Privacy Policy
Effective Date: July 19, 2026 · Last Updated: July 19, 2026
1. Introduction
Relvara("Relvara," "we," "our," or "us") is an intelligent operating platform for real estate professionals, operated by Zensen Media LTD, a company based in Cincinnati, Ohio, United States. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our website at relvara.ai, the agent websites we host on our customers' behalf, our applications and APIs, and our AI, CRM, marketing, recruiting, voice, and messaging features (collectively, the "Service").
Relvara serves real estate professionals and their businesses. As a result, some information we process is about our customers (the agents and brokerages who use Relvara), while other information is about the consumers, contacts, leads, property owners, and callers those customers interact with. Section 2 explains the different roles we play, and Section 3 describes each group of people whose information we handle.
By accessing or using the Service, you acknowledge the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Service.
2. Our Role: Controller & Processor
Depending on the data involved, Relvara acts either as a business / controller (we determine why and how the data is processed) or as a service provider / processor(we process data on our customer's instructions).
- We are a controller for account and billing information about our customers, our own marketing, and the prospect records in our real estate prospecting features (for example, property-owner data we compile from public and licensed sources).
- We are a service provider / processorfor the contacts, leads, and client records that our customers load into or manage through Relvara's CRM ("Customer Data"). Our customer controls that data. If you are a contact or client of a real estate professional who uses Relvara and you want to exercise privacy rights over that specific relationship data, we will refer your request to the relevant agent or brokerage and assist them in responding, as described in Section 14.
Business customers who require a data processing agreement can review our Data Processing Addendum (DPA).
3. Information We Collect
We collect different categories of information depending on who you are and how you interact with the Service.
3.1 Account users (our customers)
When a real estate professional registers for or uses Relvara, we collect: name, email address, phone number, professional license number, brokerage or organization affiliation, profile photo and bio, account preferences, and billing information. Payments are processed by Stripe; we store Stripe customer and subscription identifiers rather than full card numbers.
3.2 Contacts and leads managed by our customers (Customer Data)
Our customers use Relvara's CRM to manage their own contacts, leads, and clients. For those people, the Service may store: identifiers (name, email, phone), postal and property addresses, birthdays and anniversaries, custom fields, notes and communications (including email, SMS, and call history), uploaded documents, lead scores and intent inferences, and AI-generated relationship summaries. This is Customer Data that our customer controls (see Section 2).
3.3 Prospect records (property owners)
To power our real estate prospecting features, we compile prospect records about property owners, which may include: name, property and mailing address, phone numbers, email addresses, listing/property data, ownership and public-filing data, and lead scores. This information is drawn from public records and licensed data providers, as described in Section 4.
3.4 Website and hosted-site visitors
When you visit relvara.ai or one of the agent websites we host on our customers' behalf, we may collect: form submissions (e.g., contact requests, home-valuation and open-house forms), saved searches and saved properties, usage information, and cookie and similar identifiers. See Section 11 and our Cookie Policy for details.
3.5 Call participants
Where our voice features are enabled, and following the disclosure described in Section 10, we collect call recordings, transcripts, and AI-generated call summaries and outcomes. Voice-verification voiceprints are collected only with your recorded consent; our systems maintain explicit consent records for this purpose.
3.6 Usage, device, and technical data
Across the Service we automatically collect certain technical information, including browser type and version, device type and operating system, IP address and approximate location, pages visited and features used, referring URLs, and session duration. We also use error-monitoring tools to capture diagnostic information when something goes wrong.
4. Where We Get Information (Sources)
We obtain personal information from the following sources:
- Directly from you — when you register, use features, submit a form, or communicate with us.
- From our customers — the real estate professionals you work with, who load their contacts, leads, and client records into Relvara.
- Public records and publicly available sources — including county property, deed, and court records, and public listing sites.
- Licensed data providers — contact-information and skip-trace vendors from whom we license data.
- MLS and IDX feeds — listing and property data from Multiple Listing Service boards and IDX feeds.
- Platform integrations you connect — such as email, calendar, advertising, e-signature, and social accounts you authorize (see Sections 7 and 8).
- Forms on hosted agent sites — submissions made by visitors to the agent websites we host.
- Browser extension — when you use the Relvara browser extension to capture a contact or listing from a page you are viewing, we receive the information you choose to save.
5. How We Use Information
We use the information we collect to:
- Provide, operate, and maintain the Service, including CRM, marketing, recruiting, transaction, voice, and messaging features
- Power AI-driven features such as content generation, prospect and relationship analysis, call handling, and smart recommendations (see Section 6)
- Authenticate users and manage account access and security
- Communicate with you about your account, updates, and support requests
- Build and prioritize prospect and outreach lists for our customers using the sources described in Section 4
- With a customer's direction, help them run advertising and audience campaigns (see Section 7)
- Analyze usage to improve, secure, and develop the Service
- Comply with legal obligations and enforce our Terms of Service
6. AI, Automated Processing & Profiling
Many Relvara features are powered by third-party AI providers (principally Anthropic). To provide these features, relevant content and context are processed by those providers on our behalf. Customer content is processed to provide the features you use and is not used by Relvara to train foundation models.
Profiling.We generate certain inferences to help our customers prioritize their work — for example, lead scores and intent signals, seller-likelihood predictions, and agent-recruiting propensity scores. These inferences are used to prioritize outreach and marketing. They do not make eligibility decisions about consumers (such as decisions about credit, housing, insurance, or employment). If you would like to opt out of or object to this profiling, contact privacy@relvara.ai or use our privacy choices page.
8. Google APIs & Limited Use
If you connect a Google account, Relvara requests Gmail scopes to read, send, and modify email, and Calendar access, in order to provide user-facing features such as email sync and drafting and calendar scheduling. We also use Google Maps and Google Ads APIs to provide mapping and advertising features you request.
The use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically, Gmail and Calendar data are used only to provide the user-facing features described above (such as email sync, drafting, and scheduling). This data is never used for advertising, is never used to train generalized or foundation AI models, and is not accessed by humans except as permitted by Google's policy (for example, with your consent, for security purposes, to comply with applicable law, or where the data has been aggregated and anonymized).
9. SMS / Text Messaging
Relvara uses text messaging (SMS) as a core communication channel for registered real estate agents. This section explains how your mobile number is collected, used, stored, and shared, and how you can opt out at any time. This section applies to both inbound SMS that you send to our platform number and outbound SMS that Relvara originates on your behalf.
9.1 Consent & Opt-In
Registered agents expressly consent to recurring service SMS from Relvara when they affirmatively accept the SMS disclosure during account signup or in the Settings page of the Relvara dashboard. Replying to a verification prompt confirms that specific request. Merely texting a published Relvara number permits a response in that conversation; it does not create recurring marketing consent. Consent to receive SMS is not a condition of purchase and is not required to use any non-SMS feature of the Service.
Agents who use Relvara to send SMS to their own leads must obtain express written consent from each lead before sending automated or marketing SMS. Relvara logs the consent timestamp and source (lead capture form, open-house sign-in, direct agent entry with consent affirmation) on every contact record, and only permits proactive automated or marketing SMS when current, purpose-scoped evidence is present and not revoked.
If you initiate an SMS conversation with an agent, that inbound message permits Relvara and the identified agent to respond within that conversation. It does not enroll you in recurring or unrelated marketing. Recurring marketing requires a separate affirmative opt-in.
9.2 Message Types & Frequency
Registered agents may receive the following categories of SMS from Relvara:
- Account & compliance messages — e.g., verification codes, billing alerts, opt-out confirmations.
- Manager responses— AI-generated replies to an agent’s own SMS queries against their CRM data (schedule, leads, commissions, recap).
- Daily recap summaries— a once-per-day proactive text summarizing overnight signal activity in the agent’s market, sent at the hour configured in their dashboard settings.
Outbound consumer SMS (agent → their own lead) occurs only when the agent explicitly triggers the send in their dashboard or via a Manager tool call. Relvara never sends unsolicited SMS to a consumer on an agent’s behalf.
Message frequency varies based on your activity and settings. Typical agents receive fewer than ten messages per day. Message and data rates may apply from your wireless carrier; check your mobile plan.
9.3 Opt-Out (STOP) & Help (HELP)
You may opt out of SMS at any time by replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, OPTOUT, or REVOKE to any Relvara SMS. We honor these keywords across your entire Relvara account; no further messages will be sent to that mobile number until you opt back in. A later START message or settings change is treated as a request to re-enroll; recurring messages resume only after new consent is verified.
Reply HELP to any Relvara SMS for assistance. You may also contact us through the Support Center.
9.4 Storage & Sharing of Mobile Numbers
Your mobile number is stored in our database only for the purpose of SMS delivery, account verification, and audit logging. We do not sell, rent, or share mobile numbers with third parties for marketing purposes. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. We share your mobile number only with our SMS delivery provider (Twilio, Inc.) strictly to originate or receive messages on your behalf, subject to Twilio’s own privacy policy.
On account deletion, all mobile numbers associated with your account are removed within 30 days, except where retention is required to honor an active opt-out (we keep the number on the STOP list so we do not accidentally re-send).
9.5 Carrier Disclaimers
Wireless carriers are not liable for delayed or undelivered messages. SMS delivery depends on your carrier and the state of the mobile network; Relvara cannot guarantee instant delivery. If you do not receive an expected SMS, check your dashboard for the same information or contact support.
9.6 A2P 10DLC Compliance
Relvara’s outbound SMS traffic in the United States is delivered through our delivery provider only after the applicable customer, brand, campaign, and opt-in flow have been registered. Carrier registration does not create or replace recipient consent. Each sender must use only the registered use case and consent flow assigned to that sender.
10. Voice Calls & Call Recording
Relvara’s AI Receptionist and AI Manager are voice services. They transcribe and summarize calls for the purposes described below; the outbound browser dialer can additionally record audio when the agent turns recording on for a call.
10.1 What We Record
When a caller reaches an agent’s Manager phone number, the AI transcribes and summarizes the call; the resulting transcript and summary are stored in our database, and no audio file of the call is retained. Transcripts are used to (a) populate the agent’s call log, (b) enable the AI Manager’s long-term memory of past interactions, (c) enable callback summaries and follow-up drafts, and (d) audit compliance with TCPA and state recording laws. Calls placed BY the licensed agent to their own Manager line for self-service queries are transcribed on the same basis (the agent owns the line and consents implicitly). Separately, outbound calls placed through the browser dialer are recorded as audio ONLY when the agent enables recording for that call; a spoken recording notice then plays to the called party before the conversation is bridged.
10.2 Recording Disclosure
At the start of every inbound call answered by the Receptionist, the AI plays a disclosure indicating that the call may be recorded for quality and training. If the caller wishes to proceed, continued participation in the call is treated as consent. If the caller indicates they do not wish to be recorded, they may end the call or ask to speak with the agent directly without recording.
Twelve U.S. states require all-party consent for call recording (CA, FL, IL, MD, MA, MT, NV, NH, PA, WA, CT, DE). Our disclosure-at-call-start construction is designed to satisfy these states’ requirements while remaining compatible with single-party-consent jurisdictions including Ohio.
10.3 Storage, Retention, and Sharing
Transcripts — and audio recordings, where the agent has enabled recording on a dialer call — are encrypted at rest and accessible only to the licensed agent who owns the Manager number, our compliance team for audit purposes, and our voice infrastructure provider (LiveKit, Inc.) and transcription provider (Deepgram, Inc.) strictly for the technical operation of the call. They are retained for the duration of your subscription plus 30 days after account deletion, then permanently destroyed unless a litigation hold or regulatory retention requirement applies. Transcripts and recordings are NEVER sold, rented, or shared with third parties for marketing or advertising purposes.
10.4 Your Rights as a Caller
At any time you may request: (a) a copy of the transcript of any call you took part in (and of any audio recording, where one exists), (b) deletion of transcripts and recordings of you (subject to legitimate retention obligations on the agent’s side), and (c) confirmation of whether your number has been added to our internal Do-Not-Call list. Email privacy@relvara.ai with your request.
12. Data Retention
We retain personal information for as long as your account is active or as needed to provide the Service. We do not apply fixed retention periods to most account data; instead, we keep it for the life of the account and delete it when it is no longer needed.
- Account deletion. When you delete your account (from Settings) or request deletion, we begin a 30-day recovery window during which the account can be restored. After that window, your database records are permanently purged, except where retention is required by law or for a limited legitimate purpose (such as audit trails, security, or dispute resolution). Uploaded files and media are removed from storage on a rolling basis after the database purge completes.
- Communications and transcripts. Messages, call recordings, and transcripts are retained for the duration of the account unless deleted earlier, and are then purged in line with the timelines in Sections 9 and 10.
- Suppression data. Phone numbers on our SMS STOP/opt-out list are retained after deletion for the limited purpose of honoring the opt-out, so we do not message a number again.
We may retain de-identified or aggregated information that cannot reasonably be used to identify you for analytics and to improve and secure the Service.
13. Data Security
We implement industry-standard security measures to protect information, including:
- Encryption in transit (TLS/SSL) for data transmitted between your browser and our servers
- Encryption at rest for stored data
- Row-level security policies on database tables so users can only access data within their own organization
- OAuth 2.0 for third-party integrations (no third-party passwords are stored), with tokens encrypted at rest (infrastructure-layer AES-256) and regular rotation; connected-CRM credentials additionally carry application-layer encryption, which our security roadmap extends to OAuth tokens
While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining appropriate safeguards.
14. Your Privacy Choices & Rights
Depending on where you live, you may have rights to access, know, correct, delete, and obtain a portable copy of your personal information, and to opt out of certain sharing and targeted advertising. Section 15 describes state-specific rights.
14.1 Self-serve tools
- Delete your account. You can delete your account from Settings, which starts the 30-day recovery-then-purge process described in Section 12.
- Export your data. You can export your core CRM data from Settings in JSON or CSV format.
- Cookie and Do-Not-Sell/Share choices. You can set cookie preferences and submit a Do-Not-Sell-or-Share request on our privacy choices page. We also honor Global Privacy Control (GPC) signals as an opt-out of sale/share and targeted advertising.
14.2 Requests by email
You can also exercise your rights by emailing privacy@relvara.ai. We will respond within 45 days, and may extend that period where permitted by law, in which case we will let you know. We may need to verify your identity before acting on a request. You may use an authorized agent to submit a request on your behalf, subject to verification of the agent’s authority.
14.3 Requests about a customer's contacts
If your request concerns data that a real estate professional controls in our CRM (Customer Data, see Section 2), we will refer your request to that customer and assist them in responding.
14.4 Appeals
If we decline your request, you may appeal by replying to our decision or by writing to privacy@relvara.ai with the subject line "Appeal." We will inform you of our decision on the appeal within 45 days.
15. U.S. State Privacy Rights
This section provides additional disclosures for residents of U.S. states with comprehensive privacy laws. To exercise any right, use the mechanisms in Section 14. We will not discriminate or retaliate against you for exercising your privacy rights.
15.1 California (CCPA/CPRA)
If you are a California resident, you have the right to know, access, delete, and correct your personal information, to request a portable copy, to limit the use of sensitive personal information, and to be free from discrimination for exercising these rights.
We do not sell personal information for money. Some advertising features — such as uploading contact lists to ad platforms as custom audiences at a customer's direction (Section 7.2) — may be considered "sharing" or "targeted advertising" under California law. You can opt out at relvara.ai/privacy-choices, and we honor GPC signals as an opt-out.
The following table summarizes the categories of personal information we collect, the purposes for which we use them, and the categories of parties to whom we disclose them for a business purpose.
| Category | Examples | Purpose | Disclosed to |
|---|---|---|---|
| Identifiers | Name, email, phone number, postal/mailing and property address, account IDs, IP address, device identifiers | Create and operate accounts, authenticate, deliver features, communicate with you, security | Hosting, database, communications, and security service providers |
| Customer records (Cal. Civ. Code §1798.80) | Billing name and phone, professional license number, brokerage | Billing, account verification, professional profile | Payment processor, hosting/database providers |
| Commercial information | Subscription and plan, CRM records, saved searches and properties, uploaded documents | Provide CRM, marketing, recruiting, and transaction features | Hosting/database and AI service providers |
| Internet or network activity | Pages and features used, referring URLs, cookie and analytics data, session duration | Analytics, product improvement, security, fraud prevention | Analytics providers (consent-gated), security providers |
| Geolocation data | Approximate location derived from IP address; property location | Localization, market data, fraud prevention | Hosting and security providers |
| Audio, electronic, and similar information | Call recordings, transcripts, and AI call summaries; voice-verification voiceprints only with your explicit consent | Call handling, call logs, AI Manager memory, quality and compliance | Voice infrastructure and speech-to-text providers |
| Professional or employment information | License number, brokerage, role, headshot, bio | Account setup, agent-website and marketing features | Hosting/database providers |
| Inferences | Lead scores, buyer/seller intent signals, seller-likelihood predictions, recruiting-propensity scores, AI-generated relationship summaries | Prioritize outreach and marketing (these do not make eligibility decisions about consumers) | AI providers, hosting/database providers |
Much of our prospect and property data (Section 3.3), including probate and court-record data, comes from public records and publicly available sources; under California law, publicly available information is not treated as personal information.
15.2 Virginia, Colorado, Connecticut, Texas, and similar states
If you are a resident of Virginia, Colorado, Connecticut, or Texas (and other states with comprehensive privacy laws), you have the right to confirm whether we process your personal data and to access it, to correct inaccuracies, to delete personal data, to obtain a portable copy, and to opt out of targeted advertising, the "sale" of personal data, and certain profiling. You can exercise these rights and the opt-out using the mechanisms in Section 14, including GPC.
Appeals. As described in Section 14.4, if we decline your request you may appeal by replying to our decision or writing to privacy@relvara.ai with the subject "Appeal," and we will respond within 45 days.
Residents of other states with materially similar comprehensive privacy laws — including Utah, Oregon, Montana, Iowa, Delaware, Nebraska, New Hampshire, New Jersey, Minnesota, Maryland, Indiana, Kentucky, Rhode Island, and Tennessee — have comparable rights, which we honor as each law takes effect.
15.3 Sensitive information
We do not seek to collect sensitive personal information, and we do not use it to infer characteristics about you. The one exception is voice-verification voiceprints, which we collect only with your explicit, recorded consent (Section 3.5). As noted above, probate and court-record data in our prospect features is sourced from public records.
16. Children's Privacy
The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from individuals under 18. If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly. If you believe a person under 18 has provided us with personal data, please contact us at privacy@relvara.ai.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Effective Date" and "Last Updated" date at the top of this page and, where appropriate, notify you via email or a prominent notice within the Service. Prior versions are available in our archive (see the link at the end of this policy).
18. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Zensen Media LTD
Cincinnati, Ohio, United States
Privacy & rights requests: privacy@relvara.ai
Support: Support Center
Website: relvara.ai
Disclaimer: This privacy policy is provided for informational purposes and is intended to give a reasonable overview of our data practices. It is not a substitute for professional legal advice. We recommend consulting a qualified attorney for legal compliance questions specific to your situation.
Previous versions: Privacy Policy effective April 21, 2026