Your data, in plain English.

01Who we are and what this covers

RealtyMind is software for real estate agents, teams, brokerages and franchises. It is operated by RealtyMind (company name pending) ("RealtyMind," "we," "us"). This policy explains how we handle personal information when you visit our website, use our web and phone apps, or talk or text with Sofia, the AI front desk powered by RealtyMind.

We handle personal information in two different roles:

• For our own customers and visitors. When you sign up, use the website, or contact us, we decide how that information is used. This policy covers that.
• On behalf of brokerages and agents. When a brokerage or agent uses RealtyMind to manage their own leads and clients (for example, when Sofia, the AI front desk, answers a call for a brokerage), we process that information for them, under our agreement with them and on their instructions. In that case the brokerage's own privacy notice applies, and we help them honor any requests.

02Information we collect

We do not ask for, and the AI does not record as data, a person's race, religion, national origin, disability or family status. RealtyMind does not take loan applications or pull credit.

03How we use information

• To provide RealtyMind: answer and route calls and texts, book appointments, manage leads and deals, write and post listings, run the client portal, prepare documents and work out commission splits.
• To follow the rules built into the product: check AI-written ads for fair housing issues, give recording and AI notices, keep consent and opt-out records, and respect calling hours.
• To keep accounts secure, prevent fraud and abuse, and fix problems.
• To support you and send service messages, like sign-in codes, reminders and account notices.
• To send product news and pilot updates, if you agreed. You can opt out anytime.
• To improve RealtyMind, using usage data and information that has been de-identified or combined so it no longer identifies anyone.
• To meet legal duties and enforce our Terms.

04AI processing and service providers

RealtyMind uses artificial intelligence to understand and answer calls and texts, write summaries, draft listings and messages, and help users find information. To do this, we send the needed information to AI model providers and other service providers that work for us, such as hosting, phone and text carriers, email delivery, e-signature, licensed forms providers, maps, and payment processing.

• Service providers may use information only to provide their services to us, under written contracts with confidentiality and security terms.
• We choose AI providers and settings that do not allow them to use customer data to train their own general models.
• AI output is reviewed by people where it matters. Listings and ads need agent approval before they post, and AI never makes final decisions about who can buy or rent a home.

05How we share information

We share personal information only:

• With service providers that help us run RealtyMind, as described above.
• Within a customer's own brokerage, based on roles. An agent sees their own records, a team lead sees the team, and a broker sees the office.
• At a user's or client's direction. For example, sending a listing to an MLS or portal, sending documents for signature, or connecting a buyer with a lender the buyer picks.
• When the law requires it, or to protect rights, safety and the security of the service.
• In a merger, sale or similar transaction, with notice and the same protections.
• With your consent.

06Calls, recordings and text messages

• Every call handled by Sofia, the AI front desk, begins with a notice that the caller is speaking with an AI and that the call is recorded. If the caller objects, recording stops.
• Outbound AI calls and texts go only to people who gave consent. Each consent is stored with its wording, time and source.
• Reply STOP to any text to opt out. Opt-outs are honored right away and kept on file. See our text message terms.

07Cookies and similar tools

We use cookies and local storage that the site needs to work, such as keeping you signed in and remembering your day or night setting. We may use privacy-friendly analytics to see which pages help people. We do not use cookies to sell data or to target ads across other companies' sites. Where state law gives you the right, we treat a Global Privacy Control signal from your browser as a request to opt out of any sale or sharing.

08How long we keep information

• Account information: while the account is open, and then as described below.
• Customer data (contacts, deals, listings, documents, recordings and transcripts): kept for the brokerage as long as their account is active and under the retention settings they choose. After an account ends, the customer has 30 days to export, and we then delete it within 90 days, except as below.
• Consent and opt-out records: kept as long as needed to prove compliance with calling and texting laws, at least 5 years.
• Backups: deleted data leaves our backups on their normal cycle.
• Legal holds: we may keep information longer when the law requires it or to resolve disputes.

09How we protect information

Each brokerage's data is walled off from every other brokerage. Access inside a brokerage follows roles. Data is encrypted in transit and at rest, access is logged, and backups run automatically. No system is perfectly secure, so we also plan for incidents, as described below. Learn more on our security page.

10Your rights and choices

Depending on where you live, you may have the right to:

• Know what personal information we have about you and get a copy.
• Correct information that is wrong.
• Delete your information.
• Get your information in a portable format.
• Opt out of the sale of personal information, targeted advertising and certain profiling. (We do not sell or do targeted advertising.)
• Limit the use of sensitive personal information.
• Appeal our decision if we deny your request.

Residents of states with consumer privacy laws, such as California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon and others, may use these rights as those laws allow. We will not treat you differently for using your rights. You may use an authorized agent, and we may need to verify your identity before we act.

If you are a client of a brokerage that uses RealtyMind, please contact that brokerage first, since they control your information. If you contact us, we will pass your request to them and help them respond.

Marketing choices: use the unsubscribe link in any email or reply STOP to any text.

11Data breach notice (Florida)

If a breach of security affects personal information of Florida residents, we will follow the Florida Information Protection Act of 2014 (Section 501.171, Florida Statutes). That means:

• We notify affected individuals as fast as possible and no later than 30 days after we determine a breach happened or have reason to believe it did, unless law enforcement asks us to delay.
• If 500 or more Floridians are affected, we also notify the Florida Department of Legal Affairs within 30 days.
• If more than 1,000 people are affected, we also notify the national consumer reporting agencies.
• Where we hold data on behalf of a brokerage, we notify that brokerage within 10 days of learning of the breach so it can meet its own duties.

We follow the breach notice laws of other states where they apply.

12Children

RealtyMind is built for real estate professionals and adults buying, selling or renting homes. It is not meant for anyone under 18. We do not knowingly collect personal information from children under 13. If we learn we have, we will delete it.

13Where information is stored

RealtyMind is run from the United States and stores data with providers in the United States. If you use RealtyMind from another country, your information will be transferred to and handled in the United States.

14Changes to this policy

We will post any changes here and update the date at the top. If a change is important, we will tell account holders by email or in the app before it takes effect.

15How to reach us