1. Introduction

Proplo is a real estate CRM and marketing platform operated by Clayton Walker Media LLC, a Florida limited liability company doing business as Proplo (“Company,” “we,” “us,” or “our”), designed for modern real estate professionals. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Proplo platform, including our web application, AI-powered features, voice agent, and social media publishing tools.

By using Proplo, you consent to the practices described in this policy. If you do not agree, please discontinue use of the platform.

2. Information We Collect

2.1 Account Information

Name, email address, phone number, profile photo, organization details, and authentication credentials managed through our identity provider.

2.2 Lead & Client Data

Contact information, property preferences, transaction history, pipeline stage data, health scores, and interaction history for leads and clients you manage in the CRM.

2.3 Property & Listing Data

Property addresses, descriptions, pricing, photos, documents, MLS information, and listing pipeline status.

2.4 Communications

Emails (synced via Gmail, Microsoft Outlook, or IMAP providers), SMS messages, and in-app chat conversations between you and the AI copilot.

2.5 Voice Call Recordings

When you initiate calls through the Proplo voice agent, calls may be recorded with participant consent. The call audio itself is stored by our telephony provider, not by Proplo. We store a reference to that recording along with the material we derive from it — transcripts, sentiment analysis, and AI-generated summaries. See Section 7 for how long each of these is kept.

2.6 Calendar Events

Calendar data synced from Google Calendar, Microsoft Outlook, or CalDAV providers (such as iCloud), including event titles, times, attendees, and locations.

2.7 Social Media Data

When you connect your Meta (Facebook/Instagram) accounts, we access your pages, publish content on your behalf, and receive webhook notifications for comments and direct messages on your published posts. We store access tokens (encrypted at rest) and social account metadata.

2.8 Marketing Content

Templates, designs, AI-generated copy, and exported images created in the Proplo Marketing Studio.

2.9 Knowledge Base Documents

Documents you upload (PDF, DOCX) for AI-powered retrieval and contextual assistance.

2.10 Usage & Diagnostic Data

Device information, browser type, IP address, pages visited, feature usage patterns, and error reports collected for platform improvement and debugging.

2.11 Deal & Transaction Data

Structured transaction details you enter for a deal in progress — parties, price, financing, key dates, title/escrow, and legal/parcel information.

2.12 Task & Workflow Templates

Stage-based task checklists and completion status for leads and listings moving through your pipeline.

2.13 Organization & Team Data

If you belong to a brokerage or team account, we process organization, office, and team membership, roles, and settings configured by your organization's administrators.

3. How We Use Your Information

• Provide, operate, and maintain the Proplo platform and its features
• Power AI-driven features including the copilot assistant, voice agent post-call analysis, content generation, and lead health scoring
• Publish social media content to Facebook Pages and Instagram on your behalf, and process inbound comments and direct messages
• Sync and manage calendar events and email communications across connected providers
• Generate marketing materials using templates and AI copy generation
• Provide analytics, reports, and actionable insights on your pipeline and business performance
• Process voice call recordings for transcription, sentiment analysis, and lead intelligence
• Improve our platform, fix bugs, and develop new features
• Communicate with you about your account, updates, and support
• Comply with legal obligations and enforce our Terms of Service

4. Social Media Publishing

When you connect your Meta (Facebook/Instagram) accounts to Proplo, you authorize us to publish posts, photos, and content to your connected Facebook Pages and Instagram Business accounts on your behalf. This includes:

• Publishing posts you create or schedule in the Marketing Studio
• Receiving and displaying comments and direct messages on your published content
• Sending replies to comments and direct messages through the Proplo inbox

You retain full control over what is published. All posts require your explicit action to publish or schedule. You may disconnect your social accounts at any time from Settings. Disconnecting immediately revokes our access to publish on your behalf and deletes the stored access token. It also deletes the comments and direct messages we had cached to display in your inbox; for a long message history this runs in the background and completes shortly afterwards.

5. Third-Party Services

Proplo integrates with the following third-party services to provide its functionality:

5.1 Integrations You Choose to Connect

These receive your data only after you explicitly authorize the connection, and only for as long as it remains connected:

• Google (Gmail & Google Calendar) — Email and calendar synchronization. See Section 5.3 for the specific permissions requested.
• Microsoft (Outlook Mail & Calendar) — Email and calendar synchronization via Microsoft Graph
• IMAP / CalDAV providers (iCloud, Yahoo, AOL, Fastmail, self-hosted) — Email and calendar synchronization via standard protocols
• Meta (Facebook & Instagram) — Publishing posts to accounts you own, and receiving comments and direct messages on that published content

5.2 Infrastructure & Service Providers

These providers process data on our behalf in order to operate the platform. They are bound by contract to use it only to provide their service to us:

• Clerk — Authentication, user accounts, and single sign-on
• Convex — Application backend and primary database
• Vercel — Application hosting
• Cloudflare R2 — Storage for media and documents you upload
• Google Gemini — AI assistance, content generation, and lead analysis
• Twilio — Telephone calls, call recording, and SMS delivery
• Resend — Delivery of system notification and digest email
• Qdrant — Search index supporting knowledge base and document retrieval
• Sentry — Error monitoring and platform reliability

Each operates under its own privacy policy, and we encourage you to review them. We share only the minimum data necessary for each to function.

5.3 Google User Data — Scopes, Purpose, and Limited Use

When you connect a Google account, Proplo requests exactly two permissions and no others:

• .../auth/gmail.modify — Read, compose, and send email from your Gmail account. We use this to bring your mail into the Proplo inbox, to send and reply to messages you compose in Proplo, and to apply labels or move messages when you act on them. This permission does not allow permanent deletion of your mail.
• .../auth/calendar.events— View and edit events on your calendars. We use this to display your schedule, detect scheduling conflicts, calculate your availability, and create or update appointments you book through Proplo. This permission is limited to events; it does not grant access to your calendar settings, sharing permissions, or the ability to create or delete calendars.

We do not request access to Google Drive, your Google contacts, or any other Google service.

Proplo's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In plain terms, data obtained from Google APIs is used only to provide and improve the features you have asked Proplo for. Specifically, we do not:

• Sell it, or transfer it to data brokers, advertising networks, or credit-reporting agencies
• Use it to serve, target, or personalize advertising
• Use it to train generalized artificial intelligence or machine learning models — ours or anyone else's
• Allow humans to read it, except with your explicit permission for a support request you have raised, where required by law, or where necessary for security purposes such as investigating abuse

Some Proplo features do send the content of a specific message or event to an AI model in order to produce something you requested — a summary, a suggested reply, or a lead insight. This processing happens on a paid service tier under which the provider does not retain your content or use it to improve its models. It is done to deliver the feature in front of you, and for no other purpose.

We do not use Gmail or Google Calendar data to make or influence any decision about housing availability, pricing, terms, or property recommendations on the basis of race, color, religion, sex, national origin, familial status, disability, sexual orientation, or gender identity.

You can revoke Proplo's access to your Google account at any time — either by disconnecting the integration in Proplo Settings, or directly at myaccount.google.com/permissions. Revoking access stops all future synchronization immediately. To also remove data already synced into Proplo, see Section 8.

6. Data Security

We implement industry-standard security measures to protect your data, including:

• AES-256-GCM encryption for sensitive tokens and credentials at rest
• HTTPS/TLS encryption for all data in transit
• Authentication and authorization checks on every API request
• IDOR (Insecure Direct Object Reference) prevention on all data mutations
• Rate limiting on API endpoints and AI features
• CSRF protection on OAuth callback flows

No method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Specifically:

• Account data: Retained until you delete your account
• Lead and listing data: Retained until you delete the records or your account
• Call audio: Stored by our telephony provider, not by Proplo, and expires under that provider's retention schedule — currently approximately 30 days from the date of the call
• Call transcripts, sentiment analysis, and summaries: Derived from the audio and stored in Proplo; retained until you delete the associated lead or touchpoint record, or until you delete your account
• Chat history: Retained until you delete individual conversations or your account
• Synced emails and calendar events: Cached locally and refreshed from your connected providers; removed when you disconnect the integration
• Social comments and direct messages: Cached from Facebook and Instagram to display in your inbox; deleted when you disconnect the account, when you remove Proplo from Facebook, or when you delete your account
• Error and diagnostic data: Retained according to our monitoring provider's retention schedule

After account deletion, we may retain anonymized, aggregated data for analytics and platform improvement purposes.

8. Your Privacy Rights

You have the right to:

• Access — Request a copy of the personal data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your personal data and account
• Export — Request an export of your data in a portable format
• Restrict processing — Request limitation of how we process your data
• Withdraw consent — Disconnect third-party integrations or revoke permissions at any time
• Object — Object to processing of your data for certain purposes

To exercise any of these rights, contact us at the address below. We will respond within 30 days.

8.1 We Do Not Sell Your Personal Information

Proplo does not sell your personal information, and we do not share it with third parties for cross-context behavioral advertising purposes.

8.2 California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (as amended by the California Privacy Rights Act) gives you the right to: know what personal information we collect and how it is used; delete personal information we hold about you (subject to certain exceptions); correct inaccurate personal information; opt out of the sale or sharing of personal information (we do not engage in either, so this right has no current effect); limit the use of sensitive personal information; and not be discriminated against for exercising any of these rights. To exercise these rights, email hello@proplo.io. We will verify your request using the information associated with your account before responding.

8.3 Other State Privacy Rights

Residents of other states with comparable consumer privacy laws (including Virginia, Colorado, Connecticut, and Utah) may have similar rights to those described above. Contact us at hello@proplo.io to exercise any applicable rights under your state's law.

9. If You Are a Lead or Client of a Proplo User

If a real estate professional uses Proplo to manage their relationship with you, Proplo acts as a service provider to that professional — they are responsible for the personal information they collect and manage about you, and Proplo processes it on their behalf. If you want to access, correct, or delete information a real estate professional holds about you in Proplo, please contact that professional directly. Proplo will honor verified requests submitted to us by the professional on your behalf.

10. Automated Decision-Making & Lead Scoring

Proplo computes a propensity score and health score for each lead based on behavioral interaction signals — such as call and email frequency, response patterns, and communication outcomes. These scores are derived entirely from how a lead has interacted with the platform and are not based on demographic, financial, or other protected-class information. They exist to help real estate professionals prioritize follow-up and are not used to determine housing eligibility, and must not be used by any Proplo user to make or influence any decision that would violate the Fair Housing Act or comparable state and local fair housing laws.

11. Cookies

The Proplo application itself sets only strictly necessary cookies required for the platform to function — authentication session cookies (via Clerk) and real-time connection cookies (via Convex). We do not set advertising or analytics cookies within the application. Our separate public marketing website may use additional cookies, including analytics cookies; that usage is governed by the marketing website's own Cookie Policy.

12. Children's Privacy

Proplo is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised “Last Updated” date. Your continued use of Proplo after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at: