Privacy Policy

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1. Scope

This Privacy Policy explains how Nuage Enterprise Inc. dba Communities ("Communities," "we," "us," or "our") collects, uses, discloses, stores, and protects personal information in connection with Communities XP, communitiesxp.com, our customer portals, websites, applications, communications, marketing services, and related products and services (collectively, the "Services").

This Policy applies to customers, prospective customers, website visitors, account users, and individuals whose information is processed through the Services. Where a business customer uploads or manages information about its own leads, clients, prospects, or contacts, that customer is generally responsible for determining the lawful basis and permissions for its collection and use of that information, while Communities processes the information to provide the Services.

2. Information We Collect

Account and identity information, such as name, business name, email address, phone number, professional role, brokerage or company, account identifiers, login credentials, and account preferences.

Billing and transaction information, such as plan, invoice and order information, billing address, payment status, payment processor identifiers, card brand and masked last four digits, payment-method fingerprint, taxes, refunds, disputes, and subscription history. We do not intentionally store full card numbers or card security codes when payment processing is handled by a payment processor.

Usage and technical information, such as login timestamps, IP addresses, device and browser information, user-agent data, pages or features used, clicks, settings changes, lead-management actions, campaign actions, and audit logs.

CRM and customer-content information, such as leads, contacts, property or transaction-related information, notes, communications, appointments, campaign settings, files, and other information entered or synchronized by customers.

Communications, including emails, support tickets, chat messages, SMS activity, call metadata, call recordings where permitted, and other communications with Communities or sent through features of the Services.

Marketing and advertising information, including campaign settings, geographic or postal-code targeting, ad-spend information, lead-source information, and campaign-performance data.

Website and analytics information, such as cookies, pixels, referral information, approximate location derived from IP address, device identifiers, and analytics or advertising-event data.

AI interaction data, where AI-assisted features are used, including prompts, conversation content, generated outputs, summaries, classifications, extracted fields, and related metadata necessary to provide or improve those features.

3. How We Collect Information

Directly from you when you create an account, purchase a Service, communicate with us, complete forms, configure campaigns, or use the Services.

Automatically through the Services, including logs, cookies, analytics technologies, and security systems.

From integrations and service providers that you connect or authorize, including payment processors, advertising platforms, communications providers, analytics providers, identity or data providers, and CRM or business-software integrations.

From publicly available or commercially available business sources where permitted by law.

4. How We Use Personal Information

To provide, operate, configure, secure, support, and improve the Services.

To create and administer accounts, process orders and payments, issue invoices and receipts, manage subscriptions, send renewal or billing notices, process cancellations and refunds, and respond to payment disputes.

To provide CRM, lead-management, communications, marketing, advertising-management, analytics, AI-assisted, and support functionality requested by customers.

To communicate with customers and prospects about the Services, support requests, onboarding, service notices, training, product updates, and, where permitted, marketing.

To monitor reliability, prevent fraud or abuse, troubleshoot problems, enforce agreements, protect security, and maintain audit and transaction records.

To comply with legal, tax, accounting, regulatory, payment-network, and contractual obligations, and to establish, exercise, or defend legal claims.

To create aggregated or de-identified information that does not reasonably identify an individual.

5. AI-Assisted Features

Some Services use artificial intelligence or machine-learning features to assist with communications, lead qualification, summarization, extraction, recommendations, automation, and other workflow functions.

Information submitted to an AI-assisted feature may be processed by Communities and by contracted technology providers acting on our behalf. Customers should not submit information they are not authorized to process through the Services.

AI-generated outputs may be inaccurate or incomplete. Customers remain responsible for reviewing outputs before relying on them for business, legal, financial, compliance, or customer-facing decisions.

6. How We Share Information

We may disclose personal information to service providers and subprocessors that help us provide the Services, such as cloud hosting, payment processing, communications, email delivery, analytics, advertising, customer support, fraud prevention, security, data, and AI technology providers.

We may share information with third-party platforms or integrations at your direction or as necessary to provide a feature you enable.

We may disclose information to professional advisers, auditors, insurers, financing partners, acquirers, or transaction counterparties in connection with legitimate corporate, legal, financing, or due-diligence activities, subject to appropriate confidentiality safeguards.

We may disclose information where required by law, court order, regulatory request, payment-network rule, or to protect the rights, safety, property, or security of Communities, our customers, or others.

We do not sell personal information to advertisers for money. If our use of advertising or analytics technologies is treated as a "sale," "sharing," or targeted advertising under a particular law, we will provide any legally required choices.

7. Payments

Payments may be processed by third-party payment processors such as Stripe or another processor identified at checkout. Payment processors receive payment-card and billing information directly under their own privacy and security practices.

Communities may receive transaction metadata such as customer and payment identifiers, card brand, masked last four digits, payment-method fingerprint, authorization results, amount, currency, invoice status, refunds, and dispute information.

8. Cookies, Analytics, and Advertising Technologies

We may use cookies and similar technologies to keep users signed in, remember preferences, protect security, measure traffic and product usage, understand marketing performance, and support advertising or remarketing where permitted.

Where required, we will provide consent or preference controls for non-essential cookies or similar technologies. Browser settings may also allow you to block or delete certain cookies, although some Service functions may not work properly without them.

9. Customer Communications and Outreach

Customers may use the Services to send email, SMS, calls, voicemail, or other communications to their own contacts. The customer is responsible for having any legally required consent or other lawful basis for those communications and for honoring opt-outs and suppression requests.

Communities may process message content, delivery events, opt-out status, call or message metadata, and related records to provide and secure these functions.

10. Call Recording

Calls with Communities, and calls made through supported Service features, may be recorded or transcribed where permitted by law. We will provide notice or obtain consent where required. Recordings may be used for support, quality assurance, training, security, record-keeping, and service improvement.

11. International and Cross-Border Processing

Communities is based in Canada, and personal information may be processed or stored in Canada, the United States, or other jurisdictions where Communities or its service providers operate.

When information is processed outside your province, state, or country, it may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement, or regulatory authorities as permitted by local law. We use contractual, organizational, and technical safeguards appropriate to the nature of the processing.

12. Retention

We retain personal information for as long as reasonably necessary to provide the Services, maintain business and transaction records, comply with legal, tax, accounting, payment-network, and regulatory requirements, resolve disputes, enforce agreements, and protect the Services.

Retention periods vary by data type. Account and billing records may be retained after account closure where needed for legal, accounting, security, fraud-prevention, or dispute purposes. Customer CRM data may be deleted or anonymized after termination in accordance with product settings, contractual commitments, legal requirements, and our operational retention schedules.

Where feasible and appropriate, information that is no longer needed is deleted, de-identified, or securely archived with restricted access.

13. Security

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, alteration, disclosure, or loss. No system can guarantee absolute security.

Customers are responsible for protecting their own credentials, using appropriate access controls, and promptly notifying us of suspected unauthorized access.

14. Privacy Rights and Choices

Depending on where you live, you may have rights to request access to, correction of, or deletion of personal information; withdraw consent where processing is based on consent; object to or restrict certain processing; request portability; or make choices regarding certain advertising or analytics uses.

To make a privacy request, contact [email protected]. We may need to verify your identity and authority before completing a request. Some information may be retained where permitted or required by law, including transaction, security, fraud-prevention, legal, and accounting records.

If Communities processes information solely on behalf of a business customer, we may direct an individual to that customer so the request can be handled by the organization responsible for the data.

15. Marketing Communications

You may unsubscribe from promotional email using the unsubscribe link in the message or by contacting [email protected]. Transactional, security, billing, legal, or service-related communications may still be sent where appropriate.

SMS and other communication preferences are managed separately where required. Replying STOP to an eligible SMS number will opt that number out of further SMS from that messaging program, subject to applicable law and system capabilities.

16. Children

The Services are intended for business users and are not directed to children. We do not knowingly collect personal information directly from children for the purpose of creating customer accounts.

17. Business Transfers

If Communities is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, personal information may be transferred as part of that transaction, subject to applicable law and appropriate confidentiality protections.

18. Changes to this Policy

We may update this Privacy Policy from time to time and will provide additional notice of material changes where required by law.

19. Contact

Nuage Enterprise Inc. dba Communities
61 Majestic Point, Calgary, AB T3Z 2Z9, Canada
Website: communitiesxp.com
Email: [email protected]
Phone: 1 (888) 680-1743
Privacy inquiries should include enough information for us to understand and verify the request.