Privacy Policy

Who This Policy Covers

The Service is designed for use by real estate agents and other real estate professionals ("Agents," "you"). Agents use the Service to manage information about their clients — buyers and sellers ("Clients") — in connection with real estate transactions. This policy covers both the information we collect directly from Agents and the information Agents provide to us about their Clients in the course of using the Service.

If you are a Client accessing a transaction through a shared portal link, your agent has provided information about you and your transaction to us on your behalf. Questions about how your information is used should be directed to your agent in the first instance, or to us using the contact information below.

Information We Collect

We collect the following categories of information:

• Account information: your name, email address, phone number, brokerage name, and password (stored in encrypted/hashed form).
• Transaction and contract data: property addresses, contract dates, prices, contingency periods, and other deal terms — either entered manually or extracted automatically from documents you upload.
• Documents: purchase agreements and other transaction documents you upload, which may contain personal information about your Clients (names, contact details, and financial terms of a transaction).
• Closing party information: names and contact details of escrow officers, title companies, closing attorneys, and other parties you add to a transaction.
• Billing information: subscription plan and payment history. Full payment card numbers are never collected or stored by us — they are handled entirely by our payment processor, Stripe.
• Usage information: log data such as when a document was uploaded, a task was completed, or a client portal link was viewed.

How We Use Information

• To provide the Service — generating task checklists, computing deadlines, and tracking transaction progress.
• To extract deal terms from uploaded documents using an artificial intelligence service (see "AI Document Processing" below).
• To send deadline reminders and account-related notifications by email and, where enabled, text message.
• To generate secure, time-limited portal links so your Clients can view read-only transaction status.
• To process subscription payments and manage billing.
• To maintain the security of accounts and the Service, and to comply with legal obligations.

AI Document Processing

When you upload a purchase agreement or other transaction document, its contents are sent to a third-party artificial intelligence provider (Anthropic) to extract deal terms such as price, dates, and contingency periods. This is an automated process; extracted information should always be reviewed for accuracy before you rely on it, and you remain responsible for confirming that the extracted terms match the underlying contract.

Third-Party Service Providers

We share information with the following categories of service providers, solely as needed to operate the Service:

• Database, authentication, and file storage — our infrastructure provider hosts account data, transaction data, and uploaded documents.
• AI document extraction — Anthropic, as described above.
• Payment processing — Stripe, for subscription billing.
• Email and SMS delivery — third-party providers used to send reminders and notifications.
• Cloud hosting — the infrastructure that runs the Service itself.

We do not sell your information or your Clients' information to third parties, and we do not share it for third-party advertising purposes.

Client Portal Links

Client portal links allow anyone with the link to view a transaction's status without a separate login. Links are unique, difficult to guess, and expire after a limited period. Because possession of the link grants access, Agents and Clients should avoid forwarding portal links to anyone who shouldn't see the transaction's status.

Data Security

We use industry-standard safeguards to protect information, including encryption in transit, database-level access controls that restrict each account to its own data, and a private document storage system that is not publicly accessible. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Administrative Access

Authorized personnel at UseTracd.com may access account and transaction data for the purpose of providing customer support, investigating reported issues, or maintaining the security and integrity of the Service. This access is limited to what is necessary for these purposes.

Data Retention and Deletion

We retain account and transaction data for as long as your account is active. If you delete your account through the Settings page, your account, transactions, tasks, uploaded documents, and related data are permanently deleted, and any active subscription is canceled. This action cannot be undone. We may retain limited billing records where required by law (for example, tax or accounting obligations). We also retain your email address and the date of your deletion request, along with whether your account had used its free transaction, in order to comply with deletion-request record-keeping obligations and to prevent abuse of promotional offers (for example, repeatedly creating and deleting accounts to claim a free transaction more than once). This record does not include your transactions, documents, or other account content.

Your Rights

Depending on where you live, you may have rights to access, correct, or delete your personal information, or to object to certain processing (for example, under the California Consumer Privacy Act or the EU General Data Protection Regulation). You can delete your own account and data at any time from Settings, or contact us using the information below to make a request.

Children's Privacy

The Service is intended for use by licensed real estate professionals and is not directed at children. We do not knowingly collect information from anyone under 18 years of age.

Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above. Continued use of the Service after changes take effect constitutes acceptance of the revised policy.

Contact Us

Questions about this Privacy Policy can be sent to privacy@usetracd.com.