with applicable laws and regulations and to operate our business.

    In some cases, we have to process personal information to comply with applicable laws and regulations. For example, to respond to a request from a regulator or to defend a legal claim. We may also process personal information in the performance and operation of our business, such as to conduct internal audits and investigations or for finance and accounting and archiving and insurance purposes.

6. What is our basis for processing information about you?

For personal information collected about you, our basis for processing is the following:

  • In order to communicate adequately with you and to respond to your requests, we need to process information about you and therefore have a legitimate interest in processing this information.

  • In order to engage in transactions with customers, suppliers and business partners, and to process purchases of our products and services, we need to process information about you as necessary to enter into and/or perform a contract with you.

  • In order to conduct human resource administration to include assessing suitability, eligibility and/or fitness to work, it is necessary to take action before entering into a contract to ensure contractual obligations can be fulfilled.

  • We process personal information for marketing and sales activities based on your consent where so indicated on our website at the time your personal information was collected, or further to our legitimate interest to market and promote our products and services.

  • We rely on our legitimate interest to analyze, develop, improve and optimize our website, products and services, and to maintain the security of our website, networks and systems.

  • We rely on our legitimate interest to use CCTV services to ensure our facilities and offices and their stored data is securely monitored.

  • In order to comply with our legal obligation to process and respond to complaints.

  • In order to comply with our legal obligation with applicable laws and regulations, such as to comply with a court order/subpoena or another legal process, or to process an opt-out request.

7. For what period do we retain personal information?

RealIT maintains personal information for the following retentions periods:

  • Information about you we collect to engage in transactions with our customers, suppliers and business partners, and to process purchases of our products and services, will be retained for the duration of the transaction or services period, or longer as necessary for record retention and legal compliance purposes.

  • If you have registered with us to receive marketing information, your personal information will be retained for as long as you maintain an active subscription to our distribution lists.

  • Contact information such as your email address or phone number collected online on our website or offline from our interactions with you at RealIT events and conferences, and used for direct marketing and sales activities will be retained for as long as we have an active (customer) relationship with you. We treat you as an active contact if (i) you have interacted with RealIT or updated your contact details and preferences in the past 18 months; and (ii) you have not made a deletion request.

8. When and how can we share your personal information?

RealIT employees are authorized to access your personal information only to the extent necessary to serve applicable purposes in order to perform their job functions.

We share personal information with the following third parties:

  • Third-party service providers (for example, analytics, event/campaign management, information technology and related infrastructure provision, auditing and other similar service providers), in order for those service providers to perform business functions on behalf of RealIT;

  • RealIT specific partners that offer services or with third parties to facilitate interest-based advertising or further follow-up related to your interests;

  • Relevant third parties in the event of a reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business;

  • As required by law, such as to comply with a court order (subpoena) or another legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to Government requests, including public and government authorities outside your country of residence, for national security and/or law enforcement purposes.

When third parties are given access to personal information, we will take appropriate contractual, technical and organizational measures designed to ensure that personal information is processed only to the extent that such processing is necessary, consistent with this Privacy Notice, and in accordance with applicable laws.

9. How is your personal information secured?

RealIT has implemented appropriate technical, physical and organizational measures designed to protect personal information against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorized disclosure or access, as well as all other forms of unlawful processing.

10. What are your choices?

We provide multiple choices in respect of the information we process about you:

  • Opt-in for our use of your personal information
    You may opt-in to receive marketing information from RealIT, and in addition withdraw consent you have previously provided for the processing of information about you, including for email marketing by RealIT.

  • Delete personal information
    You can ask us to erase or delete all or some of the information about you that we process.

  • Change or correct personal information
    You can ask us to change, update or fix information about you in certain cases, particularly if it is inaccurate.

  • Object to, or limit or restrict the use of personal information
    You can ask us to stop using all or some of the information about you or to limit our use of it, for example, if the information about you is inaccurate.

  • Right to be informed
    This Privacy Notice, together with our Cookies Policy, fulfils our obligation to tell you about the ways in which we use your information as a result of you using this website.

  • Right to access and/or have your information provided to you
    You can ask us for a copy of your information that we process about you.

  • Right to data portability
    You can ask us to move, copy or transfer the electronic personal data that we hold about you to another organization.

  • Rights related to automated decision-making
    You can object to automated decision making without any individual involvement, and to the profiling of your data.

To can exercise your choices by contacting social@reallit.ca

11. Notice Regarding the Personal Information Protection and Electronic Documents Act. (PIPEDA) Canada.

As a Canadian business, this Privacy Notice is written under the PIPEDA regulation, following the 10 fair information principles that rule the collection, use and disclosure of personal information, as well as for providing access to personal information.

12. Notice regarding the sale of your personal information under the California Consumer Privacy Act (CCPA) 2018

We may disclose (but not sell) to third-party personal information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer.

You have the right under the CCPA, as applicable, to opt-out of the sale or disclosure of your personal information. If you exercise your right to opt-out of the disclosure of your personal information, we will refrain from disclosing your personal information, unless you subsequently provide express authorization for the disclosure of your personal information, or we have a legal obligation to disclose your information.

13. Do you collect sensitive information and information from children?

As a company focused on serving the needs of businesses, RealIT's website is not directed to minors and RealIT does not promote or market its services to minors. If you believe that we have mistakenly or unintentionally collected the personal information of a minor through our website please notify us at social@realit.ca

14. Is the processing of information likely to cause individuals to object or complain?

RealIT is not aware of any justifiable reasons that would constitute a legitimate reason for objecting or complaining about the way we process or control information.

15. Questions and comments

Questions and comments regarding this Privacy Notice are welcomed and should be sent to social@realit.ca. Alternatively, you can write to our Privacy Team at the corporate headquarters address listed in section 16 below.

16. RealIT Management Inc. headquarters

RealIT Management Inc.

150e Terence Matthews Crescent
Ottawa, ON, Canada K2M 1X4