Who we are
Our website address is: https://melissatromba.com.
Introduction
At THE AGENCY MONTRÉAL, agence immobilière, and Melissa Tromba, Residential Real Estate Broker affiliated with THE AGENCY MONTRÉAL, we respect your right to privacy.
We recognize the importance of protecting personal information provided during your interactions with us and are committed to maintaining the confidentiality and security of such information.
This Privacy Policy describes, among other things, the type of personal information we collect, how that information is used, the safeguards in place, the right of access to personal information, and to whom such information may be disclosed.
This Privacy Policy applies to any personal information we receive from or about individuals, including through:
- The website www.theagencymontreal.com
- The website www.melissatromba.com
- Social media platforms, advertisements, and communications
- Customer Relationship Management (CRM) systems and Electronic Document Management (EDM) systems
- Any professional activities conducted by Melissa Tromba and/or THE AGENCY MONTRÉAL
For the purposes of this Policy, “personal information” means information about an identifiable individual, including, but not limited to, contact information (name, address, email address, telephone number), demographic or household information, financial and credit information, identification documents, and any other information required in the course of real estate brokerage activities.
THE AGENCY MONTRÉAL and Melissa Tromba are governed by the Act respecting the protection of personal information in the private sector (RLRQ, c. P-39.1) (the “Act”) and strive to maintain the highest standards of confidentiality in accordance with their obligations.
What do we mean by “personal information”?
Personal information is any information about a natural person that directly or indirectly allows that person to be identified.
A written document, image, video, or sound recording may contain personal information.
In the course of professional activities, personal information collected may include, but is not limited to:
- Name, address, and contact details
- Date of birth
- Identification documents
- Social insurance number
- Financial and income information
- Marital status
- Any information necessary to complete a real estate transaction
1. Responsibility
THE AGENCY MONTRÉAL and Melissa Tromba are responsible for protecting the personal information they hold in the course of their real estate brokerage activities.
THE AGENCY MONTRÉAL has adopted this Privacy Policy as well as governance policies and practices relating to the collection, use, communication, retention, and destruction of personal information.
Melissa Tromba applies these same standards to personal information collected through her website www.melissatromba.com, communications, and independent marketing activities.
2. Collection of Personal Information
Only personal information necessary to carry out real estate brokerage activities is collected.
Information may be collected for purposes including:
- Carrying out a real estate transaction
- Maintaining client files
- Monitoring professional practice by the Organisme d’autoréglementation du courtage immobilier du Québec (OACIQ)
- Any other purpose determined and disclosed at the time of collection
Personal information may be collected through:
- The websites www.melissatromba.com and www.theagencymontreal.com
- Email, telephone, text messages, and social media
- Standardized OACIQ forms
- Documents provided in connection with a transaction (identification, financial documents, powers of attorney, etc.)
- CRM systems, marketing tools, and digital platforms used by Melissa Tromba and/or THE AGENCY MONTRÉAL
Personal information may also be collected verbally through communications with individuals involved in a transaction.
Access to personal information is limited to individuals who require it to perform their duties.
Personal information is not disclosed without consent, except where permitted or required by law.
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3. Use and Disclosure of Personal Information
Personal information is used and communicated for the purposes for which it was collected and with the consent of the individual concerned.
In certain cases provided by law, personal information may be used without consent, including for:
- Detecting and preventing fraud
- Providing requested services
- Meeting legal or regulatory obligations
Melissa Tromba may independently collect, use, and manage personal information through her website and marketing systems and may share such information with THE AGENCY MONTRÉAL where necessary to execute a mandate or comply with regulatory obligations.
Personal information may be communicated to third parties, including:
- Suppliers, co-contractors, and subcontractors
- Real estate professionals and collaborators
- Financial institutions and credit verification entities
- Insurance providers, including FARCIQ and FICI
- Regulatory authorities such as the OACIQ
- Technology providers, including CRM and EDM systems
- Service providers located outside Quebec
Where personal information is communicated to a third party, a written agreement may be established to ensure:
- The information is used only for authorized purposes
- Appropriate security measures are in place
- The information is destroyed upon completion of the mandate
Before disclosing personal information outside Quebec, an assessment is conducted to ensure adequate protection.
4. Retention and Destruction of Personal Information
Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, and in accordance with legal obligations.
In particular, real estate brokerage records may be retained for a minimum of six (6) years following the closing of a file.
Once this period has expired, personal information is securely destroyed.
5. Security Measures
Appropriate security measures are implemented to protect personal information throughout its lifecycle.
Personal information is stored on secure servers and electronic systems equipped with recognized protection mechanisms.
Measures include:
- Restricted access controls
- Secure data storage systems
- Staff training and internal policies
- Monitoring and protection against unauthorized access
Privacy Incident
A confidentiality incident includes:
- Unauthorized access, use, or disclosure of personal information
- Loss of personal information
- Any breach of data protection
A protocol is in place to manage such incidents, including:
- Compliance with legal reporting obligations
- Identification of responsible individuals
- Immediate mitigation measures
6. Cookies
A cookie is a small data file stored on a user’s device.
Cookies may be used on websites operated by Melissa Tromba and THE AGENCY MONTRÉAL, including:
Cookies may be used to:
- Store user preferences
- Analyze website traffic
- Improve user experience
- Customize content and marketing
Users may configure their browser to refuse cookies; however, some features may be limited.
7. Roles and Responsibilities
A. THE AGENCY MONTRÉAL and Melissa Tromba
- Ensure confidentiality through sound information management practices
- Provide guidelines, training, and policies regarding personal information
- Implement safeguards to reduce privacy risks
- Maintain standardized procedures for data storage, access, and destruction
B. Privacy Officer
THE AGENCY MONTRÉAL has appointed a Privacy Officer responsible for:
- Ensuring compliance with applicable laws
- Managing confidentiality incidents
- Handling access, rectification, and complaints
- Conducting privacy impact assessments where required
C. Staff, Team Members, and Assistants
Authorized individuals:
- Access personal information only when necessary
- Maintain confidentiality and integrity of data
- Follow all policies and security protocols
- Report any suspected privacy breach
8. Rights of Access, Withdrawal, and Rectification
Individuals have the right to:
- Access their personal information
- Request correction of inaccurate or incomplete information
- Withdraw consent (subject to legal or contractual limitations)
- Request transfer of their personal data to a third party
Requests must be submitted in writing.
Requests may be refused only in cases permitted by law.
9. Contact and Complaints
Depending on the nature of your interaction, your personal information may be handled by Melissa Tromba, THE AGENCY MONTRÉAL, or both.
You may contact either party regarding your personal information:
Melissa Tromba
Residential Real Estate Broker
Website: www.melissatromba.com
Phone: 514-216-0598
Email: melissa.tromba@theagecyre.com
Privacy Officer
THE AGENCY MONTRÉAL
4115 Sherbrooke West
Montreal, Quebec H3Z 1K9
Phone: 514-923-7793
Email: stephane.arbour@theagencyre.com
Any complaint regarding the handling of personal information will be processed within a reasonable timeframe, typically within 30 days.
10. Changes to This Privacy Policy
This Privacy Policy may be updated at any time to reflect changes in legal requirements or business practices.
Users are encouraged to review this Policy periodically.
Last updated: April 2026
