Privacy Policy

1. What We Collect

• Agent account data: name, email, phone number, brokerage, license number and state, headshot, branding assets, role, account settings, and subscription status.
• Buyer account and profile data: name, email, contact details, preferences, must-haves, timelines, notes, BuyerRoom activity, and other information entered by buyers or by their agent inside a BuyerRoom.
• Room content: property notes, boards, comparisons, checklists, readiness data, showing recaps, messages, tasks, and other content created or edited in the service.
• Documents: files uploaded to the document vault, such as pre-approval letters, proof of funds, disclosures, buyer-agreement documents, inspection reports, and related transaction materials. These documents may contain financial, household, or other sensitive information.
• Voice recordings and transcripts: audio an agent records for showing recaps, related transcripts, prompts, draft recaps, and metadata needed to process the recording.
• Billing data: subscription plan, invoices, payment status, tax information, and payment processor identifiers. Stripe processes card details; we do not store full card numbers on our servers.
• Usage and device data: product events, pages viewed, features used, room activity, referral attribution, device and browser information, IP address, approximate location from IP address, and diagnostic logs used to operate, secure, troubleshoot, and improve the service.

2. Sources of Information

We collect information directly from agents and buyers, from actions taken inside OfferReady, from files and text users upload or paste, from payment and infrastructure processors, and from cookies or similar technologies used to operate and secure the service.

3. How We Use Information

We use information to:

• provide the service, including BuyerRooms, boards, recaps, checklists, scores, notifications, and the vault;
• process payments, subscriptions, trials, receipts, and account status;
• send transactional email, including invitations, notifications, security messages, and receipts;
• provide AI-assisted features, transcription, and draft generation requested by the agent;
• secure accounts, prevent abuse, debug errors, and maintain audit logs;
• provide support and respond to requests;
• understand product usage in aggregate and improve features;
• comply with legal obligations and enforce our Terms.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising or targeted advertising. We do not run third-party advertising cookies on the platform.

4. How We Share Information

We share information only as needed for the service and the purposes described in this policy:

• With the buyer’s agent and brokerage/team roles: BuyerRoom content is visible to the agent who invited the buyer and to any brokerage, team, admin, or support role the agent or brokerage authorizes inside OfferReady.
• With service providers: we use processors listed below to host, secure, bill, email, analyze, transcribe, and generate requested AI output. Each receives only what it needs for its role.
• For legal, safety, and compliance reasons: we may disclose information if needed to comply with law, enforce our Terms, protect users, investigate fraud or abuse, protect rights and security, or respond to lawful requests.
• Business transfers: if OfferReady is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality and privacy commitments.

5. Service Providers (Processors)

We use a small set of providers to run OfferReady:

• Google Cloud / Firebase: hosting, database, file storage, authentication, and infrastructure.
• Stripe: subscription billing and payment processing.
• Resend: transactional email delivery.
• AI processing providers: AI text processing for recap drafting and property-card extraction.
• Deepgram: speech-to-text transcription of voice recordings.
• Analytics and error-monitoring providers (such as PostHog and Sentry): product analytics and diagnostics, used only when enabled. These are not active by default.

If we materially change our processor set in a way that affects user data, we will update this policy.

6. AI Processing and No-Training Commitment

When an agent uses AI features, the relevant content, such as a voice transcript or pasted listing text, is sent to our AI processors to generate the output requested by that agent. We do not use documents, recordings, transcripts, or buyer data to train AI models, and we configure our AI providers under terms intended to prohibit them from training on this data.

AI output is always presented to the agent for review before it reaches a buyer. Agents remain responsible for verifying AI output and deciding whether it is appropriate to share or rely on.

7. Retention

• Active accounts: content is retained while a subscription is active so rooms keep working.
• Voice audio: voice notes count toward account storage and remain available until you delete them or an applicable account-retention event occurs. OfferReady does not transcribe voice notes automatically.
• Expired trials: if a trial ends without conversion, the account becomes read-only immediately. Rooms, documents, photos, voice notes, and history remain intact until the account is reactivated or the account holder separately requests deletion.
• Closed accounts: content is deleted from production within 30 days after account deletion; encrypted backups age out within a further 35 days.
• Billing, security, and legal records: billing records, fraud-prevention records, audit logs, and legal records may be retained as required or permitted by tax, accounting, security, and legal obligations.
• Aggregated or de-identified data: we may retain aggregated or de-identified information that does not identify a buyer, agent, brokerage, or transaction.

8. User Rights

From account settings, users can export data, correct information, and delete the account where self-serve controls are available. Buyers can ask their agent to correct or remove room content, or contact us directly to exercise rights over their own data.

Residents of states with comprehensive privacy laws may have additional rights, including access, correction, deletion, portability, appeal, and the right not to receive discriminatory treatment for exercising rights. Depending on the state, users may also have rights to opt out of sale, sharing for cross-context behavioral advertising, targeted advertising, certain profiling, or certain uses of sensitive personal information.

We honor privacy requests for all users regardless of state where reasonably possible. To exercise a right that is not available in settings, email albert@arbicgroup.com. We will verify and process requests within the timelines required by applicable law.

Because we do not sell personal information or share it for cross-context behavioral advertising or targeted advertising, there is currently no sale, sharing, or targeted-advertising activity to opt out of. If that changes, we will update this policy and provide required controls.

9. Cookies and Similar Technologies

We use cookies and similar storage for sign-in sessions, security, preferences, analytics, diagnostics, and referral attribution. The Partner Program uses a 30-day referral cookie to attribute subscriptions to the referring partner. We do not run third-party advertising cookies on the platform.

10. Children and Minors

OfferReady account access is not directed to anyone under 18, and we do not knowingly collect personal information directly from minors as account users. BuyerRooms may contain household or family information that an adult buyer or agent chooses to provide. Users should not submit unnecessary information about minors. If you believe a minor has provided us personal information directly, contact us and we will take appropriate steps to delete it.

11. Security

Data is encrypted in transit and at rest, tenant-isolated per agent, and protected by access controls and audit logging on document access. No system is perfectly secure, but we use administrative, technical, and organizational measures designed to protect personal information. Details are on our Security page.

12. Changes to This Policy

If we make material changes, we will notify users by email or in-app notice before they take effect where required and update the date at the top of this page. Earlier versions are available on request.

13. Contact

Privacy questions and requests: albert@arbicgroup.com.

Legal notices and privacy requests may also be sent to albert@arbicgroup.com.