Privacy Policy — proRE.Services

proRE.Services ("proRE.Services," "we," "us," or "our") provides real estate transaction coordination services through the website at prore.services and its related portals (collectively, the "Services"). This Privacy Policy explains what information we collect, how we use it, when we share it, and the choices you have.

By using the Services, you agree to this Policy. If you do not agree, please do not use the Services.

1. Information we collect

1.1 Information you provide

Account information — name, email address, phone number, role (agent, buyer, seller, transaction coordinator), and password credentials.
Transaction information — property addresses, purchase/listing details, parties, escrow amounts, key dates, uploaded documents, e-signatures, notes, and payment references.
Form submissions — messages sent through our Contact form, Become-a-TC applications, and Feature Requests.
Multi-factor authentication data — TOTP secrets and recovery information used to secure your account.
Profile content — for team members who opt in, biography text and profile photo displayed on our public "Our Team" page.

1.2 Information collected automatically

Log & device data — IP address, browser type, operating system, referring URL, and timestamps.
Session & security cookies — used to keep you signed in, remember MFA verification, and protect against abuse.
Diagnostic data — error reports and performance metrics used to improve reliability.
AI interaction data — the inputs you provide to AI-assisted features and related usage data used to operate, secure, and improve those features.

1.3 Information from third parties

Google Sign-In — if you sign in with Google, we receive your name, email, and Google user ID from Google. We do not receive your Google password.
Payment processors — when you pay through Stripe, Stripe sends us confirmation metadata (amount, status, last-4 of card). We do not receive full card numbers.

2. How we use information

Provide, operate, and maintain transaction coordination services.
Communicate with you — including transactional email (receipts, task assignments, MFA codes, password resets, and administrative notices).
Coordinate closings among agents, buyers, sellers, escrow, and preferred partners.
Authenticate users and protect accounts (including MFA).
Prevent, detect, and respond to fraud, spam, and abuse.
Send internal staff updates (e.g., the daily changelog digest to TC Admins/Staff).
Comply with legal, tax, licensing, and record-retention obligations.
Improve the Services and develop new features.

2.5 AI and automated processing

proRE.Services may use artificial intelligence and machine-learning technologies ("AI") to provide, operate, secure, and improve the Services. AI processing is a core part of the Services and cannot be individually opted out of at this time.

Data that may be processed by AI — depending on the feature:

Account and profile information (name, role, contact details).
Transaction information (property addresses, parties, dates, escrow amounts, closing details).
Communications you send or receive through the Services, including messages and email content.
Documents and files you upload (contracts, disclosures, forms).
Form submissions, feature requests, support inquiries, and other content you provide.
Usage, log, and diagnostic data related to your interactions with AI features.

How we use AI:

Assisting coordinators, agents, and clients with summaries, drafting suggestions, and task recommendations.
Classifying, organizing, and retrieving transaction documents and communications.
Detecting fraud, spam, abuse, and security risks.
Improving reliability, performance, and user experience.

AI providers. We may use third-party AI service providers to perform some or all of this processing. Those providers act as subprocessors and are contractually restricted from using your information for any purpose other than providing services to proRE.Services. We do not permit AI providers to use your content to train or improve their general models, and we will not train our own models on identifiable customer content without notice and, where required, your consent.

No automated decisions with legal effect. We do not use AI to make decisions that produce legal or similarly significant effects about you without human review.

Cross-border processing. AI subprocessors may process data outside the United States. See Section 9 for how we handle international transfers generally.

Carve-outs. Certain sensitive materials are excluded from AI processing, including government-issued identification documents held by our identity-verification provider (Stripe Identity) and lender/financial materials subject to the Gramm-Leach-Bliley Act.

Retention. AI inputs, outputs, and related operational logs are retained only as long as necessary to operate, secure, and improve the AI features, in accordance with our data-retention practices (see Section 5).

Not professional advice. AI-generated outputs are for informational and administrative convenience only. They are not legal, tax, financial, real estate, or investment advice. You should review AI-generated content for accuracy and consult the appropriate professional before relying on it.

Your responsibilities. Do not submit information to AI features that you are not authorized to share, that is excessively sensitive, or that you are required by law or contract to keep confidential. You remain responsible for the accuracy and lawfulness of any content you submit.

3. Legal bases for processing

Where required by law, we rely on one or more of the following legal bases:

Performance of a contract (delivering the Services you requested).
Our legitimate interests (running a secure, reliable business).
Compliance with legal obligations.
Your consent, where required.

4. How we share information

We do not sell personal information. We share it only as described here:

Transaction participants. Information you contribute to a transaction is shared with the other assigned parties (agents, coordinators, and, where applicable, your buyer/seller counterpart) so the closing can proceed.
Service providers (subprocessors). We use vendors that process data on our behalf, including hosting and database providers, our email delivery provider, Stripe for payments, and third-party AI service providers that power AI-assisted features. These vendors are contractually restricted to using data only to provide services to us.
Google. If you choose Google Sign-In, Google processes the sign-in flow.
Legal & safety. We may disclose information to comply with law, respond to lawful requests, enforce our Terms, or protect rights, property, and safety.
Business transfers. If we are involved in a merger, acquisition, or asset sale, personal information may be transferred subject to this Policy.

5. Data retention

We retain transaction records for the period required by real estate industry standards and applicable law (typically several years after closing). Account information is kept while your account is active. Cancelled transactions may be retained in an archived state for administrative and audit purposes. You may request deletion at any time, subject to legal retention obligations.

6. Security

We use industry-standard safeguards including encryption in transit (TLS), row-level database security, multi-factor authentication, least-privilege access, and audit logging. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

7. Your rights and choices

Depending on where you live, you may have the right to:

Access the personal information we hold about you.
Correct inaccurate information.
Request deletion of your account and information.
Request a portable copy of your information.
Opt out of certain communications (transactional emails required for service excepted).
Withdraw consent where processing is based on consent.

To exercise any of these rights, please send us a message. We will respond within the time required by applicable law.

8. Children's privacy

The Services are not directed to children under 18 and we do not knowingly collect personal information from minors. If you believe a minor has provided us information, please contact us and we will delete it.

9. International users

proRE.Services operates in the United States. If you access the Services from another country, your information will be transferred to, stored in, and processed in the U.S., where privacy laws may differ from those in your country.

10. Cookies and similar technologies

We use strictly necessary cookies for authentication, session management, and security. We do not use third-party advertising cookies. You can control cookies through your browser settings, but disabling essential cookies may prevent the Services from working.

11. Changes to this Policy

We may update this Policy from time to time. When we do, we will revise the "Effective date" at the top of this page and, for material changes, provide reasonable notice through the Services or by email.

12. Contact us

Questions about this Policy or our privacy practices? Please send us a message and our team will respond within one business day.