Privacy Policy

Effective October 3, 2026. This is the written statement of our policies and practices required by section 6 of Alberta's Personal Information Protection Act (PIPA).

1. Who we are, and who to contact

WriteOffer is an electronic signature service for real estate professionals, operated by 2319721 Ontario Inc., an Ontario corporation carrying on business as WriteOffer, of Kitchener, Ontario (“WriteOffer”, “we”, “us”).

Our Privacy Officer is responsible for our compliance with PIPA and can answer any question about this policy, about how we handle personal information, or about our service providers outside Canada.

2. Two kinds of people are described in this policy

Agents are our customers. A real estate professional creates an account, uploads a document, and sends it out for signature.

Signers are the people an agent asks to sign — usually the agent's client. Signers do not create an account and are not our customers. If you received an email asking you to sign something, this section and sections 3 through 11 are the ones that concern you.

For a signer's personal information, both the agent and WriteOffer have obligations. The agent decides what document to send and to whom, and remains accountable for that decision. We handle the information on the agent's behalf, and we are separately and independently accountable under PIPA for what we do with it.

3. What we collect

From agents: name, email address, and the documents they upload. We do not collect or store payment card numbers; if and when we charge for the service, payment is handled by a third-party payment processor.

From signers: the name and email address the agent enters, the signature or initials you draw or type, any date or text you enter into a field, and — because an electronic signature is only as good as the evidence behind it — the IP address, browser user agent and timestamps recorded when the signing link is opened and when the document is signed. If the agent chooses to have you confirm your identity by text message, we also hold the mobile number they entered for you and a record of when a code was sent and confirmed (never the code itself).

Inside the documents themselves: a real estate contract typically contains names, addresses, the property address, prices, deposit amounts and dates. We do not read, index or mine the contents of uploaded documents. We store the file, render it so it can be signed, and stamp signatures into it.

Client ID records: real estate agents must identify their clients under federal anti-money-laundering rules (FINTRAC). If an agent uses our ID record feature, we hold what the agent types in about their client: name, address, date of birth, occupation, the type of ID, its number, where it was issued and when it expires (or the details of the credit file or the two documents used instead), whether anyone else is involved in the deal, and the purpose of the relationship. ID, credit file and account numbers are encrypted before they are stored. We never receive or store a picture of the ID. We use these records only so the agent can keep and download them, and the agent's brokerage is responsible for them.

If you use our Android app: when you turn on notifications, Google’s Firebase Cloud Messaging gives us a push token for that installation of the app. It identifies the app on your device so we can tell you when a document has been signed — it is not your name, your email or a device serial number, and we delete it automatically as soon as Google tells us it has stopped working. If you photograph a paper document with the in-app camera, the photo is turned into a PDF on your own device and then uploaded as a document like any other. We do not read your photo library, and the picture goes nowhere except into the document you create.

4. Why we collect it

PIPA allows us to collect, use and disclose personal information only for purposes that are reasonable. Ours are:

• to deliver a document to the person the agent asked us to send it to;
• to let that person sign it without creating an account;
• to produce a sealed PDF and a certificate of completion that records who signed, when, and from what IP address, so the signature can be relied on later;
• to email the finished document to the parties;
• to let an agent keep the client identification records their brokerage is required to keep;
• to operate, secure and support the service, including diagnosing faults.

We do not sell personal information. We do not use the contents of your documents to train machine learning models. We do not use a signer's email address to market to them.

5. Consent

An agent consents when they create an account and upload a document. A signer who opens a signing link and enters a signature is voluntarily providing that information for the obvious purpose of signing the document, and is deemed under PIPA to consent to our using it for that purpose — and only for that purpose.

You can withdraw consent at any time by writing to our Privacy Officer, subject to reasonable notice and to legal or contractual restrictions. Withdrawing consent does not require us to destroy a record we still reasonably need for legal or business purposes — a signed contract and its audit trail is the clearest example, since the parties to that contract may need it as evidence.

6. Service providers outside Canada

Your personal information is stored in Canada, but some of it is processed by service providers located in the United States. PIPA requires us to tell you which countries are involved and what each provider is authorized to do.

Personal information handled in the United States may be accessible to U.S. courts, law enforcement and regulatory authorities under U.S. law, including where a request is made without notice to you. This is a consequence of using service providers in that country and is true of essentially every cloud-based signing product available in Canada.

We may change providers or regions. If we do, we will update this table before or at the time the change takes effect.

7. How to get this policy, and who answers questions about the above

This page is our written policy and is available at any time at app.writeoffer.ca/legal/privacy. We will also send a copy by email on request, at no charge.

The person able to answer questions on our behalf about the collection, use, disclosure or storage of personal information by service providers outside Canada is our Privacy Officer, reachable at privacy@writeoffer.com or at the address in section 1.

8. How we protect it

Documents and signature images are held in private storage buckets that are not publicly readable. Access to a stored file is granted only through short-lived signed links. Database access is restricted by row-level security so that an agent can reach only their own documents. Traffic is encrypted in transit. Signing links use long random tokens that are not guessable.

We record a SHA-256 hash of both the original and the sealed PDF so that any later alteration of either file can be detected.

No system is perfectly secure. We do not claim otherwise, and section 12 explains what happens if something goes wrong.

9. How long we keep it

We keep personal information only as long as we reasonably require it for legal or business purposes. In practice:

• Documents, signatures and audit trails are retained while the agent's account is active, because the agent may be required by the Real Estate Act Rules and by FINTRAC record-keeping requirements to be able to produce them for several years after the deal.
• Client ID records are retained while the agent's account is active. FINTRAC requires the brokerage to keep them for at least five years, so the app lets the agent download each one as a PDF, and will not delete a deal that still has ID records attached.
• Account records are retained while the account is active. If the agent deletes their account, these are deleted with it. There is no retention period afterwards.
• When an agent deletes their account, the deletion is immediate and permanent. We do not hold the data for a grace period, and we do not keep an archived or soft-deleted copy. Because nothing can be recovered afterwards, the app tells the agent to download anything they need before they confirm.

An agent can delete their whole account at any time from the Account screen in the app, or by emailing us. That removes every document, signature, recipient record and audit trail belonging to that account, immediately and permanently. The steps are set out at Delete your account. A single document can also be deleted on its own, from that document's page in the app, without touching the rest of the account. That too is immediate and permanent: the file, the signed PDF and the audit trail all go. A document that has been sent for signature must be voided first, so that anyone holding a signing link is told it was cancelled.

10. Seeing and correcting your information

You have the right to ask us for access to the personal information we hold about you, for information about how it has been used and to whom it has been disclosed, and to ask us to correct an error or omission in it.

Send the request in writing to our Privacy Officer with enough detail for us to find the record — for a signer, the document title and the email address the request was sent to is usually enough. We will respond within 45 days, or tell you if we need an extension of up to 30 further days and why.

We do not charge for correction requests. We may charge a reasonable fee for an access request; if we intend to, we will give you a written estimate first and you can withdraw the request.

There are limited situations where PIPA requires or permits us to refuse access — for example, where disclosing your information would reveal personal information about someone else. If we refuse, we will tell you why and tell you how to ask the Commissioner to review that decision.

11. If something goes wrong

If we lose personal information, or someone accesses or discloses it without authorization, and a reasonable person would consider there to be a real risk of significant harm to an individual, we will report it to the Office of the Information and Privacy Commissioner of Alberta without unreasonable delay. Where there is a real risk of significant harm to you, we intend to notify you directly as well, whether or not the Commissioner requires it.

12. If you are an agent using WriteOffer with client data

You remain accountable under PIPA for the personal information you put into our service. That means you are responsible for having the authority to send a document to a signer, and for telling your clients that you use a third-party e-signature service that relies on providers in the United States. Section 6 of this page is written so that you can point your clients at it or reproduce it in your own privacy policy. Ask us if you need a copy in another form.

13. Changes

We may update this policy. The effective date at the top will change, and material changes affecting how we handle information already collected will be communicated to affected account holders by email.

14. Complaints

Please raise a concern with us first — we would rather fix it. If you are not satisfied, you can contact the Office of the Information and Privacy Commissioner of Alberta at oipc.ab.ca.

Where personal information crosses a provincial or national border, the federal Personal Information Protection and Electronic Documents Act may also apply, and complaints can be made to the Office of the Privacy Commissioner of Canada at priv.gc.ca.