1. Introduction

Proplo (“we,” “us,” or “our”) is a real estate CRM and marketing platform 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. Recordings are processed for transcription, sentiment analysis, and AI-generated summaries.

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.

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, which immediately revokes our access to publish on your behalf.

5. Third-Party Services

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

• Clerk — Authentication, user management, and single sign-on (SSO)
• Convex — Backend database, real-time data sync, and serverless functions
• Google Gemini AI — AI copilot conversations, content generation, and document embeddings
• Meta (Facebook & Instagram) — Social media publishing, comment/DM webhooks, and OAuth authentication
• Google Calendar & Gmail — Calendar sync and email integration via Google APIs
• Microsoft Outlook — Calendar sync and email integration via Microsoft Graph API
• IMAP Providers (iCloud, Yahoo, etc.) — Email sync via standard IMAP/SMTP protocols
• Twilio — Voice calls, call recording, and telephony infrastructure
• Qdrant — Vector database for knowledge base document retrieval and semantic search
• Sentry — Error monitoring and performance tracking for platform reliability
• Vercel — Application hosting and deployment infrastructure

Each third-party service operates under its own privacy policy. We encourage you to review their policies. We share only the minimum data necessary for each integration to function.

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
• Voice recordings: Retained for 90 days after creation, then automatically deleted unless you choose to retain them
• 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
• Error and diagnostic data: Retained for 90 days

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

8. Your 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.

9. 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.

10. 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.

11. Contact Us

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