Privacy Policy

Introduction

TopAgentOS ("we," "our," or "us") is committed to protecting the privacy of Houston-area real estate agents who use our AI-powered marketing platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

Our commitment: Your content is yours. We process it on your behalf, but you retain full ownership. We will never sell your personal information or use your listing data for any purpose other than providing you with the services you've requested.

1. Information We Collect

1.1 Information You Provide Directly

• Account Information: Name, email address, phone number, brokerage name, real estate license number (if applicable), and billing information.
• Business Information: Your Houston MLS credentials (encrypted), service area zip codes, branding guidelines (logo, colors, tagline).
• Content Data: Videos you record or upload, scripts you approve, listing information synced from your MLS, social media credentials for connected accounts (Instagram, Facebook, YouTube).
• CRM Data: Lead contact information, client birthdays, home purchase anniversaries, and any notes you add to your CRM dashboard.

1.2 Information We Collect Automatically

• Usage Data: Pages visited, features used, time spent on platform, button clicks, and interaction patterns within TopAgentOS dashboard.
• Technical Data: IP address, browser type, device type, operating system, screen resolution, and referral URLs.
• Performance Metrics: Video processing times, lead generation statistics, social media engagement metrics (aggregated from connected platforms).

1.3 Information From Third Parties

• MLS Data: Active listing information pulled from Houston Association of Realtors MLS (HAR) or other authorized MLS providers.
• Social Media Data: Engagement metrics (likes, comments, shares) from Instagram, Facebook, and YouTube APIs.
• Google Business Profile Data: Local search rankings, profile views, and customer actions (calls, direction requests).

2. How We Use Your Information

We use your information to provide and improve TopAgentOS services:

2.1 Service Delivery

• Process and enhance your video content using AI (eye contact correction, audio enhancement, caption generation)
• Generate Houston-specific market scripts tailored to your listings and service area
• Publish approved content to your connected social media platforms
• Manage and update your Google Business Profile
• Optimize your content for ChatGPT and other generative AI search engines (GEO)
• Maintain your Smart CRM (lead tracking, automated follow-ups, anniversary reminders)

2.2 Platform Improvement

• Analyze usage patterns to improve AI model accuracy and performance
• Develop new features based on Houston real estate market trends
• Test and optimize video processing pipelines
• Improve local SEO algorithms for Houston-specific searches

2.3 Communication

• Send service-related notifications (video processing complete, new leads captured)
• Provide monthly performance reports (lead generation, time saved, content published)
• Send product updates and new feature announcements
• Respond to your support requests and questions

2.4 Legal and Compliance

• Comply with Texas Real Estate Commission (TREC) regulations
• Respond to legal requests and prevent fraud
• Enforce our Terms of Service
• Protect the rights and safety of TopAgentOS and our users

3. Data Security & Storage

We implement enterprise-grade security measures to protect your data:

• Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS 1.3 with 256-bit SSL certificates.
• Encryption at Rest: All stored data (videos, CRM records, account information) is encrypted using AES-256 encryption.
• Secure Infrastructure: Our servers are hosted in SOC 2 Type II certified data centers located in the United States. We do NOT store data outside the US.
• Access Controls: Only authorized TopAgentOS team members (Operations Manager, Video Editor) have access to your data, and only when necessary to provide services. All access is logged and audited.
• Regular Backups: Automated daily backups with 30-day retention. Backups are encrypted and stored in geographically separated data centers.
• Penetration Testing: Annual third-party security audits and vulnerability assessments.
• Password Security: Passwords are hashed using bcrypt with per-user salts. We never store passwords in plain text.

4. Third-Party Services & Data Sharing

TopAgentOS integrates with third-party services to deliver our platform. We share your data with these services only to the extent necessary to provide you with requested features:

4.1 Social Media Platforms

• Instagram/Facebook (Meta): We use Meta's Graph API to publish your approved content. Meta's Privacy Policy applies: facebook.com/privacy/policy
• YouTube (Google): We upload Shorts on your behalf. Google's Privacy Policy applies: policies.google.com/privacy

4.2 Google Services

• Google Business Profile API: We manage your Google Business Profile (posts, photos, profile information).
• Google Analytics: We use GA4 to understand aggregate platform usage (page views, feature adoption). You can opt out via browser settings.

4.3 AI & Automation Providers

• OpenAI: We use GPT-4 to generate Houston-specific market scripts and optimize your content for AI search engines. OpenAI's data usage policy: openai.com/policies/privacy-policy
• ComfyUI (Self-Hosted): Video AI processing happens on our own RTX servers (no third-party access).
• ElevenLabs: Used for AI voiceover generation (if you enable this feature). ElevenLabs Privacy Policy: elevenlabs.io/privacy

4.4 MLS Providers

• Houston Association of Realtors (HAR): We pull your active listing data via HAR MLS feed. You authorize this access during onboarding.
• We comply with all HAR data usage rules and TREC advertising regulations.

4.5 Payment Processors

• Stripe: Handles all payment processing (credit cards, ACH). We never see or store your full credit card information. Stripe Privacy Policy: stripe.com/privacy

5. Your Content Rights & Ownership

You own your content. Period. Here's exactly what that means:

5.1 What You Own

• All videos you record or upload
• Your CRM data (lead contacts, notes, client information)
• Your branding assets (logo, tagline, colors)
• All content generated by TopAgentOS on your behalf (enhanced videos, social media posts, scripts)

5.2 License You Grant Us

By using TopAgentOS, you grant us a limited, non-exclusive, revocable license to:

• Process and enhance your videos using AI
• Store your content on our secure servers
• Publish approved content to your connected social media accounts
• Display your content within your TopAgentOS dashboard

This license terminates immediately when you cancel your subscription or delete specific content.

5.3 What Happens If You Cancel

• You can export all your CRM data (CSV format) at any time, even after cancellation.
• You keep all final video assets. They are yours forever. We only delete the raw project files and source footage from our servers after 30 days.
• Social media posts already published remain on your accounts (we don't delete them).

5.4 Use of Content for Marketing

We may request your permission to use your success story (anonymized or attributed) as a case study or testimonial. We will always ask for explicit written consent before using your content for marketing purposes. You can decline or withdraw consent at any time.

6. Cookies & Tracking

6.1 Essential Cookies

We use cookies strictly necessary for platform functionality:

• Session Cookie: Keeps you logged in (expires when you close browser)
• Preferences Cookie: Remembers your dashboard settings (light/dark mode, etc.)

6.2 Analytics Cookies

We use Google Analytics 4 (GA4) to understand how agents use TopAgentOS:

• Pages visited
• Features used most often
• Time spent on platform
• Aggregate geographic data (city-level, not individual address)

You can opt out: Install the Google Analytics Opt-out Browser Add-on or enable "Do Not Track" in your browser settings.

6.3 No Third-Party Ad Tracking

We do NOT use cookies for third-party advertising, behavioral tracking, or selling data to ad networks. TopAgentOS is an ad-free platform.

7. Data Retention & Deletion

7.1 Active Accounts

We retain your data for as long as your TopAgentOS subscription is active.

7.2 Canceled Accounts

• CRM Data: Retained for 30 days post-cancellation (you can export during this window), then permanently deleted.
• Video Content: Final enhanced videos remain your property. We only retain raw project files for 30 days post-cancellation, then permanently delete them from our servers.
• Account Information: Retained for 12 months for legal/financial compliance (tax records, payment history), then permanently deleted.
• Usage Logs: Anonymized and aggregated after 90 days (used for platform analytics only).

7.3 Request Immediate Deletion

You can request immediate deletion of your data by emailing [email protected] with subject line "Data Deletion Request." We will process your request within 7 business days.

7.4 Legal Hold Exception

If your data is subject to a legal investigation, subpoena, or ongoing dispute, we may be required to retain it beyond standard retention periods.

8. Your Privacy Rights (Texas & US)

Under applicable US and Texas laws, you have the following rights:

8.1 Right to Access

Request a copy of all personal data we hold about you. We will provide it in portable format (PDF or CSV) within 30 days.

8.2 Right to Correct

Request correction of inaccurate or incomplete personal data. You can update most information directly in your TopAgentOS dashboard.

8.3 Right to Delete

Request deletion of your personal data (subject to legal retention requirements). See Section 7.3 for deletion process.

8.4 Right to Export

Download your CRM data, video assets, and account information in machine-readable format.

8.5 Right to Opt Out

Opt out of:

• Marketing emails (use "Unsubscribe" link in any email)
• Analytics tracking (see Section 6.2)
• Case study/testimonial usage (email us to withdraw consent)

8.6 No Discrimination

We will not discriminate against you for exercising any of these rights. Your service quality, pricing, and feature access remain unchanged.

9. Texas-Specific Compliance

9.1 TREC Compliance

TopAgentOS complies with all Texas Real Estate Commission (TREC) advertising and data handling regulations:

• All generated content includes your name, brokerage, and license number (as required by TREC Rule §535.154)
• We do not make false or misleading statements in any AI-generated script
• We ensure all listing data pulled from HAR MLS is used only for authorized purposes

9.2 Texas Data Privacy

While Texas does not currently have a comprehensive state privacy law (like California's CCPA), we voluntarily apply CCPA-equivalent standards to all Texas residents as a best practice.

9.3 Houston-Specific Data

We collect Houston-specific data (zip codes, neighborhood names, school districts) solely to improve local SEO and script generation. We do not share this data with competitors or third-party marketers.

10. Children's Privacy

TopAgentOS is a B2B service intended for licensed real estate professionals aged 18+. We do not knowingly collect information from children under 18. If we discover we have inadvertently collected such data, we will delete it immediately.

11. Data Breach Notification

In the unlikely event of a data breach affecting your personal information, we will:

• Notify you via email within 72 hours of discovery
• Explain what data was compromised
• Detail steps we're taking to remediate the breach
• Provide guidance on protective measures you can take
• Report the breach to relevant authorities as required by law

12. International Users

TopAgentOS is designed for Houston-area real estate agents and operates exclusively within the United States. If you access our platform from outside the US, your data will be transferred to and stored in US-based servers. By using TopAgentOS, you consent to this transfer.

Note: We do not currently support GDPR compliance for EU residents. If you are based in the EU, please do not use TopAgentOS at this time.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our services or features
• New legal or regulatory requirements
• Improvements to our data security practices

When we make changes:

• We will update the "Last updated" date at the top of this page
• We will email you 14 days before material changes take effect
• Continued use of TopAgentOS after changes constitutes acceptance

You can view previous versions of this policy by emailing [email protected].

14. Contact Us

For privacy-related questions, concerns, or requests, contact us:

For general support questions (not privacy-related), please use the in-app chat or email [email protected].