1. Overview
MooseCRM is a product of Microheadline Inc. and is operated by Microheadline Inc. In this Privacy Policy, "we", "our", and "us" refer to Microheadline Inc. This policy outlines how we manage personal information in connection with the MooseCRM website, cloud real estate CRM platform, mobile experiences, marketing automations, and related services.
By using MooseCRM, you consent to the data practices described in this policy in accordance with Canadaโs Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation.
2. Information We Collect
Information You Provide Directly
- Account contact details (full name, email, phone number, brokerage affiliation).
- Billing and transaction records processed securely via Stripe.
- Client contacts, leads, showing schedules, and transaction agreements uploaded into the CRM.
- Customer support inquiries, feedback, and onboarding communications.
Automated Technical Information
- IP address, browser type, device identifiers, and operating system.
- Page access logs, feature usage analytics, and clickstream metrics.
- Authentication session cookies and essential functional tokens.
- System error diagnostic logs to maintain performance and uptime.
Data from Third-Party Integrations
When you connect third-party platforms such as showing management services, Google Calendar, MLS IDX data feeds, or SMS/email telephony providers, we securely receive data necessary to execute automated tasks (e.g. showing confirmations, listing status sync, and drip messaging).
3. Data Sourcing & Consent Obligations
Important Compliance Notice
MooseCRM is a workflow and automation tool for licensed Ontario real estate professionals regulated by RECO. <strong>MooseCRM does NOT sell, source, or supply homeowner contact data.</strong>
All personal information imported into MooseCRM must be lawfully collected by your brokerage or agent, with valid consent obtained under the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).
As the data controller, you (the registrant, agent, or brokerage) are solely responsible for:
- Ensuring all imported contacts have provided lawful, informed consent for the purposes for which their data is being used.
- Verifying valid CASL consent exists before launching any AI-powered outreach campaigns or automated communication sequences.
- Maintaining accurate records of how and when consent was obtained.
- Honoring unsubscribe requests and managing consent withdrawal in a timely manner.
Platform Compliance Tools
To assist registrants in meeting their regulatory obligations, MooseCRM provides built-in consent logging, audit trails, data retention controls, and unsubscribe management tools. All AI-generated outreach activity is logged for audit purposes. These tools are provided to support โ not replace โ your independent compliance responsibilities.
4. How We Use Information
We use the data we collect solely for legitimate business purposes:
- Providing and maintaining core CRM functionality, agent websites, and MLS property search.
- Executing automated lead follow-up cadences, SMS/email alerts, and open house notifications.
- Facilitating brokerage trade record compliance reviews, commission split calculations, and trust accounting.
- Delivering AI-assisted features (such as property valuation estimates, next-action suggestions, and listing summaries).
- Monitoring platform infrastructure, defending against cybersecurity threats, and preventing unauthorized access.
6. Data Retention
We retain personal information for the duration of your active account subscription or as required to comply with financial, tax, and real estate regulatory recordkeeping mandates (such as RECO trade record archival rules which require 6โ7 years of transaction documentation).
7. Data Security
MooseCRM employs multi-layered technical and administrative safeguards:
- End-to-end encryption in transit via TLS 1.3 and at rest using AES-256 encryption.
- Granular role-based access control (RBAC) preventing unauthorized cross-tenant data access.
- Regular automated backups, vulnerability patch monitoring, and perimeter firewall filtering.
8. International Data Transfers
While MooseCRM is headquartered and primarily operated in Canada, certain cloud subprocessors may store or process data in the United States or other jurisdictions under standard contractual clauses ensuring equivalent privacy protections.
9. Your Rights & Choices
Under PIPEDA and applicable privacy legislation, you have the right to:
10. Children's Privacy
MooseCRM is designed exclusively for business and professional real estate use. We do not knowingly collect personal data from individuals under 18 years of age.
11. Third-Party Integrations
Our platform enables integrations with external tools (such as showing management tools, Google Workspace, Meta Ads, and MLS boards). We encourage users to review the privacy policies of third-party vendors, as MooseCRM does not control their independent data practices.
12. Policy Updates
We may update this Privacy Policy periodically. Significant changes will be prominently announced on our platform or emailed to registered account owners. Continued platform use signifies acceptance of updated terms.
Contact Our Privacy Officer
If you have questions regarding this Privacy Policy, your rights, or data handling practices, please contact the designated Privacy Officer at Microheadline Inc.: