1. Introduction
Agent Ledger Pro ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our multi-tenant real estate management SaaS platform ("Service").
Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.
2. Information We Collect
2.1 Personal Information You Provide
We collect information that you voluntarily provide when using our Service, including:
- Account Information: Name, email address, phone number, company/brokerage name, password
- Profile Information: Professional credentials, license numbers, profile photos, timezone preferences
- Customer Data: Names, contact information, addresses, and preferences of your clients
- Property Data: Property addresses, descriptions, photos, documents, MLS information, and location coordinates
- Transaction Data: Deal details, commission information, closing dates, contract documents
- Financial Data: Expense records, income tracking, bank account information for payouts, 1099 tax data
- Communications: Emails, SMS messages, call recordings, and voicemails through our platform
- Documents: Contracts, disclosures, lease agreements, and other uploaded files
- Notes: Personal notes, task descriptions, and folder organization
2.2 Information Collected Automatically
When you access our Service, we automatically collect certain information, including:
- Device Information: IP address, browser type, operating system, device identifiers
- Usage Data: Pages visited, features used, time spent on the platform, search queries
- Log Data: Access times, error logs, referring URLs, API requests
- Session Data: Login sessions, authentication tokens, user preferences
- Audit Logs: Actions performed within your account for security and compliance
2.3 Information from Third Parties
We may receive information from third-party services you connect to our platform:
- Google Calendar data for calendar synchronization
- Payment and subscription information from Stripe
- Phone call data and recordings from Twilio
- Inbound email data from Resend
3. Multi-Tenant Data Isolation
Agent Ledger Pro operates as a multi-tenant platform. This means:
- Logical Separation: Each organization ("Tenant") has logically isolated data that is not accessible by other tenants
- Tenant Context: All data queries are automatically scoped to your tenant to prevent cross-tenant data access
- Role-Based Access: Within your tenant, access is controlled by user roles (Owner, Admin, Agent, Staff, Viewer)
- Audit Trail: All significant actions within your tenant are logged for security and compliance
4. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our Service
- Process transactions and manage your subscription
- Send notifications, updates, and service-related communications
- Respond to inquiries and provide customer support
- Analyze usage patterns to enhance user experience
- Detect, prevent, and address technical issues and security threats
- Comply with legal obligations and enforce our terms
- Power AI features including contract analysis, virtual receptionist, and search
- Track usage against plan limits for billing purposes
- Generate aggregate analytics for platform improvement (anonymized)
5. AI-Powered Features and Data Processing
Our Service includes AI-powered features that process your data:
5.1 AI Features
- AI Contract Analysis: Documents you upload are processed by OpenAI's GPT-4o Vision model for OCR and data extraction
- AI Broker Assistant: Your questions and context are processed to provide real estate guidance
- AI Virtual Receptionist (ERICA): Phone conversations are transcribed and processed for response generation
- AI Dashboard Search: Your natural language queries are processed to search your data
- AI Property Descriptions: Property details are used to generate marketing descriptions
- AI Email/SMS Drafts: Context is used to generate communication drafts
5.2 AI Usage Tracking
We track AI usage per tenant including:
- Number of AI prompts/queries
- Token consumption (input and output)
- Estimated cost for transparency
- Feature-specific usage breakdown
This data is used for billing, plan enforcement, and service improvement. AI usage resets monthly.
5.3 AI Data Handling
We use OpenAI's API with data protection measures:
- Data is transmitted securely via encrypted connections
- We do not use your data to train external AI models without explicit consent
- AI-processed data is not stored by OpenAI beyond API request processing
6. How We Share Your Information
6.1 Service Providers
We share information with third-party service providers who assist us in operating the Service:
| Provider |
Purpose |
Data Shared |
| OpenAI |
AI features and analysis |
Documents, queries, conversation data |
| Twilio |
Phone, SMS, call recording |
Phone numbers, call recordings, SMS content |
| Resend |
Email delivery and inbox |
Email addresses, email content, attachments |
| Stripe |
Payment and subscription billing |
Payment info, subscription details, billing address |
| Google |
Calendar integration |
Calendar events, schedules, task sync |
| Mapbox |
Property mapping |
Property addresses, coordinates |
| Neon (PostgreSQL) |
Database hosting |
All application data (encrypted) |
6.2 Within Your Organization
Data may be shared among users within your tenant based on their assigned roles and permissions.
6.3 Legal Requirements
We may disclose your information if required by law or in response to valid legal requests by public authorities.
6.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
6.5 We Do Not Sell Your Data
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
7. Data Security
We implement appropriate technical and organizational measures to protect your information:
- Encryption in Transit: All data is encrypted using TLS/SSL during transmission
- Encryption at Rest: Sensitive data including bank account information is encrypted in the database
- Secure Authentication: Password hashing using industry-standard algorithms, session management, and access controls
- Tenant Isolation: Logical separation of data between organizations
- Audit Logging: Comprehensive logging of security-relevant events
- Regular Backups: Automated database backups for disaster recovery
- Access Controls: Role-based permissions and principle of least privilege
7.1 Password Security Standards
We enforce password requirements to protect your account:
- Minimum Length: 8 characters required
- Secure Storage: Passwords are never stored in plain text; we use cryptographic hashing with salt
- Brute Force Protection: Account lockout mechanisms after multiple failed login attempts
7.2 Security Best Practices
We recommend the following security best practices for all users:
- Use unique passwords for your Agent Ledger Pro account
- Change your password periodically (every 90 days recommended)
- Do not share your login credentials with unauthorized persons
- Log out when using shared or public devices
- Keep your browser and operating system updated
- Report any suspicious activity to our support team immediately
However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.
8. Call Recording
Our AI Virtual Receptionist (ERICA) feature records phone calls:
- Disclosure: Callers are informed at the start of the call that it may be recorded
- Storage: Recordings are securely stored and accessible only to authorized users in your tenant
- Purpose: Recordings are used for quality assurance, training, and transaction documentation
- Retention: Call recordings are retained according to your account settings and applicable law
9. Data Retention
We retain your information for as long as your account is active or as needed to provide you with the Service:
- Active Accounts: Data is retained for the duration of your subscription
- Canceled Accounts: Data is retained for 30 days after cancellation to allow for account recovery
- Legal Requirements: Certain data may be retained longer for tax, legal, or compliance purposes
- Audit Logs: Security and compliance logs may be retained for extended periods
- Backups: Backup copies are retained according to our disaster recovery policy
10. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
- Access: Request a copy of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your personal information
- Portability: Request a copy of your data in a portable format (CSV, Excel)
- Opt-out: Opt out of certain data processing activities
- Restriction: Request restriction of processing in certain circumstances
To exercise these rights, please contact us at hello@agentledgerpro.com.
11. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Maintain your session and authentication state
- Remember your preferences (theme, timezone, language)
- Understand how you use our Service
- Improve our Service based on usage patterns
You can control cookies through your browser settings, but disabling cookies may affect the functionality of the Service.
12. Children's Privacy
Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
13. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including the United States. We take appropriate measures to ensure that such transfers comply with applicable data protection laws.
14. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act:
- The right to know what personal information we collect and how it is used
- The right to request deletion of your personal information
- The right to opt-out of the sale of personal information (we do not sell personal information)
- The right to non-discrimination for exercising your privacy rights
15. GDPR Rights (European Users)
If you are located in the European Economic Area, you have additional rights under GDPR:
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restriction of processing
- Right to data portability
- Right to object to processing
- Rights related to automated decision-making
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by email and by posting the updated policy on the Service with an updated effective date.
17. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
- Email: hello@agentledgerpro.com
- Website: www.agentledgerpro.com
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