Privacy Policy

1. Introduction

Welcome to Relvara("we," "our," or "us"), a product of Zensen Media LTD, located in Ohio, USA. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at relvara.ai and use our platform (collectively, the "Service").

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of the Service immediately.

2. Information We Collect

2.1 Personal Information

When you register for an account, use our services, or communicate with us, we may collect:

• Full name
• Email address
• Phone number
• Brokerage or organization affiliation
• Professional license information

2.2 Real Estate Transaction Data

To power our platform features, we collect and process real estate–specific data, including:

• MLS (Multiple Listing Service) data, including listing details, property information, and sales history
• Transaction management data synced from integrated platforms such as Dotloop, including loop details, document statuses, and participant information
• Documents uploaded to or generated within the platform (e.g., contracts, onboarding forms, compliance documents)

2.3 Social Media Account Data

When you connect your Facebook, Instagram, TikTok, or Google Ads accounts via OAuth 2.0, we receive and store:

• Platform user ID and display name
• Access tokens and refresh tokens (encrypted at rest)
• Profile information (avatar, account type)
• Content you choose to publish through Relvara
• Analytics and engagement metrics for your published content

2.4 Usage & Analytics Data

We automatically collect certain technical and usage information when you interact with the Service:

• Browser type and version
• Device type and operating system
• IP address and approximate location
• Pages visited and features used
• Referring URLs and session duration

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service, including CRM, marketing, recruiting, and transaction management features
• Power AI–driven features such as content generation, prospect analysis, and smart recommendations using the Anthropic Claude API
• Sync and manage real estate transactions through integrations like Dotloop
• Authenticate users and manage account access
• Communicate with you about your account, updates, and support requests
• Analyze usage patterns to improve the Service and develop new features
• Comply with legal obligations and enforce our terms of service
• Publish content to your connected social media accounts on your behalf, only when you explicitly initiate a post or schedule content
• Display analytics and performance metrics from your connected accounts
• Manage advertising campaigns on Meta Ads and Google Ads platforms on your behalf

4. Third-Party Services & Data Sharing

We do not sell your personal information. We share data with third-party service providers only as necessary to operate and improve the Service:

• Supabase— Database hosting, user authentication, and serverless functions. Your account data and application data are stored in Supabase's infrastructure.
• Vercel — Application hosting and deployment. Vercel processes web requests and may collect standard server logs (IP addresses, request metadata).
• Dotloop (Zillow Group) — Transaction management integration. When you connect your Dotloop account, we exchange OAuth tokens and sync transaction data including loop details, document statuses, and participant information between Dotloop and the Service.
• Anthropic (Claude API) — AI-powered features. Text prompts and relevant context may be sent to the Anthropic API to generate content, analyze data, or provide recommendations. We do not send personally identifiable information to the API unless required to fulfill a specific feature request you initiate.
• Google OAuth — Authentication. If you sign in with Google, we receive your name, email address, and profile picture from Google. We do not access any other Google account data.
• Meta Platforms (Facebook, Instagram)— Social media publishing and analytics. When you connect your Facebook or Instagram account, we access your Pages and Instagram Business accounts to publish content and retrieve engagement metrics on your behalf. Governed by Meta's Platform Terms.
• TikTok— Social media publishing. When you connect your TikTok account, we publish video content on your behalf. Governed by TikTok's Developer Terms of Service.
• Google Ads— Advertising campaign management. When you connect your Google Ads account, we create and manage ad campaigns on your behalf. Governed by Google's API Services User Data Policy.

We may also disclose your information if required by law, court order, or governmental regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

5. Third-Party Platform Data

Data received from third-party real estate platforms (such as Dotloop) — including transaction details, document statuses, participant information, and any AI-extracted fields — is used solely to provide platform-related functionality to the subscribing user's account (e.g., the Transaction Coordinator module). It is not used to build or improve generalized products for other customers.

Third-party platform data is not used in any machine learning training or model improvement pipelines, including aggregated or de-identified datasets. AI models process this data for inference only (real-time feature extraction and analysis) and do not retain it for training.

Third-party platform data is retained only as long as needed to provide active functionality and meet legal retention obligations. Upon disconnection of the integration or subscription termination, this data — including structured and extracted fields — will be deleted within 30 days. It is not retained indefinitely for analytics or product improvement.

Third-party platform data is not sold, licensed, rented, or disclosed to third parties beyond necessary infrastructure providers acting as data processors (e.g., hosting, database, and AI inference providers). It is never used for marketing, prospecting, or lead generation.

5A. Social Media Data

We only access social media data that you explicitly authorize through each platform's OAuth consent flow. We do not sell your data or any data obtained from these platforms to third parties.

For Meta platform data specifically: upon disconnection or deletion request, we delete all data received from Meta APIs within the timeframe required by Meta's Platform Terms.

You may disconnect any social media account at any time from the Accounts page, which immediately revokes our access and deletes stored tokens.

5B. 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.

5B.1 Consent & Opt-In

You expressly consent to receive SMS from Relvara when you (a) provide your mobile number during account signup or in the Settings page of your Relvara dashboard, (b) reply to a prompt confirming the number, or (c) text our published Relvara number with any message. 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 an outbound 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 outbound SMS to contacts whose consent timestamp is present and not revoked.

5B.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 farm, 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.

5B.3 Opt-Out (STOP) & Help (HELP)

You may opt out of SMS at any time by replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, or OPTOUT 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. Reply START to resume SMS, or toggle SMS back on in your Settings page.

Reply HELP to any Relvara SMS for assistance. You may also contact us directly at support@relvara.ai.

5B.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. 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).

5B.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.

5B.6 A2P 10DLC Compliance

Relvara’s outbound SMS traffic in the United States is delivered via a registered A2P 10DLC campaign brand-verified through our delivery provider. All use cases described above (Account & compliance, Manager responses, Daily recap, agent-to-lead outreach) are registered with the campaign, and our messaging adheres to CTIA Short Code Monitoring Handbook guidelines and the TCPA.

5C. Voice Calls & Call Recording

Relvara’s AI Receptionist and AI Manager are voice services. Both record inbound and outbound calls for the purposes described below.

5C.1 What We Record

When a caller reaches an agent’s Manager phone number, we record the audio of the call and generate a transcript. The audio file and transcript are stored in our database and 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 recorded on the same basis (the agent owns the line and consents implicitly).

5C.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.

5C.3 Storage, Retention, and Sharing

Audio recordings and transcripts 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. Recordings 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. Recordings and transcripts are NEVER sold, rented, or shared with third parties for marketing or advertising purposes.

5C.4 Your Rights as a Caller

At any time you may request: (a) a copy of any recording made of you, (b) deletion of 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.

6. Data Security

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

• Encryption in transit (TLS/SSL) for all data transmitted between your browser and our servers
• Encryption at rest for stored data
• Row-level security policies on database tables to ensure users can only access data within their organization
• OAuth 2.0 for secure third-party integrations (no third-party passwords are stored)
• Regular token rotation and automatic expiration for API credentials

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.

7. Data Retention

We retain your personal information and transaction data for as long as your account is active or as needed to provide the Service. If you request account deletion, we will remove your personal data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., audit trails, dispute resolution).

Aggregated and de-identified data that cannot be used to identify you may be retained indefinitely for analytics and product improvement purposes. This does not apply to third-party platform data, which is governed by Section 5.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• 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, subject to legal retention requirements
• Data Portability — Request an export of your data in a machine-readable format
• Opt-Out — Opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly
• Withdraw Consent — Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at thomas@zensenmedia.com. We will respond to your request within 30 days.

9. Cookies & Tracking Technologies

We use the following types of cookies and similar technologies:

• Essential Cookies — Required for authentication, session management, and core platform functionality. These cannot be disabled.
• Analytics Cookies — Help us understand how users interact with the Service so we can improve the experience. These may be managed through your browser settings.

Most web browsers allow you to control cookies through their settings. Please note that disabling essential cookies may prevent you from using certain features of the Service.

10. 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 thomas@zensenmedia.com.

11. 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" at the top of this page and, where appropriate, notify you via email or a prominent notice within the Service.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: