Privacy Policy

OUR COMMITMENT TO PRIVACY

At 4RealtyAI, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our AI consulting services, implementation tools, and website.

We are committed to:

• Transparency about data collection and use
• Giving you control over your information
• Protecting your data with industry-leading security
• Complying with Canadian privacy laws (PIPEDA)
• Minimizing data collection to what's necessary

If you have questions or concerns, contact us at: support@4realtyai.com enter 'Privacy' in the subject line.

1. WHO WE ARE

4RealtyAI is an AI consulting and implementation company serving real estate agents, mortgage brokers, and brokerages primarily in Toronto and the Greater Toronto Area.

Data Controller: For your account information and our business relationship, we are the data controller.

Data Processor: For your clients' personal information that flows through our AI Tools, we act as a data processor on your behalf.

2. SCOPE OF THIS POLICY

This Policy Applies To:

• Our Website: 4realtyai.com and all subdomains
• Our AI Tools: ShowSmart™, LeadBoost™, SocialSpark™, AdGenie™, MarketVision™, HomeMatch™, TourCast™, DealCheck™
• Our Services: Consulting, implementation, training, and ongoing support
• Communications: Emails, calls, chat, and support interactions

Note: If you are an end user (someone whose agent/broker uses our tools), your personal information is controlled by your agent/broker. Contact them for privacy questions.

3. INFORMATION WE COLLECT

3.1 Information You Provide Directly

Account Information

Full name, business name, email, phone, business address, brokerage affiliation, and license numbers.

Business Information

CRM system details, website credentials, social media accounts, brand guidelines, logos, and sample content.

Service Usage Information

AI Tool configurations, automation rules, training data, lead qualification criteria, and team roles.

3.2 Information We Collect Automatically

We automatically collect device info (IP address, browser type), usage analytics (features used, click patterns), and cookie data.

3.3 Information from Third-Party Integrations

When you connect services like CRMs (Salesforce, HubSpot), Social Media, or Ad Platforms, we receive contact names, lead sources, campaign metrics, and property listings.

3.4 Information About Your Clients (End Users)

IMPORTANT: When your clients interact with our AI Tools, we process their information on your behalf:

• Lead Capture: Name, contact info, property preferences, chat transcripts.
• Mortgage Data (DealCheck™): Highly sensitive info including income, employment, assets, credit reports, and identification. See Section 8.6 for special security measures.

4. HOW WE USE YOUR INFORMATION

4.1 Provide and Improve Our Services

We use data to manage accounts, process payments, customize AI responses, generate marketing content, qualify leads, and analyze mortgage documents.

4.5 AI Model Training and Improvement

Aggregate and Anonymized Data

We use anonymized data to train general AI models on real estate patterns, improving content quality and lead qualification accuracy.

Your Specific Data

We train models on YOUR brand voice and rules to optimize performance for YOUR business. We DO NOT: Train models on your competitor's style using your data or share your specific configurations.

5. LEGAL BASIS FOR PROCESSING (Canada/PIPEDA)

We process information based on:

• Consent: Express (e.g., account creation) or Implied (e.g., usage data).
• Contractual Necessity: To fulfill our Service Agreement.
• Legal Obligations: Tax reporting and fraud prevention.
• Legitimate Interests: Improving services and security.

6. AI AND MACHINE LEARNING DATA USAGE

6.1 How Our AI Tools Learn

General AI Models: Trained on publicly available data and anonymized, aggregated patterns across 20+ clients.

Your Custom AI: Trained on your brand voice and rules. Used ONLY for your account.

6.3 DealCheck™ Mortgage Document AI

STRICT POLICY: Mortgage documents are NEVER used for AI training. They are analyzed in real-time only, stored in your account, and auto-deleted after 90 days.

6.5 Your Control Over AI Data Usage

You can opt out of custom model training, request deletion of training data, and export data used for training by emailing support@4realtyai.com.

7. INFORMATION SHARING AND DISCLOSURE

7.1 We DO NOT Sell Your Personal Information

We have never sold personal information and never will.

7.2 Service Providers

We share data with providers for infrastructure (AWS, Supabase), payments (Stripe), AI (Anthropic, OpenAI), and communication (SendGrid, Twilio). All providers sign Data Processing Agreements.

8. DATA SECURITY

We implement TLS 1.3 encryption in transit, AES-256 at rest, MFA, and role-based access control.

8.6 DealCheck™ Mortgage Document Security

Enhanced security for financial data includes:

• End-to-end encryption with separate keys per customer.
• Zero-knowledge architecture (we cannot view documents).
• Automatic secure deletion after 90 days.
• Data stored exclusively in Canadian data centers.

9. DATA RETENTION

We retain information only as long as necessary.

10. YOUR PRIVACY RIGHTS

Under PIPEDA, you have the right to:

• Access: Request a copy of your personal information.
• Correction: Fix inaccurate information.
• Deletion: Request removal of your data ("Right to be Forgotten").
• Portability: Export data in CSV/JSON format.
• Withdraw Consent: Stop future processing based on consent.

To exercise these rights, email privacy@4realtyai.com.

11. COOKIES AND TRACKING TECHNOLOGIES

We use cookies for authentication, preferences, analytics (Google Analytics), and marketing (Facebook Pixel). You can manage preferences via your browser or our Cookie Preference Center.

12. THIRD-PARTY SERVICES AND INTEGRATIONS

When you connect CRMs (Salesforce, HubSpot), Social Media, or Ad Platforms, we access only data necessary for functionality. You control these integrations and can disconnect them at any time.

Real Estate Data: We access MLS feeds where authorized to display listings and generate market insights. You must ensure you have proper MLS authorization.

13. INTERNATIONAL DATA TRANSFERS

Primary Storage: Canada (Supabase/AWS Canada regions).
Cross-Border: Some processors (Stripe, OpenAI) are US-based. We use Data Processing Agreements to ensure protection.

14. CHILDREN'S PRIVACY

Our services are not intended for children under 18. We do not knowingly collect their data. If we learn of such collection, we will delete it immediately.

15. CHANGES TO THIS POLICY

We may update this policy periodically. Material changes will be notified via email or dashboard notification 30 days in advance. Continued use constitutes acceptance.

16. CONTACT US

Privacy Questions: support@4realtyai.com enter 'Privacy' in the subject line
Security Concerns: security@4realtyai.com

Regulatory Authority:
Office of the Privacy Commissioner of Canada
www.priv.gc.ca | 1-800-282-1376

APPENDIX A: DEFINITIONS

• Personal Information: Info about an identifiable individual.
• Data Controller: Entity determining purposes of processing (Us for account data, You for client data).
• PIPEDA: Personal Information Protection and Electronic Documents Act (Canada).

APPENDIX B: DATA PROCESSING SUMMARY