Privacy Policy

1. Introduction

BIPS Technologies Inc. ("BIPS", "we", "us", or "our") operates the bips.ca website and the BIPS mortgage intelligence platform (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act ("PIPEDA") and applicable Canadian provincial privacy legislation.

By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you provide directly, including:

• Account Information: Name, email address, phone number, company name, and professional credentials when you register for an account.
• Mortgage Scenario Data: Property details, borrower financial information, credit scores, income details, debt information, and other data you enter when analyzing mortgage scenarios.
• Lender Information: Notes, contact details for Business Development Managers (BDMs), and lending criteria you add to the platform.
• Payment Information: Billing address and payment card details processed securely through our third-party payment processor, Stripe.
• Communications: Information you provide when contacting our support team or responding to surveys.

2.2 Information Collected Automatically

When you use our Service, we automatically collect:

• Usage Data: Pages visited, features used, search queries, and actions taken within the platform.
• Device Information: IP address, browser type, operating system, and device identifiers.
• Cookies and Similar Technologies: We use cookies to maintain your session, remember your preferences, and analyze platform usage.

2.3 Information from Third Parties

We may receive information from:

• Email Integration: If you connect your email account (Gmail or Outlook) via Nylas, we access email threads, contacts, and calendar events related to your mortgage business activities.
• Authentication Providers: If you sign in using a third-party service, we receive basic profile information from that provider.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Match mortgage scenarios with appropriate lenders based on lending criteria
• Process transactions and send related information
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and support requests
• Analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: We share information with third-party vendors who perform services on our behalf, including:
  • Supabase (database and authentication)
  • Stripe (payment processing)
  • Nylas (email integration)
  • Google (AI services for document extraction)
  • Resend (transactional emails)
• Shared Scenarios: When you share a mortgage scenario with a client or colleague, the recipient can view the scenario data you choose to share.
• Legal Requirements: We may disclose information if required by law, court order, or government regulation.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the successor entity.
• With Your Consent: We may share information for other purposes with your explicit consent.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest using AES-256
• Row-level security in our database to isolate user data
• Regular security assessments and monitoring
• Access controls limiting employee access to personal information

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to:

• Comply with our legal obligations (e.g., tax and accounting requirements)
• Resolve disputes and enforce our agreements
• Maintain business records as required by applicable law

Scenario history data is automatically cleaned up after 7 days unless explicitly saved.

7. Your Rights Under PIPEDA

Under PIPEDA and applicable provincial privacy laws, you have the right to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Withdrawal of Consent: Withdraw consent for collection, use, or disclosure of your information (subject to legal or contractual restrictions)
• Deletion: Request deletion of your personal information, subject to our retention obligations
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada

To exercise these rights, contact us at privacy@bips.ca.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences and settings
• Understand how you use our Service
• Improve our Service based on usage patterns

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of our Service.

9. Third-Party Services

Our Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through our platform.

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than Canada, including the United States, where our service providers may be located. These countries may have different data protection laws than Canada. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

14. Office of the Privacy Commissioner

If you are not satisfied with our response to your privacy concerns, you may contact the Office of the Privacy Commissioner of Canada: