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Prolegis Solutions Ltd. Privacy Policy
Last Updated: December 19, 2025
 

1. Introduction and Scope
Prolegis Solutions Ltd. ("Prolegis", "we", "us") provides real estate conveyancing software and related services (the "Services"). This Privacy Policy explains how we collect, use, and disclose personal information in compliance with the Alberta Personal Information Protection Act (PIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA). By using our Services, you consent to the practices described herein.

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2. Information We Collect
We collect information necessary to fulfill our obligations under the Terms of Use, including:

  • Account Information: Name, email, phone number, and professional credentials.

  • Transaction Data: Information you or your clients upload to facilitate real estate transactions (e.g., property details, party names).

  • Integration Data: If you authorize third-party integrations (e.g., Clio or Treefort), we collect encrypted authentication tokens and specific metadata (such as Matter IDs) required to sync your data.

  • Technical Data: Cookies, IP addresses, and usage patterns to maintain site security and performance.

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3. How We Use Your Information
We use your information to:

  • Provide, troubleshoot, and secure the Services.

  • Automate the production of legal documents and calculations.

  • Product Improvement & AI: We may use de-identified, aggregated data to improve our software and train our proprietary automation models. We do not use "Personal Information" to train models in a manner that identifies individuals. You may opt out of AI training by contacting support@prolegis.ca.

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4. Disclosure to Third Parties
We do not sell your information. We disclose information only as follows:

  • Integration Partners: At your direction, we transmit data to services like Clio (Themis Solutions Inc.) and Treefort Technologies. Once transmitted, this data is governed by the recipient’s privacy policy.

  • Public Registries: We submit necessary data to provincial land registry systems (e.g., SPIN2) to complete searches and registrations.

  • Sub-processors: We use cloud hosting (AWS Canada) and payment processors who are contractually bound to maintain security standards equivalent to our own.


5. Data Residency and Security

  • Residency: Your primary data is stored at secure data centers located within Canada.

  • Certifications: Prolegis and its hosting providers maintain industry-standard security certifications, including SOC 2 Type II and ISO/IEC 27001:2022.

  • Safeguards: We employ end-to-end encryption for data in transit (TLS 1.3) and at rest (AES-256), robust firewalls, and strict internal "Least Privilege" access controls.


6. AI Transparency and Human Oversight
Prolegis utilizes artificial intelligence and machine learning to assist in the drafting and review of legal documents. These tools are designed to provide suggestions and identify potential patterns; they do not make final legal determinations or automated decisions without human intervention. The assigned legal professional remains the final authority on all Output.

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7. Breach Notification and Accountability
In the event of a security breach involving personal information that poses a real risk of significant harm to individuals, Prolegis will notify affected users and the Office of the Information and Privacy Commissioner of Alberta without unreasonable delay. We maintain a breach response plan and an internal registry of all security incidents to ensure accountability and rapid remediation.

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8. Your Rights: Access, Portability, and Deletion

  • Access & Correction: You may request a copy of your personal information or request corrections. We will respond within 30 days.

  • Data Portability: You have the right to request a copy of your personal data in a structured, commonly used, and machine-readable format.

  • Right to Erasure: Upon termination of your account or the conclusion of a Transaction, you may request the permanent deletion of your Content, subject to our legal and regulatory record-keeping obligations under Alberta law.


9. Contact Information
Questions or requests regarding this policy should be directed to our Privacy Officer:


Privacy Officer
Prolegis Solutions Ltd.
Suite 300, 4838 Richard Road SW
Calgary, Alberta T3E 6L1
Email: support@prolegis.ca


We will investigate privacy complaints and respond within the time required by applicable law. An individual may also have the right to make a complaint to the applicable privacy regulator.

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