The Back Office Co. is operated by Geneva Bast as a sole proprietor in Calgary, Alberta. The business provides remote administrative services: real estate transaction coordination for licensed real estate agents, and fractional operations management for small businesses. Geneva Bast is the individual accountable for personal information handled by the business and is the privacy contact for this policy. Questions may be sent to team@backofficeyyc.ca.
This policy covers this website, enquiries sent through it, and the services provided to clients.
This website is hosted by Cloudflare. When a page is visited, the hosting provider automatically records standard technical information, including the visitor’s IP address, browser type, the pages requested and the time of the request. This information is recorded for the operation and security of the website.
This website does not use advertising, analytics or tracking cookies. Any cookies used by the website or its hosting provider are limited to those strictly necessary for operation and security.
The contact form on this website collects a name, an email address, the type of enquiry and a message. The form is processed by Formspree and delivered to our email inbox. Enquiry information is used only to respond to the enquiry. It is not added to a mailing list and is not used for marketing. An enquiry that does not lead to an engagement is deleted when it is no longer needed for the response.
Personal information submitted through Formspree and Cloudflare may be stored or processed outside Canada, including in the United States, and may be subject to the laws of the jurisdiction in which it is held.
For real estate files, we act as a service provider to the agent. We handle personal information only on the agent’s behalf, only on the agent’s instructions, and only for the purposes described in this policy. The agent and the agent’s brokerage remain responsible for the personal information in their files, including obtaining the consents required when the information is collected. For fractional operations clients, we handle business records on the same basis, under the client’s instructions.
We are not licensed under the Real Estate Act (Alberta). We provide no licensed real estate services and make no professional decisions about any transaction.
Personal information is used only to provide the services: coordinating transaction files, tracking documents and deadlines, corresponding with transaction participants at the agent’s direction, displaying file status in the Docket, administering fractional operations engagements, invoicing, and meeting legal and brokerage compliance requirements. We do not sell personal information, and we do not use transaction information for our own marketing.
For transaction parties, we rely on the consent obtained by the agent and the brokerage when the information is collected, and on the agent’s instructions as confirmation that our handling of the information is within the scope of that consent. Agents who engage us agree, in the services agreement, to our handling of personal information as described in this policy. Individuals who contact us directly provide their information with consent for the purposes set out here.
Client file information is held in Google Workspace (email, Drive document storage, Sheets trackers, Calendar), which is the source system for every file. This website is hosted by Cloudflare, the contact form is processed by Formspree, and the Docket described in section 9 is hosted by Cloudflare. Personal information stored or processed by these providers may be held outside Canada, including in the United States, and may be subject to the laws of the jurisdiction in which it is held, including lawful access by courts and authorities in that jurisdiction. We disclose information to a provider only to the extent the services require.
Each agent’s Docket is a private, password-protected dashboard generated from the agent’s own file data. By design, an agent’s Docket displays property addresses, dates, file status and lockbox details, and does not display client names, email addresses, phone numbers or commission figures. Our internal operations view, which may display contact names with role and company, is accessible only to Geneva Bast. Docket access is issued to named individuals and ends when the engagement ends.
We retain file information while the services are provided and afterward only as the agent or brokerage requires for its own record obligations, or as the law requires. The Docket mirrors the source data: when information is deleted from the source system, it disappears from the Docket on the next scheduled rebuild, which occurs every two hours. On termination of an engagement, we return or transfer file records as the agent directs and delete our remaining copies, subject to any legal requirement to retain them.
We rely on the agent and the transaction participants for the accuracy of file information and correct our records when an error is identified. An individual may request access to, or correction of, their personal information in our custody by contacting us at team@backofficeyyc.ca. Because we hold transaction information on behalf of the agent, we may refer a request to the agent or brokerage responsible for the file, as the Personal Information Protection Act (Alberta) requires.
If we become aware of unauthorized access to, or loss of, personal information in our custody, we will notify the affected agent or client without unreasonable delay, preserve what is known about the incident, and cooperate with the notification obligations that apply under the Personal Information Protection Act (Alberta).
We may update this policy as our services or the law change; the current version will be posted on this page and provided to every client. Questions or complaints about this policy may be sent to team@backofficeyyc.ca. Complaints may also be directed to the Office of the Information and Privacy Commissioner of Alberta.