Privacy Policy
Scope and responsibilities
For account administration, service security and our own website operations, Dylan Totten is responsible for the purposes described here. When an agent or brokerage uploads contacts or directs a campaign, it normally decides the purposes of that Customer Data, and we process it to provide the service under its instructions, subject to our own legal duties.
This notice also addresses people whose information agents store, recipients of campaigns and visitors submitting property inquiries. Your agent or brokerage may have its own privacy notice. Ask that organization about its independent use of your information; you may also contact us at legal@estateloop.app for help directing a request.
Information, sources and purposes
- Account and business details: names, emails, password hashes, profile photos, brokerage memberships, branding, sender identities and business mailing addresses, provided by account holders or authorized invitations. We use these to provide accounts, branding and sending features.
- Customer Data: contact names, addresses, emails, phone numbers, stages, tags, notes, tasks, property details, photos and campaign content submitted by agents or their authorized sources. We store and process these to provide their CRM and marketing workflows.
- Inquiries and support: contact information and messages submitted through property forms, email or support. We deliver property inquiries to the listing agent’s account and use support messages to handle the request.
- Delivery and engagement: recipient addresses, sending status, provider message identifiers, delivery times, bounces, complaints, unsubscribes, opens and clicks where supported by the configured provider. These support delivery, reporting, abuse prevention and suppression of unwanted mail.
- Security, agreement and technical information: session identifiers, verification/reset-token hashes, encrypted authenticator secrets, recovery-code hashes, policy acceptance versions and timestamps, security events, network/browser information and timestamps. Infrastructure providers may process IP addresses and request metadata; app security events use keyed IP hashes where recorded. These protect accounts, investigate misuse and maintain service reliability. Cloudflare performance/analytics beacons may also report page-load and navigation measurements; those are separate from marketing-email engagement events.
- Payment details, if a paid plan is offered: the payment provider and information required for billing will be disclosed before collection. We do not currently identify a payment provider in this notice or claim that all accounts are being billed. Do not email payment-card details.
Information comes from you, your authorized users or agent/brokerage, forms, interactions with delivered messages, and technical service operation. We do not need government identity documents, medical records, bank credentials or full payment-card numbers for ordinary CRM use; do not upload them.
Email tracking, consent and choices
Marketing messages sent through the configured delivery provider may contain a small remote image and tracked links. Loading that image or following those links can produce an open/click event associated with a recipient and campaign, potentially including technical information reported by the provider. Agents can see recipient-level delivery and engagement activity in contact timelines and campaign reports. Email privacy features, image proxies and automated security scanners can make these events inaccurate; an “open” is not proof that a person read a message.
Blocking remote images may reduce open tracking, but does not prevent delivery records or all click tracking. Use the unsubscribe link to stop marketing from the identified sending business, or contact that sender. Essential account-security, password-reset and service messages may still be sent. An unsubscribe is not a request to erase all records.
Agents must supply required notices and obtain any permission needed for messaging and tracking. Having someone in a contact database or submitting a property inquiry does not, by itself, establish permission for unrelated marketing. The property inquiry form states that it does not subscribe the person to marketing email.
Use and legal grounds
We use information to operate and support EstateLoop, authenticate users, carry out authorized CRM and marketing instructions, maintain suppression and safety controls, investigate abuse, comply with law, and handle requests and disputes. We do not sell personal information or share it for cross-context behavioral advertising, and do not use Customer Data to advertise unrelated companies’ products to contacts.
Where a law requires a legal basis, the basis depends on the processing: providing an agreed service, legitimate operational/security interests where permitted, compliance with legal duties, or valid consent where required. A customer must establish its own lawful grounds for the instructions it gives us. This notice does not itself obtain consent or constitute a separately executed data-processing agreement.
Sharing and current providers
Access is limited to the purpose and permissions involved. We share information with service providers needed to perform the service, recipients and visitors as directed by users, authorized account/organization participants, and people who need it for support, security or legal obligations. We may disclose information when legally required or reasonably necessary to protect people and investigate abuse. In a genuine business transfer, relevant information may transfer subject to applicable law and required notice.
- Cloudflare: website/application hosting, database storage, domain/security services, cookieless website-performance analytics and legal-contact email forwarding. Processing may occur on its global network.
- Amazon Web Services: marketing delivery through Amazon SES and supporting delivery events, deduplication, secrets management and security audit infrastructure. The configured marketing infrastructure is in the US East (Ohio) region.
- Resend: account verification, password-reset and related account-service email delivery.
- Email and optional service providers: the operator’s monitored mailbox and any integration you choose process information needed for that activity. We will identify a new payment or materially different processing provider when introduced as required.
Public repository hosting is not a destination for your private CRM records. A brokerage membership alone does not grant all members access to one another’s private contacts; the scope of shared content depends on the feature and permissions. Contact us before submitting data if your organization requires an agreed data-processing agreement, subprocessor approval or specific contractual transfer safeguards.
Public content and external destinations
Published property pages, selected listing information, brokerage branding, agent contact details and marketing images may be publicly accessible, copied and indexed. Headshots, logos and marketing image URLs should not be treated as private document storage. Sending an email shares its content with recipients and their email providers. External quick links and optional integrations have their own practices.
Unpublishing or deleting a live record does not remove copies already received by other people, external archives or search-engine caches. Do not include information on a public page or in a campaign that you lack permission to disclose.
Cookies, browser storage and international processing
The Cookie Policy Third-party notices lists our account and preference cookies and explains browser-local editor-preview storage. The marketing page has no advertising or analytics-cookie script. Infrastructure security features can still process connection data or use necessary security cookies.
The service and its providers may process information in the United States and other countries. Cloudflare uses a global network; no promise is made that all data remains in one country. If your processing requires particular residency terms or an international-transfer agreement, contact us before uploading the affected information so those requirements can be assessed and, where available, agreed. We do not claim that an unexecuted agreement or consent to this notice alone satisfies every transfer requirement.
Retention, deletion and backups
Customer Data generally remains while an account is active until the authorized user deletes it or requests a reviewed closure. Contact deletion removes associated live contact records and cancels queued delivery where possible. Minimal unsubscribe/suppression records remain to prevent an address being silently resubscribed. Copies in sent messages, manually duplicated campaign content, exports, third-party systems and browser-local drafts require separate handling.
Account closure and full-account erasure are currently handled through verified support requests at legal@estateloop.app; a one-click account-deletion tool is not represented as available. Shared brokerage ownership/content, applicable law and the requester’s authority must be resolved. We communicate applicable steps and any lawful retention exception rather than promise instant removal of every copy.
Policy-acceptance versions and timestamps are retained with the account and for a justified period where needed to establish or defend legal rights. App security events are normally retained for up to 90 days. Expired session and account-security records are removed through routine maintenance. The configured AWS security trail keeps CloudWatch audit logs for 90 days and validated S3 audit objects for 365 days; older object versions may remain through their configured expiration. These are security records, not a promise to keep CRM content for the same periods.
Managed database recovery windows depend on the hosting plan, and separately retained encrypted recovery copies may outlive a live deletion. Such copies are used for recovery, protected from ordinary use, and must have deletion/opt-out records reapplied before restoration to service. Additional records may be retained only for a justified security, legal, dispute-resolution or compliance need. Ask us about a specific erasure request or contractual retention requirement.
Security and access
Safeguards include encrypted connections, password hashing, scoped account access, protected sessions, encrypted authenticator secrets, replay-resistant MFA checks and security monitoring. Administrators must use MFA; agents can enable it in Settings. No software, audit, backup system or transmission can be guaranteed vulnerability-free or immune from unauthorized access.
Choose a unique password, secure your email and authenticator, save recovery codes privately, and sign out/clear local data on shared devices. Do not put real client information into the public shared demo. If a security incident affects personal information, we assess and provide notifications required by applicable law.
Privacy requests and appeals
Depending on applicable law, you may request access, correction, deletion, portability, restriction or objection, withdraw consent where relevant, or appeal a decision. Send requests to legal@estateloop.app, identifying your relationship to EstateLoop and enough information to locate the record. Do not email a password, MFA code or government identity document. We may request proportionate verification or evidence of an authorized agent’s authority. Where your agent/brokerage controls the data, we may direct the request to it and assist as required.
California residents have CCPA/CPRA rights where that law applies. Texas residents have TDPSA rights where it applies. Coverage, exemptions, verification rules and exceptions differ; we do not represent that every statutory regime applies to every account. For a covered request, we follow that law’s response and extension deadlines; for example, covered access/correction/deletion requests commonly require a response within 45 days, with a lawful extension and notice where available.
We do not sell/share information for cross-context advertising or use it for targeted advertising. Consequently, no sale/sharing opt-out is currently required for those activities. We will not discriminate for exercising an applicable privacy right. Valid browser opt-out signals are handled as required by law; no advertising profile is created merely because such a signal is absent.
If we decline a request, we explain the applicable reason and any available appeal. Reply to the decision with “Privacy appeal.” Where Texas law applies, you may also complain to the Texas Attorney General. You may contact another competent regulator where applicable. No account signup or fee is required just to submit a request, although legally permitted exceptions may apply to manifestly unfounded, excessive or repetitive requests.
Children and changes
Account holders must be at least 18. EstateLoop is not directed to children under 13, and we do not knowingly collect their information. Report a suspected submission so we can investigate and take appropriate deletion steps. Customers must not knowingly upload children’s data without a lawful, supported purpose.
We post revisions here with a new update date and give additional notice of material changes where required. Any new use requiring consent or another authorization will need that authorization; changing this notice alone does not supply it.
Contact
Privacy, security and legal contact: Dylan Totten, operating EstateLoop, at legal@estateloop.app. EstateLoop is not represented as a separately formed legal entity. If a particular law or contract requires a physical contact address or another response channel, request it through this contact before relying on those terms.