Privacy Policy
Last Updated: January 23, 2026
1. Scope and Application
This Privacy Policy applies to:
- Mortgage professionals who use our Service ("Users")
- Individuals whose personal information is uploaded to the Service by Users ("Clients")
- Visitors to our website
- Anyone who contacts us or receives communications from us
2. Accountability
RateGuard Pro has designated a Privacy Officer who is accountable for our compliance with this Privacy Policy and applicable privacy laws.
Privacy Officer Contact:
Email: jeff@rateguardpro.ca
Mailing Address: 879 Cariou Valley Circle, Newmarket, Ontario L3X 1W9
3. Information We Collect
3.1 Information from Users (Mortgage Professionals)
Account Information: Name, email address, phone number, business name, licence number, brokerage affiliation, mailing address.
Payment Information: Credit card or payment details (processed by our payment processor, Stripe), billing address.
Usage Information: Login history and activity logs, features used and interactions with the Service, device information, browser type, IP address.
3.2 Client Information (Uploaded by Users)
Users may upload information about their mortgage clients to the Service, which may include:
- Client names and contact information
- Property addresses
- Mortgage details (amount, rate, term, lender, funding date, maturity date)
- Payment information and amortization schedules
- Financial information (income, debts, if uploaded)
- Social Insurance Numbers (if uploaded by User)
3.3 Information Collected Automatically
When you visit our website or use the Service, we automatically collect: IP address and approximate geographic location, browser type and version, operating system and device type, pages visited and time spent, referring website or source, cookies and similar tracking technologies.
4. Purposes for Collection, Use, and Disclosure
4.1 User Information
We collect, use, and disclose User information for the following purposes:
- To create and manage your account
- To provide, maintain, and improve the Service
- To process payments and billing
- To communicate with you about the Service, including updates, alerts, and support
- To send promotional communications (with your consent)
- To analyze usage patterns and improve user experience
- To detect, prevent, and address fraud, security issues, and technical problems
- To comply with legal obligations
- To enforce our Terms of Service
4.2 Client Information
We process Client information uploaded by Users solely to:
- Provide the Service to Users (portfolio analysis, penalty calculations, opportunity identification)
- Generate reports and communications on behalf of Users
- Store and display information within the Service
- Create aggregated, anonymized analytics (which do not identify individuals)
We do not use Client information for our own marketing purposes. We do not sell Client information.
5. Consent
5.1 User Consent
By creating an account and using the Service, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.
5.2 Client Consent
Users are responsible for obtaining all necessary consents from their Clients before uploading Client information to the Service. By uploading Client information, Users represent and warrant that they have obtained appropriate consent for such upload and processing.
5.3 Withdrawing Consent
You may withdraw your consent at any time by contacting us at jeff@rateguardpro.ca. However, withdrawing consent may affect our ability to provide the Service to you.
6. Disclosure to Service Providers
We may disclose personal information to third-party service providers who perform services on our behalf, including:
- Cloud Hosting: Amazon Web Services (AWS) — data stored in Canadian data centres
- Payment Processing: Stripe
- Email Services: SendGrid
- Analytics: Google Analytics (anonymized)
Our service providers are contractually obligated to protect personal information and use it only for the purposes for which it was disclosed.
7. Retention
We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law:
| Data Type | Retention Period |
|---|---|
| User account information | While account is active + reasonable period after |
| Client information | While User's account is active; deleted within 90 days of termination |
| Payment records | 7 years (tax and legal purposes) |
| Usage logs | Up to 2 years |
8. Safeguards
We implement appropriate technical and organizational measures to protect personal information:
- Encryption of data in transit (TLS/SSL) and at rest (AES-256)
- Secure authentication and access controls
- Regular security assessments
- Access limited to authorized personnel on a need-to-know basis
- Confidentiality agreements with employees and contractors
8.1 Data Location
Personal information is stored on servers located in Canada (AWS Canada region). Some third-party service providers may process data in other jurisdictions. When personal information is transferred outside Canada, we ensure adequate protections are in place through contractual arrangements.
9. Cookies and Tracking Technologies
| Type | Purpose | Duration |
|---|---|---|
| Essential | Required for the Service to function | Session |
| Functional | Remember your preferences | 1 year |
| Analytics | Understand usage patterns | 2 years |
You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Service.
10. Your Rights
10.1 Right to Access
You have the right to request access to the personal information we hold about you.
10.2 Right to Correction
You have the right to request correction of inaccurate or incomplete personal information.
10.3 Right to Deletion
You may request deletion of your personal information, subject to legal retention requirements.
10.4 How to Make a Request
Submit requests to jeff@rateguardpro.ca. We will respond within thirty (30) days.
10.5 Client Requests
If you are a Client whose information was uploaded by a User, please contact the mortgage professional who holds your information directly. We will assist Users in responding to Client access requests.
11. Complaints
If you have concerns about our privacy practices, please contact our Privacy Officer at jeff@rateguardpro.ca. We will investigate and respond to your complaint promptly.
If you are not satisfied with our response, you may file a complaint with:
Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca
12. Data Breach Notification
In the event of a breach of security safeguards involving personal information that poses a real risk of significant harm to individuals, we will:
- Notify the Office of the Privacy Commissioner of Canada as soon as feasible
- Notify affected individuals as soon as feasible
- Maintain records of the breach for at least twenty-four (24) months
13. 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 updated Privacy Policy on our website and sending an email to the address associated with your account.
14. Contact Us
If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us:
RateGuard Pro Inc.
Privacy Officer
Email: jeff@rateguardpro.ca
Website: https://rateguardpro.ca
This Privacy Policy was last updated on January 23, 2026.