Privacy Policy

2.1 Account and Registration Information

When you create an account or use the Service, we may collect:

• Full name and professional credentials
• Professional license information (license number, issuing state, expiration date)
• Business name, address, and contact information
• Email address and phone number
• Brokerage affiliation and MLS membership information
• Account credentials and authentication information
• Billing and payment information (processed by third-party payment processors)

2.2 Your Content and Transaction Data

In the course of using the Service, you may submit:

• Call transcripts, conversation recordings, and notes
• Audio recordings (if using voice transcription features)
• Client names, contact information, and addresses
• Property addresses, parcel numbers, and property details
• Financial information (purchase prices, earnest money amounts, financing details, commissions)
• Transaction dates, deadlines, and contingencies
• Generated documents, completed forms, and extracted data
• Any other information you choose to include in your submissions

2.3 Technical and Usage Information

We automatically collect certain technical information when you access and use the Service:

• Device information (device type, operating system, browser type and version)
• IP addresses and general geographic location information
• Usage patterns, feature utilization, and interaction data
• Performance metrics, error logs, and diagnostic information
• Session information and timestamps
• Referring URLs and exit pages

3.1 Service Provision and Core Functionality

We use Your Content and Personal Information to:

• Process and extract structured data from call transcripts and conversations
• Generate, complete, and populate PDF forms and real estate documents
• Transcribe audio recordings into text format
• Provide AI-powered conversational assistance for data collection
• Deliver completed documents via email, SMS, or download links
• Maintain conversation history for session continuity
• Integrate with third-party transaction management platforms (e.g., dotloop) at your direction

3.2 Account Management and Support

We use your information to:

• Create, maintain, and secure your account
• Verify professional credentials and license information when required
• Communicate with you about your account, service updates, and security matters
• Process billing, subscriptions, and payments
• Provide customer support and troubleshooting assistance
• Respond to your inquiries and requests

3.3 Service Improvement, Analytics, and AI Training

We use information to improve and develop our products:

• AI Model Training: We may use transcripts, form data, and interaction data from your sessions to train, tune, and improve our proprietary AI models and document generation capabilities. Where feasible, this data is de-identified prior to use in training.
• Aggregated Analytics: We analyze usage patterns in aggregate to optimize performance, develop new features, and improve accuracy.
• Market Intelligence: We may share aggregated, anonymized, and de-identified data with partners for market research, benchmarking, and analytics purposes. Such data will not identify you, your clients, or specific transactions.
• Opting Out: You may opt out of having your data used for AI model training by contacting us at Info@apexagenthq.com or adjusting your preferences in account settings. Opting out will not affect your ability to use the Service.

You acknowledge that aggregated and anonymized data that does not identify any individual is not Personal Information and may be used for the purposes described above.

4.1 Categories of Service Providers

We engage third-party providers in the following categories to deliver the Service:

• AI and Technology Services: Providers that power our intelligent document processing and communication features
• Communication Services: Providers that facilitate voice, messaging, and notification delivery
• Document Services: Providers that enable document generation, storage, and delivery
• Infrastructure Services: Cloud hosting and data storage providers with data centers in the United States
• Payment Processing: Secure payment processors for subscription billing

4.2 Third-Party Integrations

You may choose to connect the Service with third-party platforms (such as e-signature providers or transaction management systems). When you authorize such integrations:

• Data is exchanged between the Service and those platforms as necessary to provide the requested functionality
• You authorize access through secure authentication methods
• You may revoke access at any time through your account settings or the third-party platform

These integrations are governed by the respective privacy policies of those third-party platforms.

5.1 Service Providers

We share information with third-party service providers who perform services on our behalf, as described in Section 4. These providers are contractually obligated to use your information only for the purposes of providing services to us and to maintain appropriate confidentiality and security measures.

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal requests, including:

• Subpoenas, court orders, or other legal process
• Requests from law enforcement or government agencies
• Regulatory or licensing authority inquiries
• To comply with applicable laws, regulations, or legal proceedings

5.3 Protection of Rights

We may disclose information when we believe in good faith that disclosure is necessary to:

• Protect the rights, property, or safety of Apex Agent, LLC, our users, or the public
• Investigate potential violations of our Terms of Service
• Detect, prevent, or address fraud, security, or technical issues
• Enforce our agreements and policies

5.4 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will provide notice before your Personal Information is transferred and becomes subject to a different privacy policy.

5.5 With Your Consent

We may share your information with third parties when you have given us your explicit consent to do so.

5.6 What We Do Not Do

We do not:

• Sell your Personal Information or Client Data to third parties
• Use Your Content for advertising or marketing to your clients
• Share Client Data with unrelated third parties for their own purposes
• Rent or lease access to your information

6.1 Security Measures

We implement administrative, technical, and physical security measures designed to protect your information, including:

• Encryption of data in transit using TLS/HTTPS protocols
• Encryption of data at rest in our databases and storage systems
• Access controls limiting data access to authorized personnel and systems
• Regular security assessments and monitoring
• Secure credential storage and authentication mechanisms
• Input validation and comprehensive error handling
• Selection of third-party providers with appropriate security certifications

6.2 Ephemeral Data Processing

For voice-based interactions, conversation data is processed ephemerally and is not permanently stored after session completion. Audio recordings and transcripts are retained only as long as necessary to complete the requested processing and deliver your documents.

6.3 Limitations

While we implement reasonable security safeguards, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You acknowledge and accept the inherent risks of transmitting information over the Internet and use the Service at your own risk regarding data security.

7.1 Retention Periods

• Active Session Data: Conversation data and temporary processing files are retained only during active sessions and are automatically deleted after processing is complete.
• Account Information: Retained while your account is active and for a reasonable period thereafter for legal and business purposes.
• Generated Documents: Download links for completed documents expire after a limited period. We recommend downloading and saving documents promptly.
• Usage and Analytics Data: Aggregated and anonymized data may be retained indefinitely for service improvement purposes.
• Legal Compliance: Some data may be retained longer if required by law or for legitimate business purposes such as audit, tax, or legal compliance.

7.2 Data Deletion Requests

You may request deletion of your Personal Information by contacting us. We will comply with valid deletion requests subject to:

• Legal retention requirements
• Ongoing legal proceedings or disputes
• Technical limitations of our systems
• Data that has been anonymized or aggregated
• Backup systems (though access will be restricted)

10.1 Client Consent and Authorization

As a real estate professional using the Service, you represent and warrant that:

• You have obtained all necessary consents, authorizations, and legal bases to input Client Data into the Service
• You have authority to share Client Data with the Service and our third-party providers
• Your use of the Service complies with all applicable privacy laws and regulations
• You will make any required disclosures to your clients regarding your use of AI-assisted tools

10.2 Professional Compliance

You acknowledge that:

• You are responsible for maintaining compliance with all professional licensing requirements
• You must comply with applicable real estate regulations, codes of ethics, and professional standards
• You are responsible for reviewing all generated documents before use
• You should ensure your professional liability insurance covers your use of automation tools

11.1 Data Processing Location

Your information is processed in the United States and may be processed in other countries where our service providers operate. By using the Service, you consent to the transfer of your information to the United States and other countries that may have different data protection laws than your country of residence.

16.1 No Legal or Professional Advice

This Privacy Policy and our data handling practices do not constitute legal, professional, or regulatory advice. You should consult with appropriate professionals regarding your data handling obligations, professional compliance requirements, and legal responsibilities.

16.2 Service Accuracy

While we strive to provide accurate AI-powered data extraction and form completion, you are responsible for reviewing all generated documents for accuracy before use. The Service is a tool to assist your work, not a replacement for professional judgment and review.