Privacy Policy

This Privacy Policy (the “Policy”) describes how Estaio, Inc. (“Estaio”, “we”, “us”, “our”) collects, uses, shares, and safeguards personal information when you visit our websites, create an account, or otherwise interact with our software, mobile applications, application programming interfaces, and related services (collectively, the “Service”).

This Policy applies to:

• Account holders — real estate agents, brokerage administrators, and team members who register and use the Service;
• Website visitors — people who visit estaio.com or related marketing pages;
• Clients — buyers, sellers, renters, or other consumers who interact with private share pages created by Account holders through the Service.

By accessing or using the Service, you acknowledge that you have read and understood this Policy. If you do not agree with our practices, please do not use the Service.

Different parts of the Service involve different processing roles. Identifying our role helps clarify who is responsible for what.

When Estaio is the controller

For information we collect directly from Account holders and website visitors (such as your name, email, billing information, login records, support requests, and usage telemetry), Estaio acts as the data controller. We determine the purposes and means of processing that information.

When Estaio is the processor / service provider

For information that Account holders upload, generate, or otherwise route through the Service about their Clients (including curated listing lists, agent notes, share-page activity, reactions, and showing-day plans), the Account holder is the data controller, and Estaio is the data processor (under GDPR) or service provider (under CCPA/CPRA). We process that information on the Account holder's instructions to deliver the Service, subject to a data processing addendum where required.

We collect information in three ways: directly from you, automatically through your use of the Service, and from third parties.

Information you provide directly

• Account details: name, work email, password (stored as a salted hash, never in plaintext), brokerage name, license number (if you choose to provide it), phone number, and profile photo.
• Billing information: for paid Subscriptions we collect billing name, address, last four digits and type of payment card, and invoice history. Full card numbers and CVCs are handled directly by our PCI-compliant payment processor and never stored on Estaio servers.
• User Content: the home lists you build, notes you write, branding assets you upload, and any other content you create or upload through the Service.
• Communications: the contents of any messages, support requests, surveys, feedback, or other correspondence you send us.

Information about your Clients

When you invite a Client to a share page, the Service stores the name (or nickname) and optional email address you enter, the share-page token, the listings you assign to them, each reaction they leave with its time, the time they last opened the link, and, in their private workspace, the lists, tours and homes they open, the homes they save, the searches they run inside the limits you set (the filters used and the homes returned), and the notes they write to you together with your replies. The collection of Client information is at your direction and under your control as the data controller.

Information collected automatically

• Device and connection data: IP address, browser type and version, operating system, device identifiers, time zone, and approximate location derived from IP address.
• Usage data: pages viewed, features used, actions taken, performance metrics, error reports, and other telemetry that helps us understand how the Service is being used and improved.
• Cookies and similar technologies: see our Cookie Policy for details.
• Log data: records of API calls, authentication events, and security-relevant actions.

Information from third parties

• Identity providers: if you sign in using a third-party identity provider (such as a single sign-on partner used by your brokerage), we receive a basic profile and an authentication token.
• Payment processors: we receive transaction statuses and tokenized payment references from our payment processor.
• Listings data providers: we ingest listing information from third-party providers; this Listing Data typically describes properties and may include limited agent-of-record contact information.
• Analytics and infrastructure providers: our service providers may share aggregated or technical information with us about the operation of the Service.

We use the personal information described above for the following purposes:

• To provide the Service: create and maintain your Account, deliver the features you sign up for, host User Content, process Client interactions on share pages, and route content to the right Clients;
• To bill and account: process payments, issue invoices, recognize revenue, prevent fraudulent chargebacks, and comply with tax obligations;
• To communicate with you: send service-related messages (such as receipts, security alerts, policy changes), respond to support requests, and — with your consent or as permitted by law — send marketing communications about new features or offers;
• To secure the Service: detect, investigate, and prevent abuse, fraud, unauthorized access, malicious activity, and violations of our Terms;
• To improve the Service: analyze usage patterns, troubleshoot bugs, perform A/B tests, develop new features, and conduct internal research;
• To personalize your experience: remember your preferences, surface relevant tips, and adapt the interface to your usage;
• To operate AI features: route the inputs you submit to our AI service providers (under contractual confidentiality) to generate the outputs you request, and evaluate the quality of those outputs;
• To comply with law: respond to lawful requests from regulators, courts, and law enforcement, enforce our agreements, and protect the rights, property, or safety of Estaio, our users, or others; and
• For corporate transactions: evaluate or consummate a merger, acquisition, financing, reorganization, bankruptcy, dissolution, or similar corporate transaction.

If you are in the European Economic Area, the United Kingdom, or Switzerland, the legal bases we rely on to process your personal information are:

• Performance of a contract — to provide the Service to you under our Terms;
• Legitimate interests — to operate, secure, improve, and market our Service, provided these interests are not overridden by your rights and freedoms;
• Consent — for non-essential cookies, optional marketing emails, and certain optional features (you may withdraw consent at any time);
• Legal obligation — to comply with tax, accounting, and other laws that apply to our business.

When you use AI-powered features of the Service (for example, natural-language search or generated summaries), the input you provide is transmitted to one or more AI service providers that we contract with. These providers process your input under written agreements that:

• Restrict use of your inputs and outputs solely to performing the requested operation;
• Prohibit use of your inputs or outputs to train general AI models for the benefit of third parties (unless you have separately opted in);
• Require commercially reasonable security controls; and
• Limit retention to what is necessary to deliver the feature or comply with applicable law.

We do not sell your AI inputs or outputs. We may use de-identified or aggregated information about how AI features are used to evaluate quality, detect abuse, and improve the Service.

We use cookies, web beacons, local storage, and similar technologies to operate the Service, remember your preferences, analyze usage, and (where permitted) market our products. For a detailed description of each category, the cookies we set, and how to manage your preferences, see our Cookie Policy.

We share personal information only as described below. We do not sell personal information for monetary consideration. We do not share personal information with third parties for their own independent advertising or marketing.

With service providers

We engage trusted third parties to perform functions on our behalf — including cloud hosting, database operation, payment processing, email delivery, customer support, error monitoring, analytics, AI processing, and security tooling. These service providers are contractually required to safeguard personal information, use it only for the purposes we direct, and delete or return it when no longer needed.

With other users on your team or brokerage

If your Account is part of a brokerage or team plan, the Administrator and other members of your tenant may be able to see your name, profile information, activity, and the User Content created within the tenant, depending on the permissions configured. You should consult your Administrator's policies for details.

With Clients

Content you affirmatively share with a Client (such as a curated list or a share page) is visible to that Client. The Service may surface your name, profile information, and branding to Clients to whom you choose to share content.

For legal reasons

We may disclose personal information if we believe in good faith that disclosure is necessary to (a) comply with a law, regulation, legal process, or governmental request; (b) enforce our Terms or other agreements; (c) detect, prevent, or address fraud, security, or technical issues; or (d) protect the rights, property, or safety of Estaio, our users, or others.

Corporate transactions

In connection with a merger, acquisition, financing, reorganization, dissolution, or similar transaction, personal information may be transferred to the successor entity or potential acquirer. We will notify you of any such transfer and the choices you may have.

With your consent

We may share personal information for any other purpose disclosed to you and to which you consent.

We retain personal information for as long as needed to provide the Service to you, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods depend on the category of information and the purpose for which we hold it. As examples:

• Account and User Content: retained while your Account is active. After cancellation, we retain it for a commercially reasonable period (typically up to ninety (90) days) to allow you to reactivate or export, after which it is deleted or anonymized;
• Client workspace records: a Client's link, reactions, saved homes, notes, searches and activity are retained while that Client exists in your Account. Deleting the Client removes them, and we may prune activity entries older than twelve (12) months and search runs older than ninety (90) days;
• Billing records: retained for the period required by tax, accounting, and financial laws (typically seven (7) years);
• Security and audit logs: retained for up to twelve (12) months, with a longer retention for logs tied to a specific incident or legal hold;
• Backups: retained for the period required by our backup rotation policy. Information may persist in backups for a short period after deletion from the live system;
• Aggregated or de-identified data: retained indefinitely so long as it cannot reasonably be linked back to you.

Estaio is headquartered in the United States, and our service providers may operate in the United States and other countries whose data-protection laws may differ from those of your country. By using the Service, you understand that your personal information may be transferred to, stored in, and processed in jurisdictions outside of your home country.

Where required, we rely on Standard Contractual Clauses, the UK International Data Transfer Addendum, the Swiss-U.S. Data Privacy Framework, or other lawful transfer mechanisms to protect personal information transferred outside the European Economic Area, the United Kingdom, or Switzerland.

If you are located in the EEA, the UK, or Switzerland, you have the following rights with respect to your personal information:

• Access — request a copy of the personal information we hold about you;
• Rectification — request that we correct inaccurate or incomplete information;
• Erasure — request deletion of your personal information (the “right to be forgotten”), subject to legal exceptions;
• Restriction — request that we restrict processing in certain circumstances;
• Portability — receive your personal information in a structured, commonly used, machine-readable format and transmit it to another controller;
• Objection — object to processing based on our legitimate interests, including for direct marketing;
• Withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting prior processing;
• Lodge a complaint — with your local data protection supervisory authority.

To exercise your rights, contact us at privacy@estaio.com. We may need to verify your identity before responding and will respond within the timeframes required by law (usually within thirty (30) days, extendable for complex requests).

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, “CCPA”), provides you with specific rights and disclosures.

Categories of personal information we collect

In the preceding twelve (12) months we have collected the following categories of personal information (each as defined by the CCPA): identifiers; commercial information; internet or other electronic network activity information; geolocation data (approximate, derived from IP address); professional or employment-related information; inferences drawn from the foregoing; and, where you choose to provide it, characteristics protected by California or federal law.

Purposes of collection

We collect these categories for the business purposes described in the “How We Use Information” and “How We Share Information” sections above.

Sale and sharing

We do not “sell” personal information for monetary consideration. We do not “share” personal information for cross-context behavioral advertising as those terms are defined under the CCPA.

Your rights

• Right to know — request the specific pieces and categories of personal information we have collected, used, disclosed, and shared about you;
• Right to delete — request deletion of personal information collected from you, subject to exceptions;
• Right to correct — request correction of inaccurate personal information;
• Right to opt out of sale and sharing — we do not sell or share, but you may submit a request anyway;
• Right to limit use of sensitive personal information — to the extent we use sensitive personal information for purposes beyond those allowed under the CCPA;
• Right against discrimination — we will not deny you service, charge you a different price, or provide you with a different quality of service because you exercised a CCPA right.

You may exercise these rights by emailing privacy@estaio.com or by using the privacy controls in your Account settings. We will verify your request using identifying information you provide and will respond as required by law.

Authorized agents

You may designate an authorized agent to make a CCPA request on your behalf. We require the agent to provide proof of authorization and we may require you to verify your identity directly.

Residents of Colorado, Connecticut, Utah, Virginia, Texas, and other states with comprehensive privacy laws have rights similar to those described above for California, including rights to access, correct, delete, and (where applicable) opt out of targeted advertising and profiling. To exercise any of these rights, contact us at privacy@estaio.com. You may also have a right to appeal a denial of a privacy request, which we will explain in our response to your initial request.

The Service is not directed to children under the age of sixteen (16). We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child in a manner that violates applicable law, we will promptly delete it. If you believe a child has provided us with personal information, please contact us at privacy@estaio.com.

Some browsers offer a “Do Not Track” (DNT) preference. Because there is no industry standard for how to respond to DNT signals, Estaio currently does not honor DNT signals.

Where required by law, we honor Global Privacy Control (GPC) signals as an opt-out of sale and sharing (as those terms are defined under applicable state law) for the browser session in which the signal is sent.

We use administrative, technical, and physical safeguards designed to protect personal information from loss, misuse, and unauthorized access or disclosure. For details, see our Security Policy. However, no method of transmission over the internet or method of electronic storage is one hundred percent secure, and we cannot guarantee absolute security.

The Service may contain links to third-party websites, products, or services. We are not responsible for the privacy practices of any third party. We encourage you to read the privacy policies of any third-party service you use in connection with the Service.

We may update this Policy from time to time. The “Last updated” date at the top reflects the most recent revision. For material changes, we will provide additional notice (for example, by email or in-product notice). Your continued use of the Service after the effective date of an update constitutes acceptance of the updated Policy.

For questions about this Policy or to exercise your rights, please contact us at privacy@estaio.com.

If you are located in the EEA, UK, or Switzerland and prefer to write to our data-protection contact directly, use the same address. We will respond to your inquiry within the timeframes required by applicable law.