Privacy Policy

Pipeline Concierge, LLC (“Pipeline Concierge”, “we”, “us”) is a Texas company providing a software platform for real estate agents (“Pipeline OS”), an AI assistant (“Emma”), and transaction coordination services (“TC Services”).

This policy covers pipelineconcierge.com, the Pipeline OS member platform, and our TC Services. We are the controller of the personal information described here. For questions or requests, contact admin@pipelineconcierge.com.

We collect the following, and only for the reasons given in section 3.

• To provide the service: build your daily plan, run your pipelines, track your deals and figures, and coordinate your transactions.
• To let Emma give answers that are specific to your business rather than generic advice.
• To take payment, manage your subscription and handle trials, renewals and cancellations.
• To send transactional messages you have asked for, such as your daily briefing, notifications and account emails.
• To provide support when you contact us.
• To keep the service secure, prevent abuse, and meet our legal and record-keeping obligations.
• To understand which features are used so we can improve the product, using aggregate figures rather than reading individual accounts.

We do not use your data for advertising, and we do not build profiles of you for anyone else.

Emma is the part of the product that touches the most information about your business, so this section is deliberately specific.

To answer in a way that is useful, Emma is given context about your business at the moment you ask a question. That context can include your name, your goals and targets, your pipelines, your active deals and their values and dates, your upcoming follow-ups, the names of contacts attached to those deals, and your recorded costs and scorecard figures.

Emma is powered in part by a third-party AI provider. Your message and that context are transmitted over an encrypted connection to our AI partner, which generates the response and returns it. We chose that partner specifically because their platform is private and secure by design rather than as an add-on, and we would not have connected your business data to a general-purpose AI tool.

Our AI partner publishes the following commitments:

• Your messages and context are never used to train any AI model, and are not retained by the underlying model providers.
• No backups and no shadow copies are kept of your conversations.
• Data is held in an isolated instance rather than pooled with other customers.
• Anything held can be permanently deleted on request.
• The platform is built to comply with the European GDPR and the South African POPIA data-protection regimes.

You can read their security and privacy documentation in full at myownemma.com. Those commitments are made by our provider; we have set them out here so you can verify them yourself rather than take our word for it.

If you would rather Emma did not see a particular detail, do not put it in a message or in a record that forms part of her context. You can delete a conversation at any time.

When you add a contact, log a deal or submit a file, you are giving us personal information about someone else, usually your client. That carries obligations for both of us.

• You are responsible for having the right to share your clients' information with us, and for meeting your own obligations to them as a licensed agent.
• We process that information only to provide the service to you: to run your pipeline, to power Emma's answers, and to coordinate your transactions.
• We do not contact your clients for our own purposes, and we do not market to them.
• We do not sell, rent or broker their information, exactly as with yours.
• If you close your account, their information is removed with yours, subject to the retention rules in section 8.

We share data with the following service providers, each under contract and only to the extent needed to run the service. This is the complete list at the date above.

We may also disclose information where we are legally required to:

• To comply with a law, subpoena, court order or lawful request from a public authority.
• To enforce our terms, or to investigate suspected fraud, abuse or a threat to someone's safety.
• To a buyer or successor if the business is sold or reorganised, in which case we will tell you before your information becomes subject to a different policy.

• We do not sell your personal information, and we have never done so.
• We do not rent, trade or broker your data, or your clients' data, to anyone.
• We do not sell or pass your contacts to lead vendors or other agents.
• We do not use your data for advertising, and we do not run advertising trackers on our site.

We keep your account data while your account is open. When you close it, we delete your personal information and the records in your account within 30 days, except where we are required to keep something longer.

Two things outlast your account by necessity. Billing and tax records are retained as long as tax and accounting law requires. Completed transaction files may be retained where real estate record-keeping rules require it, since those files document a closed transaction involving other parties.

Backups are cycled on a rolling basis, so a deleted record may persist in an encrypted backup for a short period after deletion before it is overwritten.

• Your records are isolated to your account at the database level, so one member's login cannot reach another member's data.
• Data is encrypted in transit using TLS, and encrypted at rest by our hosting provider.
• Passwords are stored only as salted hashes.
• Access to production systems is limited to staff who need it to operate or support the service.
• Uploaded transaction documents are stored in a private bucket and served only through short-lived, signed links.

One exception worth naming: if you upload a profile photo, that image is stored at a public address so it can be displayed in the app. Do not use an image you would not want to be publicly accessible.

No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify you and any regulator as required by law.

Whatever state you are in, you can ask us to:

• Confirm what personal information we hold about you and give you a copy.
• Correct anything that is wrong.
• Delete your account and the personal information in it.
• Stop sending you marketing email, which you can also do with the unsubscribe link in any such message. Transactional messages about your account will continue while it is open.

Texas residents have these rights under the Texas Data Privacy and Security Act, including the right to appeal if we refuse a request. Residents of other states with comparable laws have equivalent rights. We do not sell personal data or use it for targeted advertising, so there is nothing to opt out of on that front.

To make a request, email admin@pipelineconcierge.com. We will verify who you are, respond within 45 days, and tell you if we need longer. We will not charge you or treat you differently for asking.

Our website does not run advertising or analytics trackers. The member platform uses cookies and similar browser storage that are strictly necessary to keep you signed in and to keep your session secure. There is no consent banner because there is nothing optional to consent to.

If we add analytics later, we will update this policy and say what it is before it is switched on.

The service is intended for licensed real estate professionals and adults pursuing a licence. It is not directed at anyone under 18, and we do not knowingly collect information from children. If you believe a child has given us information, contact admin@pipelineconcierge.com and we will delete it.

If we change this policy we will update the date at the top. If the change materially affects how we handle your information, we will tell you by email or in the app before it takes effect, so you have the chance to close your account if you disagree.

For any privacy question, request or complaint, email admin@pipelineconcierge.com. If you are not satisfied with our response, you may contact the Texas Attorney General’s office.

See also our Terms of Service.