Privacy Policy

Magnate360 Systems Inc. ("Magnate360," "we," "us," or "our") operates the Magnate360 CRM platform (magnate360.com and app.magnate360.com). This Privacy Policy explains how we collect, use, disclose, and protect personal information in compliance with applicable privacy laws and regulations.

By using Magnate360, you agree to the collection and use of information in accordance with this policy. If you are a real estate professional using Magnate360 to manage client data, you remain the data controller for your clients' personal information.

1. Information We Collect

Account Information

When you create a Magnate360 account, we collect your name, email address, phone number, real estate license number (optional), brokerage affiliation, and city/region of practice. This information is necessary to provide our CRM services and verify your identity as a licensed realtor.

Contact and Listing Data

You may input client contacts, property listings, showing records, transaction documents, and communication logs into Magnate360. You are the data controller for this information. We process it solely to provide the CRM service on your behalf.

Compliance Data

Magnate360 facilitates identity verification for real estate transactions. Identity documents (name, date of birth, citizenship, ID type and number) are stored securely in your account to support your regulatory compliance obligations under applicable anti-money laundering regulations.

Usage and Analytics Data

We automatically collect usage data including pages visited, features used, device type, browser, IP address, and session duration. This data helps us improve the platform. We do not sell analytics data to third parties.

Email Engagement Data

When you use Magnate360's email marketing features, we track email opens, clicks, and bounces to provide engagement analytics and optimize deliverability. This tracking data is associated with your contacts and retained in accordance with our data retention policy.

2. How We Use Your Information

We use your personal information to:

• Provide, maintain, and improve the Magnate360 CRM platform
• Process your account registration and manage your subscription
• Send transactional emails (account confirmations, password resets, billing)
• Generate AI-powered content (MLS remarks, email drafts) using anonymized prompts
• Auto-fill standard contract forms from your listing data
• Facilitate SMS showing confirmations via Twilio
• Sync calendar events with Google Calendar (with your explicit authorization)
• Send marketing emails about Magnate360 features (with your consent)
• Analyze platform usage to improve features and user experience
• Respond to support requests and communicate about your account
• Comply with legal obligations and enforce our Terms of Use

3. How We Share Your Information

We do not sell your personal information to third parties. We share data only in the following circumstances:

Service Providers

We use trusted service providers to operate Magnate360:

• Supabase — Database hosting and authentication (data stored in Canada/US)
• Vercel — Application hosting and deployment
• Resend — Email delivery for newsletters and transactional emails
• Twilio — SMS and WhatsApp messaging for showing confirmations
• Anthropic — AI content generation (Claude API) with anonymized prompts
• Google — Calendar integration and OAuth authentication

Each provider processes data solely to perform their service and is bound by their own privacy policies and our data processing agreements.

Legal Requirements

We may disclose personal information if required by law, subpoena, court order, or government request, or if necessary to protect the rights, safety, or property of Magnate360, our users, or the public.

4. Data Retention

Your account data is retained for as long as your account is active. When you close your account, we delete or anonymize your personal information within 30 days, except where retention is required by law (such as billing records retained for 7 years under applicable tax law).

Contact and listing data you input into Magnate360 can be exported at any time. Upon account closure, this data is deleted within 30 days unless you request an export first.

Compliance records are retained for the minimum period required by applicable regulations (typically 5 years from the date of the transaction).

5. Security

We implement industry-standard security measures including:

• TLS/SSL encryption for all data in transit
• AES-256 encryption for sensitive data at rest
• Row-level security (RLS) in our database to isolate tenant data
• JWT-based authentication with secure session management
• Regular security audits and vulnerability monitoring
• Access controls limiting employee access to production data

No system is 100% secure. If we become aware of a data breach affecting your personal information, we will notify you and the relevant regulatory authorities as required by applicable breach notification provisions.

6. Anti-Spam Compliance

Magnate360 is fully compliant with applicable anti-spam legislation. We send commercial electronic messages only with your express or implied consent as defined under applicable regulations.

• All marketing emails include our physical mailing address
• Every email contains a one-click unsubscribe mechanism
• Unsubscribe requests are processed within 10 business days (typically instant)
• We track consent type (express/implied) and consent dates
• Implied consent automatically expires after the applicable period

When you use Magnate360's email marketing features to contact your own clients, you are responsible for obtaining and maintaining appropriate consent. Magnate360 provides tools to track consent type and expiry, but the obligation to obtain consent rests with you.

7. Your Rights

Under applicable privacy laws, you have the right to:

• Access — Request a copy of the personal information we hold about you
• Correction — Request correction of inaccurate personal information
• Deletion — Request deletion of your personal information (subject to legal retention requirements)
• Withdraw consent — Withdraw your consent to data processing at any time
• Data portability — Export your data in a machine-readable format (CSV)
• Complain — File a complaint with your relevant privacy authority

To exercise any of these rights, contact our Privacy Officer at privacy@magnate360.com. We respond to all requests within 30 days.

8. Contact Us

If you have questions about this Privacy Policy or our data practices:

You may also contact your relevant privacy authority if you believe your privacy rights have been violated.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or a prominent notice on our website at least 30 days before the changes take effect. Your continued use of Magnate360 after the effective date constitutes acceptance of the updated policy.