This policy explains what information [Company legal name] ("Pilson," "we," "us") collects when you use the Pilson website and app, how we use it and the choices you have. Questions go to [privacy contact email].
Who this covers
Real estate agents, teams and brokerages who sign up for Pilson ("you"), and the other people whose information appears in a transaction file you manage, such as buyers, sellers, cooperating agents, escrow and title officers, lenders and inspectors ("parties").
What we collect
- Account details. Your name, work email, brokerage name, license number, mailing address and sign-in details from Google or an emailed sign-in link.
- Transaction files. Contracts, disclosures and other documents you upload, photograph or sync from connected tools, and the facts we read from them, such as property addresses, prices, deadlines and party contact details.
- Messages. Emails and texts you draft, approve and send through Pilson, replies from parties, and opt-in and opt-out records.
- Voice and chat. What you type or say to the assistant. Voice is converted to text so Pilson can act on it.
- Connected accounts. When you connect a tool such as zipForm, SkySlope, dotloop, DocuSign, Gmail, Outlook, Google Calendar, Google Drive, Dropbox, Follow Up Boss or Twilio, we receive the data that connection allows. Credentials for connected accounts are encrypted.
- Payment details. Handled by our payment processor. We don't store full card numbers.
- Usage and device data. Pages and features used, log data, browser and device type, and approximate location from your IP address.
How we use it
- To run Pilson: read your contracts, build timelines, send reminders, draft messages and keep your files organized.
- To send emails and texts you approve, on your behalf, to the parties you choose.
- To keep an audit record of actions taken on each file, including who approved each message.
- To bill you, provide support, keep the service secure and meet legal obligations.
- To improve Pilson. We don't use the contents of your transaction files to train AI models for anyone else.
AI processing
Pilson uses AI models to read documents, answer questions and draft messages. Documents and prompts are sent to our AI providers only to produce a result for you, under terms that don't allow them to use your data to train their models. Dates are calculated by our own deadline engine, and nothing is sent to a party without your approval.
Who we share it with
- Parties you message. When you approve an email or text, its contents go to the people you send it to.
- Service providers that host and run Pilson for us, including cloud hosting and database, email delivery, text messaging, voice, AI and payment providers. A current list is available at [subprocessor list link].
- Connected tools you choose to link, under their own terms and privacy policies.
- Your brokerage. Files in a brokerage workspace are visible to authorized users of that workspace.
- Legal and safety. When required by law or to protect rights and safety, and in a merger or sale of the business.
We don't sell personal information and we don't share it for cross-context behavioral advertising.
How long we keep it
We keep transaction files and their audit records for at least three years after a transaction closes or is cancelled, or longer when your state's rules for broker records require it. Account data is kept while your account is open and for [retention period] afterward. You can ask us to delete data we're not required to keep.
Security
Each brokerage's data is kept separate from every other account at the database level. Documents are only served to signed-in users of the same brokerage, and secrets for connected accounts are encrypted. No system is perfectly secure, so please tell us at [security contact email] if you find a problem.
Texts and emails to parties
Every email sent through Pilson includes your brokerage's mailing address and an unsubscribe link, and an unsubscribe applies across your brokerage's files. Parties must opt in before receiving texts and can reply STOP at any time.
Your choices and rights
You can update your account details in Settings, disconnect tools at any time and close your account. Depending on where you live, including California, you may have the right to know, access, correct, delete or get a copy of your personal information, and not to be discriminated against for using these rights. Parties whose information is in a file should contact the agent or brokerage that manages it, and we'll help them respond. To make a request, email [privacy contact email].
Children
Pilson is for licensed professionals and isn't directed to anyone under 18.
Changes
We'll post updates here and change the date above. If a change is significant, we'll tell you by email or in the app before it takes effect.
Contact
[Company legal name], [mailing address], [privacy contact email].