Privacy policy.

Who we are, and our role

Signature Vetting is a deal file review service operated by Sablemont Enterprises. Brokerages email their real estate deal packages to a monitored inbox. The platform reads the OREA forms in the package, checks them for defects such as missing signatures, blank amounts and dates that do not agree across forms, and sends a report back.

We act as a service provider to the brokerage, not on our own account. The brokerage that sends us a deal is the organization accountable for that personal information under the Personal Information Protection and Electronic Documents Act (PIPEDA). The brokerage holds the relationship with the buyers, sellers, landlords and tenants named in the paperwork, collected consent from them, and decides what happens to their file. We handle that information only to perform the review the brokerage asked for, and only under our agreement with that brokerage.

If you are a buyer, seller, landlord or tenant whose name appears in a deal we reviewed, the brokerage you dealt with is the right first point of contact for any question about your information. See Access and correction below.

What personal information we handle

Everything we hold arrives either inside a deal package a licensed agent sends us, or from a brokerage staff member using the dashboard.

• Deal package PDFsSubmitted by licensed agents. These are the completed OREA forms for a transaction, and they contain the names of the parties, the property address, financial amounts, key dates and signatures.
• Information read out of those PDFsParty names, addresses, deposit and price amounts, and the dates that drive the transaction. This is what makes it possible to compare one form against another.
• Findings about each dealThe issues the review raises on a package, and where in the paperwork each one was found.
• An activity log for the dashboardFor each action taken in the dashboard we record the user, the action, what it was performed on, the IP address, the browser user agent and the time.
• User accounts for brokerage staffAn email address and a role, which is what decides whether someone sees their own deals or the whole office.
• Email and its metadataThe sender, recipients, subject, body and routing details of every deal submission and every reply we send.
• Contact details printed on formsPhone numbers and email addresses for parties, agents and brokerages, where they appear on the paperwork itself.
• Signatures and initialsIncluding the timestamps an electronic-signature platform stamps on the page.
• Things people type into the dashboardSupport messages, feedback marking a finding wrong, waivers, approvals and the version history of a deal.

What we do not collect

When the platform reads a form, it is instructed to skip Social Insurance Numbers and account numbers rather than return them, so they do not end up in the data we extract or in a report.

We receive complete PDFs, so we cannot promise such details never arrive. A deposit receipt, a trust account record, an identity form, or a document attached by mistake may contain them. Anything that does arrive is protected by this policy and is not extracted, indexed or used. Brokerages should remove information the review does not need before submitting.

We do not seek out credit reports or mortgage files, we do not ask individuals for information directly, we do not buy information from anyone, and we do not track visitors across other websites.

Why we handle it

The main purpose is the one the brokerage engaged us for: to review its deal packages, report back what needs attention, and to run, secure and support the service that does it.

We also use deal information to improve the review itself. When the platform is uncertain about something it read, or a reviewer marks a finding as wrong, the system records that case, including the relevant extracted details, so a person can look at it later and teach the platform to read that situation correctly. Every such lesson is reviewed and approved by a person before it changes anything, and lessons are about how to read paperwork, not about the people in it.

We do not sell personal information, we do not rent or trade it, and we do not use it for advertising or for any purpose outside the two described above.

Where information is stored

Our database and the private document storage that holds deal PDFs are both hosted in Canada, in the Canadian region (ca-central-1) of our hosting provider Supabase. That is where the deal record, the extracted information, the findings and the stored document copies live.

Where information is processed

Storage and processing are not the same thing, so we state this plainly rather than leaving it to be discovered: some processing happens in the United States, even though the stored records are in Canada.

Application servers

Run on Render in the United States, in their Oregon region.

Reading the forms

Images of the pages are sent to Anthropic in the United States, where an AI model reads them.

Deal email

Inbound deal packages and outbound reports run through Google Workspace.

Error monitoring

Sentry in the United States, configured so that personal information is not sent to it.

Notification email

Invitations and password resets are sent through Resend in the United States, which sees only email addresses.

Service providers we use

We do not sell personal information and we do not share it for any purpose beyond the ones described in this policy. We do rely on a small set of service providers to run the platform, and each one is bound by its agreement with us to handle the information only on our instructions. This is the complete list.

Supabase

Database, sign in, and private document storage. Holds deal records, extracted information, the activity log, user accounts and the deal PDFs. Hosted in Canada.

Render

Application hosting. Runs the software that processes each deal, in the United States.

Anthropic

AI form reading. Receives images of the pages of a deal package and returns what it read, in the United States.

Google Workspace

Email. Carries the deal packages sent in and the reports sent back.

Sentry

Error monitoring, so we learn when something breaks. It is configured not to receive personal information.

Resend

Transactional email such as invitations and password resets. It sees email addresses only.

We may also disclose information where the law requires it, for example in response to a valid legal demand.

How AI is used, and what happens to the pages

The platform reads deal forms using Anthropic's Claude models. Images of the pages are sent to Anthropic, and the text and values read from them come back. A person at the brokerage still reviews the deal. The report is an aid to that review, not a substitute for it, and the brokerage's sign off remains the decision of record.

Anthropic does not train its models on inputs or outputs sent through its API. Under Anthropic's commercial terms, API inputs and outputs are deleted from their systems within 30 days, unless a zero data retention arrangement is in place, in which case they are not retained at all.

How we protect it

• EncryptionInformation is encrypted while it travels over the internet (TLS) and while it sits in storage (AES-256).
• Each brokerage sees only its own dealsAccess is scoped to a single brokerage and checked on every request, and the database itself enforces the same boundary independently, so one office cannot reach another office's files.
• An activity log that cannot be editedDashboard activity is written to a log that records what happened and can be added to but not altered after the fact.
• Only approved senders can submit a dealEach brokerage has a list of approved sender addresses. Email from an address that is not on its list does not get processed as a deal.
• Sign in fails closedIn production, if the system cannot positively confirm who you are, it refuses the request rather than allowing it. Public self signup is disabled: accounts exist only where a brokerage administrator invited them.

No safeguard is absolute, and we do not claim otherwise. If a breach of security safeguards creates a real risk of significant harm, we will notify the affected brokerage promptly so that it can meet its own reporting obligations, and we will support it in doing so.

How long we keep it

Deal records are retained for the period set out in our agreement with each brokerage, aligned to that brokerage's own record keeping obligations for real estate transactions. Brokerages are required to keep transaction records for a number of years, so the platform does not delete records on its own initiative. A brokerage that needs a different retention period should raise it with us and we will set it in the agreement.

Access and correction

If you were a party to a transaction and want to know what personal information about you exists, or want to correct something, contact the brokerage you dealt with. The brokerage holds the relationship with you, is the accountable organization under PIPEDA, and holds the original file. We assist the brokerage in responding to a request it receives.

If you would rather raise it with us directly, or you are not sure which brokerage to ask, write to jax@sablemont.ca and we will help you reach the right organization.

Questions and complaints

The individual accountable for personal information at Sablemont Enterprises is our privacy officer, Jax Wilden. That is the single point of responsibility for how deal information is handled, for access and correction requests, and for privacy complaints.

Privacy questions and complaints go to jax@sablemont.ca. We answer privacy inquiries within 30 days.

We keep a written record of every security incident affecting personal information, whether or not it was serious enough to report, and a written procedure for handling access and correction requests. A brokerage reviewing us can ask to see both.

If you are not satisfied with our response, you may also contact the Office of the Privacy Commissioner of Canada, which oversees compliance with PIPEDA.

Changes to this policy

We update this page when our practices change, for example if we add or remove a service provider. The date at the top shows when it was last revised. Where a change materially affects how deal information is handled, we tell the brokerages we work with rather than relying on this page alone.