ScaleSuite Privacy Policy

Effective date: 01-02-2025•Last updated: 01-02-2025

This Privacy Policy explains how ScaleSuite (hereinafter “ScaleSuite”, “we”, “us”, “our”) collects, uses, discloses, retains and protects personal information in connection with its website, its software platform (SaaS) and its services, including automated management of Google Ads campaigns and custom landing pages for real estate brokers.

This Policy is intended to be clear and transparent. Specific notices may also appear directly in a form, a landing page or a sign-up flow, depending on the context.

1. Who we are

ScaleSuite is a Google Ads automation and optimization solution intended in particular for residential real estate brokers in Quebec, including features for generating ad assets, performance analysis, reporting, automation and AI assistance.

2. Person in charge of personal information protection and contact

Person in charge of personal information protection
Email: info@scalesuiteqc.ca

Any request related to privacy, access, correction, deletion or a privacy incident can be sent to the address above.

3. Scope of this Policy

This Policy applies when:

  • You visit our website or use our platform.
  • You create a ScaleSuite account or contact us.
  • You connect a Google Ads account or authorize access via OAuth.
  • You use our custom landing pages.
  • You are a visitor of a landing page provided by ScaleSuite on behalf of a Client.

4. Useful definitions

Personal information:
information about an individual that allows them to be identified directly or indirectly.
Client:
the broker, agency or business subscribed to ScaleSuite.
Visitor:
a person who visits a Client’s landing page and may submit a form there.
Service provider:
a third party that processes data for us (hosting, email, payments, analytics tools).
Google Account:
an account used to authorize access to Google Ads via OAuth.

5. Personal information we collect

5.1 Information provided by our Clients (brokers)

  • Identity and contact: last name, first name, email, phone number, organization, professional information.
  • Account information: login credentials, preferences, account settings.
  • Service-related information: information provided during onboarding (area, offers, messaging, goals, property types).
  • Provided content: text, images, logos, professional information used to create or personalize ads and landing pages.
  • Billing: subscription and payment information via a payment processor (we generally do not store full card numbers).
  • Support: the content of communications when you write to support.

5.2 Data related to Google Ads and the advertising account

When you connect a Google Ads account and grant permissions, we may process:

  • Advertising identifiers: account ID, campaign IDs, ad group IDs, ads, keywords, assets.
  • Statistics: impressions, clicks, cost, conversions, rates and other performance metrics.
  • Settings: budget, targeting, bidding strategies, tracking configuration and related elements.

This data is used to provide ScaleSuite features (creation, optimization, reporting, recommendations) in accordance with the permissions granted.

5.3 Data collected automatically while browsing

When you visit our website, the platform or a landing page, we may collect:

  • Technical identifiers: IP address, device type, browser, operating system.
  • Usage data: pages viewed, actions taken, session time, technical errors.
  • Security data: login logs and security events.

5.4 Data submitted in landing page forms (leads)

Custom landing pages may contain forms. Depending on the form, information may include:

  • First name, last name, email, phone number.
  • City, area, budget, property type, timeline.
  • Free-form message and additional information.

The transfer of this information to the Client is described in section 8.

6. How we use personal information

We use personal information to:

  • Create and manage your ScaleSuite account.
  • Provide, operate and improve the platform and automations.
  • Connect and operate required integrations (Google Ads, email, hosting).
  • Generate and optimize campaigns, ads, keywords, settings and reports.
  • Create, host or publish custom landing pages based on your configuration.
  • Forward submissions received via landing page forms to the Client (section 8).
  • Ensure security, prevent fraud, diagnose errors and perform internal audits.
  • Comply with our legal obligations and respond to lawful requests from competent authorities.
  • Communicate with you regarding service messages, support, important notices and subscription-related communications.

We do not sell personal information.

7. Consent and legal bases for processing

When required, we obtain your consent, notably when you:

  • Fill out a form.
  • Create an account.
  • Authorize a Google Ads connection via OAuth.
  • Enable certain measurement and tracking features.

You may withdraw your consent for certain non-essential processing, subject to legal obligations and the fact that certain processing is necessary to provide the service.

8. Custom landing pages and lead forms

8.1 Roles and responsibilities

When ScaleSuite provides a custom landing page for a Client:

  • The Client (broker) generally determines the purposes of collection and the use of prospect information.
  • ScaleSuite generally acts as a technology service provider, performing processing on behalf of the Client to host the page and forward submissions.

The Client remains responsible for complying with applicable laws and rules regarding collection, consent, communications and tracking practices.

8.2 Forwarding forms to the Client without intentional application storage

By default, ScaleSuite may configure the landing page so that submissions are automatically forwarded to the Client, including by email via an SMTP server.

ScaleSuite does not aim to permanently retain this prospect information in an application database when the email-forwarding mode is used.

Temporary or residual copies may exist in technical transit, system memory, delivery queues, technical logs or email systems to ensure delivery, security, abuse prevention and troubleshooting. This data is limited to what is strictly necessary and retained for minimal reasonable periods.

8.3 Collection notice on the landing page

ScaleSuite strongly recommends that each form display a notice indicating:

  • Who collects the information (the Client).
  • What it is used for (follow-up, appointment scheduling, qualification).
  • How to contact the Client.
  • A link to this Policy and, when available, to the Client’s policy.

A template is provided at the end (Appendix A).

8.4 Limitations

ScaleSuite is not a real estate broker and does not provide brokerage services to visitors. Visitors who submit a form communicate with the Client. The Client remains responsible for the use, retention and security of the information it receives.

9. Disclosure of personal information to third parties

We may disclose personal information to service providers, including:

  • Hosting and infrastructure (servers, databases, logs).
  • Email and notifications (SMTP sending and email services).
  • Payment and billing (payment processors).
  • AI and automation tools when required to deliver the service features.
  • Analytics and measurement, depending on enabled settings and applicable consents.

We do not disclose your information to third parties to allow them to use it for their own marketing purposes.

10. Transfers outside Quebec and outside Canada

Some service providers may be located outside Quebec or Canada. Contractual, organizational and technical measures may be implemented to ensure an adequate level of protection in accordance with applicable laws.

11. Retention and destruction

We retain personal information as long as necessary to provide the service and meet our obligations.

Examples:

  • Account data: for the duration of the account, then a reasonable period after closure.
  • Billing data: as required by applicable accounting and legal obligations.
  • Technical and security logs: limited and proportionate retention periods.
  • Form leads in email-forwarding mode: not intentionally stored in an application database, subject to temporary technical copies.

12. Security measures

We implement reasonable and proportionate measures, including in particular:

  • Access controls and authentication.
  • Principle of least privilege.
  • Encryption in transit and, when applicable, at rest.
  • Secure management of secrets and tokens.
  • Logging and monitoring of events.
  • Backups and recovery procedures.

No measure provides absolute security. A high level of protection remains the goal.

13. Privacy incidents

In the event of an incident involving personal information, we apply an internal response process including analysis, mitigation, documentation and, when required, notification to affected individuals and competent authorities.

14. Your rights

Subject to applicable laws, you may:

  • Request access to your personal information.
  • Request correction of inaccurate information.
  • Request deletion in certain circumstances.
  • Withdraw your consent for non-essential uses.
  • Obtain information about our retention and disclosure practices.

To exercise your rights, write to info@scalesuiteqc.ca. Reasonable proof of identity may be required.

15. Cookies and tracking measures

Tracking technologies may be used to:

  • Ensure the website and platform function properly.
  • Measure audience and performance.
  • Support conversion measurement, depending on enabled settings.

Browser settings and, where present, a consent tool allow you to manage certain preferences.

16. Google access, transparency and limited use

When ScaleSuite accesses data via Google OAuth or the Google Ads API, ScaleSuite commits to using that data only to provide or improve the core features expected by the Client and to comply with applicable policies, including limited-use requirements.

17. Information about minors

ScaleSuite is not intended for minors. We do not seek to knowingly collect personal information from minors.

18. Changes

We may update this Policy. The update date will be adjusted. Reasonable notice may be provided when a change is material.

19. Contact us

Email: info@scalesuiteqc.ca

Appendix A: Sample collection notice for landing page forms

“By submitting this form, you send your information to the broker [Broker name] so they can contact you regarding your request. ScaleSuite hosts this page and forwards your request to the broker. ScaleSuite does not intentionally retain your responses in an application database when email forwarding is used. To learn more, consult the ScaleSuite Privacy Policy and the broker’s policy when available.”