Who this app is for
RCIB Agent is the work app for registered agents of RCIB Real Estate Limited, Brokerage in Ontario, Canada, on iPhone and Android. It is not a consumer home-search service and it has no public sign-up. Accounts are created and closed by the brokerage office. A separate office-issued invitation lets a prospective agent complete onboarding paperwork; it does not give access to agent records. This policy covers the app. The website privacy policy covers this website.
What the app collects and uses
- Account identity: your brokerage username, name, profile photo, agent status and access permissions, so the app can show the records available to you.
- Brokerage records: deals, listings, commission figures, statements, announcements and submission details that you view or send through the app.
- Files and photos: documents, photos, scans and attachments you choose to upload to RCIB Drive, a deal, a conversation or a support request.
- Messages: Talk messages, replies, mentions, threads, attachments and voice messages you send or receive. Voice messages are stored as audio files in the conversation. Messages are kept on the brokerage's own Nextcloud Talk server.
- Calls: audio and video calls run over an encrypted real-time connection through the brokerage's own call server. Call audio and video are not recorded. The office keeps call records: who called, who was invited, when a call started and ended, and whether it was answered, declined or missed. Those records make missed-call alerts and ringing on a second phone work.
- Location, only when you share it: if you tap Share location in a conversation, the app asks the phone for your current position once and posts it as a message. The app never reads your location in the background and never tracks where you are.
- Notifications and device details: a device label, the app and operating-system version, and the push token your phone's notification service issues (Apple Push Notification service on iPhone, Firebase Cloud Messaging on Android). The office composes each notification and keeps a copy of its title and text so it can show your notification list and badge; that copy is cleared after the notification is read and no later than thirty days after it closes. You can turn previews off in the app's notification settings so alerts show only "New message".
- Ask RCIB: the questions you type or dictate, and the answers, are kept with your account so you can see your history and so the office can improve its knowledge base.
- Diagnostics and error reports: when something fails, the app sends the error type, the screen, the time, the app version and the phone's operating-system version to the office automatically. The app's separate local diagnostics log stays on your phone unless you choose to copy it into a support request.
- Reports about content: if you report a message or block a colleague in Talk, the office receives the report, the message you reported and who sent it.
Error reports are filtered for recognizable credentials, email addresses and web addresses before they are sent. That is a safeguard, not a guarantee that an unexpected error can never include personal information. Review screenshots and copied diagnostics before you send them to support.
The app does not collect your contacts, your calendar, your health data, your advertising identifier or your browsing history. It contains no advertising and no third-party analytics or tracking software.
Your sign-in password stays in the browser
Sign-in opens your phone's browser at the brokerage's own Nextcloud service, drive.rcib.ai. You enter your account password there. RCIB Agent never receives or stores that password. After you approve access, Nextcloud issues a separate credential for this phone only, called an app password. The app keeps that credential and its office session token in the phone's secure storage (the iPhone Keychain or the Android Keystore) so you do not have to sign in for every request. Signing out on a phone revokes that phone's credential.
Face ID, Touch ID and Android biometric checks are handled by the phone. RCIB Agent receives the result of the check, not your face, fingerprint or device passcode. Camera, photos, microphone, location and notification access are requested when you first use the feature that needs them, and you can change each permission later in your phone's Settings.
Where information lives
Brokerage records live on RCIB's own self-hosted infrastructure in Canada: Nextcloud for files, Talk messages and calls; Back Office for agent, deal, notification and call records; and the RCIB-hosted Ask service for question history. The app also keeps downloaded files, drafts and working caches on your phone; signing out removes them.
Who can receive information
Within RCIB, information is available according to your account permissions and to the people and conversations you share it with. Some information passes through the service providers below so the app can work:
- Apple and Google notification services: receive your device's push token and each notification's title and text in order to deliver it to your phone. On iPhone, an incoming call is delivered through Apple's dedicated call notification service and shows the caller's name.
- Expo's update service: the app checks for updates to its own code when it opens. That request carries the app, platform, runtime and update identifiers and ordinary network information such as your IP address. It never carries your deals, documents or messages.
- Apple and Google speech recognition: if you choose to dictate a question, the phone's speech service turns your voice into text. Audio may be processed by Apple or Google for that purpose. You choose whether to send the resulting text to Ask RCIB.
- OpenAI, Google Gemini and SerpAPI: Ask RCIB uses OpenAI to understand questions, search the brokerage knowledge base and write answers, which sends your question and relevant knowledge-base excerpts to OpenAI. Google Gemini is a fallback for classifying questions. General questions may be sent as search queries to SerpAPI for Google results. These providers are used as processors for the brokerage and are not permitted to use your questions for their own purposes. Avoid putting client-identifying or confidential deal details into questions.
- Cloudflare: the brokerage's public service connections pass through Cloudflare for network delivery and protection. It handles connection information such as IP addresses and request metadata in transit. It is not the store for brokerage records.
- Apple TestFlight: if you use a beta build, Apple collects testing and crash information and shares it with the developer.
- Recipients you choose: sharing a file or link, exporting a document, saving to Photos or opening another app can make information available outside RCIB. Those other services have their own privacy practices.
RCIB does not sell personal information and does not share it with advertisers or data brokers.
Retention and signing out
Signing out removes the app's stored credentials and clears its account caches, drafts, saved offline files and local logs from that phone, and revokes that phone's credential. It does not delete brokerage records on RCIB's servers or copies you exported to Photos, Files or another service. Deleting the app is not a request to close your account.
Brokerage records connected to a trade, such as deal documents, commission and trust-account records, are kept for as long as Ontario real estate law and the brokerage's record-keeping obligations require, even after an agent leaves. Messages and files stay in the conversations and folders they were shared in until they are deleted there. Diagnostic error reports and push registrations are kept only as long as they are useful for support and are removed when an account is closed.
Ask for a copy, correction or deletion
You can ask the office to close your RCIB Agent account and delete the personal information it holds about you that it is not required to keep. In the app, open Account → Settings → Request account deletion. If you no longer have the app, use the account deletion page, email [email protected] or call 416-277-9494 and ask for the person responsible for RCIB Agent privacy. Say which account and records your request concerns. Do not send your password. The office will confirm your identity, tell you which records it must retain and why, and confirm when the rest has been removed.
Office mailing address: 5580 Explorer Dr, Suite 600, Mississauga, ON L4W 4Y1.
Ontario and Canadian law
This policy is governed by applicable Ontario and federal Canadian law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies. You can read the Privacy Commissioner of Canada's plain-language PIPEDA guidance.
Changes to this page are identified by its last-updated date. For help using the app, visit RCIB Agent support. The rules for using Talk are in the RCIB Agent terms of use.