Privacy Policy

Last Updated: November 19, 2024

1. Information We Collect

Information You Provide to Us

• Contact Information: Name, email address, phone number, company name
• Business Information: Real estate license information, brokerage details, CRM preferences
• Account Information: Username, password (encrypted), billing information
• Communication Data: Messages you send us, consultation notes, support tickets

Information Automatically Collected

• Usage Data: How you interact with our website and services
• Device Information: IP address, browser type, operating system
• Cookies: We use essential cookies for functionality (see Cookie Policy below)

Lead Data (When Using Our Service)

• Lead Information: Contact details of your real estate leads
• Conversation Data: AI-generated responses and lead interactions
• CRM Integration Data: Information synchronized from your CRM system

2. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide, maintain, and improve our AI automation services
• Customization: To build custom AI solutions tailored to your business
• Communication: To respond to inquiries, provide support, and send service updates
• Billing: To process payments and send invoices
• Analytics: To understand how our services are used and improve performance
• Legal Compliance: To comply with legal obligations and protect our rights

3. How We Share Your Information

We DO NOT sell your personal information. We may share your information only in these circumstances:

• Service Providers: Third-party vendors who help us operate our business (hosting, payment processing, CRM integrations) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or to protect our legal rights
• Business Transfers: In the event of a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share information

4. Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit (SSL/TLS) and at rest
• Regular security audits and penetration testing
• Access controls and authentication requirements
• Secure data centers with physical security measures
• Employee training on data protection and confidentiality

Important: No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

• Account Data: Retained while your account is active and for 90 days after cancellation
• Lead Data: Retained according to your instructions; can be deleted upon request
• Financial Records: Retained for 7 years for tax and legal compliance
• Marketing Data: Retained until you unsubscribe or request deletion

6. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information
• Data Portability: Request transfer of your data in a machine-readable format
• Opt-Out: Unsubscribe from marketing communications
• Restrict Processing: Request limitation of how we use your data

To exercise these rights, contact us at privacy@smartclosr.com

7. Cookie Policy

We use cookies to:

• Essential Cookies: Required for website functionality (login, security)
• Analytics Cookies: Track website usage and performance (Google Analytics)
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Note that disabling cookies may limit website functionality.

8. Third-Party Services

Our service integrates with third-party platforms (CRMs, payment processors). Each third party has its own privacy policy:

• CRM Providers (Salesforce, Follow Up Boss, etc.)
• Payment Processors (Stripe, PayPal)
• Cloud Hosting (AWS, Google Cloud)
• Communication Tools (Twilio for SMS, SendGrid for email)

We are not responsible for third-party privacy practices. Review their policies before connecting services.

9. Children's Privacy

Our services are not intended for individuals under 18 years old. We do not knowingly collect information from children. If you believe we have collected data from a minor, contact us immediately at privacy@smartclosr.com.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by regulatory authorities
• Data Processing Agreements with all service providers
• Compliance with GDPR, CCPA, and other privacy regulations

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information (we do not sell data)
• Right to deletion
• Right to non-discrimination for exercising your rights

12. GDPR Compliance (European Users)

If you are in the European Economic Area, we comply with GDPR requirements:

• Legal basis for processing: Contract performance, legitimate interests, consent
• Data Protection Officer contact: dpo@smartclosr.com
• Right to lodge a complaint with your local supervisory authority

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of material changes by:

• Email notification to your registered email address
• Prominent notice on our website
• In-app notification (if applicable)

Continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us:

• Email: privacy@smartclosr.com
• General Inquiries: hello@smartclosr.com
• Mail: SmartClosr, [Your Business Address]

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