Privacy Policy

1. Data Controller

Controller: AgentAssist

Website: https://agentassist.info

Contact email: team@agentassist.info

You can contact us at this address for any questions related to privacy or data protection.

2. What Data Do We Collect?

The type of data we collect depends on how you interact with AgentAssist. We may collect the following categories of data:

2.1. Data You Provide Directly

• Contact data: name, surname, email address, phone number.
• Professional data: company/agency name, role/position, country/city.
• Request information: content of messages sent through forms (for example, when requesting a demo or sending us a question).
• End-customer data that you upload to the system:
  • Name and contact details of your leads/clients.
  • Property search preferences (budget, areas, number of rooms, etc.).
  • Notes and comments you add during your workflows (e.g., visit feedback, interests, deal status).

2.2. Data Generated When You Use the Service

• Usage data: pages visited, date and time of access, clicks, time spent on the site, referrer (source of traffic), and similar analytical data.
• Technical data: IP address, browser type, operating system, language settings, screen resolution, and device configuration.
• AI assistant data:
  • Messages, prompts, and instructions you send to the assistant.
  • Outputs and responses generated (e.g., property lists, message drafts, summaries, generated PDFs).

2.3. Data from Third-Party Integrations

If you connect AgentAssist with other tools (such as messaging platforms, CRMs, or other third-party services), we may receive information according to the permissions you grant in each integration.

This data may include: contact lists, property data, conversation history, or CRM information.

3. How Do We Use Your Data?

We use personal data for the following purposes:

To provide the AgentAssist service

• To manage your account (if applicable).
• To enable use of the AI assistant for property search, message generation, information analysis, and workflow automation.

To respond to requests and provide support

• To answer inquiries you send through forms or email.
• To schedule product demos or calls.

To improve the product and user experience

• To analyze how the site and service are used, understand which features are most used, and optimize them.
• To develop new features for real estate agents (e.g., better search flows, analytics, automations).

For marketing and communications

• To send you product news, updates, invitations to webinars, or relevant content for real estate professionals, where we have your consent or a prior relationship that allows it.
• You can unsubscribe at any time via the “unsubscribe” link in our emails or by contacting us.

To comply with legal obligations and ensure security

• To prevent fraud, abuse, or misuse of the service.
• To respond to legal requests from authorities or comply with applicable regulations.

4. Legal Basis for Processing

Depending on the applicable law (for example, the GDPR in the EU and/or local data protection laws), we process your data based on:

• Performance of a contract: when processing is necessary to provide the service to you, manage your account, or fulfill your requests (e.g., demo booking).
• Consent: for sending marketing communications and for the use of certain cookies or similar technologies (where required).
• Legitimate interest: to improve our product, perform statistics, and prevent fraud, provided these interests are balanced against your rights and freedoms.
• Legal obligations: when processing is necessary to comply with laws or respond to legitimate requests from public authorities.

5. Who Do We Share Your Data With?

We do not sell your personal data.

We may share it with:

Service providers (data processors)

• Cloud hosting and infrastructure providers.
• Web analytics tools.
• Email delivery and marketing automation providers.
• Customer support and messaging platforms.

These providers only process data according to our instructions and under data protection agreements.

Third-party integrations you enable

If you connect AgentAssist with third-party tools (for example, a CRM or messaging platform), the necessary data will be shared according to your configuration and subject to each third party’s privacy policy.

Authorities and other third parties when legally required

Where a law, regulation, or legal process requires us to do so, we may share data with administrative or judicial authorities.

6. International Data Transfers

Your data may be stored or processed on servers located outside your country of residence, depending on where our infrastructure and service providers are located.

Where this involves an international transfer of personal data, we will take appropriate measures to ensure an adequate level of protection in line with applicable law (for example, using standard contractual clauses or other recognized mechanisms).

7. Data Retention

We keep your personal data only for as long as necessary for the purposes described in this Policy, including:

• For the duration of the commercial relationship or your use of the service.
• For the time necessary to comply with legal obligations or to defend against potential claims.

Some anonymized or aggregated data may be retained for longer for statistical and product-improvement purposes.

Once data is no longer needed, we will delete it or anonymize it securely.

8. Your Rights

Depending on the applicable law, you may have the following rights:

• Right of access: to know what personal data we hold about you.
• Right to rectification: to correct inaccurate or incomplete data.
• Right to erasure (“right to be forgotten”): to request deletion of your data in certain circumstances (e.g., when data is no longer needed or you withdraw consent).
• Right to object: to object to processing based on our legitimate interests.
• Right to restriction of processing: to request temporary restriction of processing in certain cases.
• Right to data portability: to obtain your data in a structured, commonly used, machine-readable format, or to request that we transmit it to another controller, where technically feasible.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise your rights, please contact us at team@agentassist.info, stating your name, the specific request, and any information needed to verify your identity.

You may also have the right to lodge a complaint with a data protection authority in your country or region.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies in order to:

• Remember your browsing preferences.
• Analyze traffic and usage of the site.
• Improve performance and user experience.

Depending on the configuration of the site, you may be able to:

• Accept or reject certain categories of cookies (where required by law).
• Configure your browser to block or delete cookies.

Please note that blocking some cookies may affect the proper functioning of certain parts of the website.

10. Third-Party Data You Provide to Us

When using AgentAssist, you may provide us with personal data belonging to third parties, such as your clients, leads, or contacts (e.g., when entering search criteria, notes, or property information).

In such cases:

• You act as the data controller for those individuals.
• AgentAssist acts as a data processor, handling that data solely in accordance with your instructions and for the purpose of providing the service.
• You are responsible for having the necessary legal basis and having informed those individuals, as required by applicable law, before sharing their data with us.

11. Data Security

We implement reasonable technical and organizational measures to protect your personal data against unauthorized access, loss, alteration, or disclosure.

These measures include, among others:

• Access controls and permissions.
• Use of secure connections (e.g., HTTPS).
• Limiting access to personal data to staff and providers who need it for the purposes described in this Policy.

No system is 100% secure, but we work continuously to keep our security measures up to date and effective.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or our data processing practices.

When we make significant changes, we will notify you through the website or other appropriate means and indicate the “Last updated” date at the top of this document.

13. Contact

If you have any questions, comments, or requests regarding this Privacy Policy or your personal data, you can contact us at:

Email: team@agentassist.info