AI Policy

This AI Policy explains how proRE.Services (“we,” “us,” or “our”) develops, selects, and uses artificial intelligence and machine-learning tools (“AI”) in our website, portals, communications, and transaction-coordination services. It supplements our Terms of Service and Privacy Policy.

1. Our principles

We use AI to assist people, not to replace professional judgment. Our use is guided by human accountability, privacy, data minimization, security, transparency, fairness, reliability, and compliance with applicable law.

2. How we may use AI

• Summarize transaction documents, messages, emails, notes, or activity.
• Draft suggested communications, task descriptions, checklists, or administrative content.
• Classify, organize, search, match, and retrieve documents or communications.
• Extract dates, parties, addresses, and other transaction details for review.
• Recommend workflow steps, deadlines, reminders, or transaction matches.
• Support customer service, quality review, fraud prevention, abuse detection, and system security.
• Improve accessibility, consistency, and operational efficiency.

Features and providers may change as the Services evolve. We will update this Policy when a material change affects user rights or data practices.

3. Human review and responsibility

AI outputs are suggestions, not final decisions. A qualified person must review material outputs before they are sent, filed, signed, relied upon, or used to affect a transaction. Users remain responsible for checking names, dates, deadlines, calculations, legal descriptions, contractual requirements, and recipient lists. proRE.Services remains responsible for how its personnel use AI while delivering the Services.

4. No professional advice

AI output is not legal, tax, financial, lending, escrow, brokerage, investment, or other professional advice. AI does not create an attorney-client, fiduciary, brokerage, or agency relationship. Consult the appropriate licensed professional before acting on a matter requiring professional judgment.

5. Data AI may process

Depending on the feature, AI may process account and profile information; property addresses and transaction details; dates and task information; messages and email content; uploaded contracts, disclosures, and forms; support inquiries; and technical or usage data. We limit processing to information reasonably necessary for the requested feature, security, or support.

6. Sensitive data restrictions

Do not intentionally submit passwords, authentication codes, full payment-card or bank-account numbers, Social Security numbers, medical records, biometric identifiers, or government-issued identity documents to an AI feature unless we expressly identify that feature as approved for that information. Identity-verification documents handled by Stripe Identity and lender or financial materials subject to specialized confidentiality requirements are excluded from general AI processing.

7. Authority to submit content

You may submit only content you are authorized to use and disclose. Before using an AI feature with information about another person, confirm that the use is consistent with your transaction duties, brokerage policies, contracts, confidentiality obligations, and applicable privacy law.

8. Third-party AI providers

We may use vetted third-party providers to operate AI features. We evaluate providers for security, privacy, reliability, and appropriate contractual controls. Providers may process information solely to provide contracted services to us and must protect it according to their agreements and applicable law. Provider availability, location, and subprocessors may change.

9. Model training and improvement

We do not train our own general-purpose models on identifiable customer content. We do not permit third-party AI providers to use identifiable customer content to train or improve their general models without prior notice and, where legally required, consent. We may use de-identified or aggregated operational information to measure quality, safety, and performance where it cannot reasonably identify a person or transaction.

10. Accuracy and limitations

AI can produce inaccurate, incomplete, outdated, fabricated, biased, or contextually inappropriate output. It may overlook transaction-specific language or confuse similar properties, people, and deadlines. AI output is provided “as is” and must be verified against original source documents and authoritative records. Never assume an AI-generated summary replaces the controlling document.

11. Automated decisions

We do not use AI alone to make decisions that produce legal or similarly significant effects concerning eligibility, housing, credit, employment, pricing, access to Services, or a person’s rights. Material decisions require meaningful human review and an opportunity to correct relevant information where appropriate.

12. Fairness and nondiscrimination

AI must not be used to facilitate discrimination or unlawful profiling based on race, color, religion, sex, disability, familial status, national origin, age, or any other protected characteristic. We may test or monitor AI features for harmful bias and restrict, revise, or discontinue a feature that does not meet our standards.

13. Prohibited uses

You may not use our AI features to:

• Break the law, commit fraud, deceive, impersonate, harass, discriminate, or violate housing rules.
• Create or submit false transaction records, signatures, approvals, evidence, or professional advice.
• Make consequential decisions without required human review.
• Expose confidential information or personal data without authorization.
• Generate malware, evade safeguards, probe system prompts, extract training data, or compromise security.
• Scrape, automate, resell, benchmark, or reverse engineer a feature without written permission.
• Infringe intellectual-property, privacy, publicity, contractual, or other rights.

14. Ownership and permitted use

You retain rights in content you submit, subject to the limited license in our Terms. proRE.Services and its licensors retain rights in the Services, models, prompts, configurations, workflows, and software. Subject to the Terms and third-party rights, you may use AI output for the transaction-coordination purpose for which it was generated. Because AI may produce similar output for others, output may not be unique or eligible for intellectual-property protection.

15. Security, access, and retention

We apply access controls, encryption in transit, monitoring, and vendor safeguards appropriate to the feature. AI inputs, outputs, and operational logs are retained only as long as reasonably necessary to provide and secure the feature, resolve disputes, comply with law, and meet our documented retention practices. Access is limited according to a user’s transaction role and permissions.

16. Incidents and corrections

If you believe an AI feature disclosed information improperly, produced harmful or materially incorrect output, or was used contrary to this Policy, stop using the output and contact us. We may investigate, preserve relevant records, correct data, notify affected parties where required, and suspend or disable a feature while addressing the issue.

17. Enforcement

We may limit or suspend access to AI features when use violates this Policy, our Terms, another person’s rights, or applicable law. We may also add safeguards, require additional human review, or refuse a request that creates unacceptable risk.

18. Changes to this Policy

We may update this AI Policy as technology, law, or our practices change. We will revise the effective date, provide reasonable notice of material changes, and request renewed acceptance when appropriate.

19. Contact

Questions or concerns about AI at proRE.Services? Send us a message and identify the feature, transaction, and output involved without including unnecessary sensitive information.