AgentFlow (“we”, “us”, “our”) operates the AgentFlow CRM — a web-based platform for real estate brokerages and agents. This policy explains what personal data we collect, how we use it, who we share it with, and the rights you have over your data.

If you have questions about this policy or want to exercise any of your rights, email info@avvtech.ca.

We collect personal data in three buckets:

• Account data — your name, email, phone, brokerage name, role, and anything you provide when you sign up or update your profile.
• Customer data — the contacts, deals, properties, messages, calls, and documents you store inside AgentFlow. You own this data; we hold it on your behalf as a data processor.
• Usage data — pages you visit, features you use, IP address, browser fingerprint, and crash diagnostics. We use this to keep the product reliable and to debug issues.

• To provide the AgentFlow service to you.
• To send transactional notifications (login codes, signature requests, billing receipts).
• To improve the product — aggregated, de-identified usage patterns inform what we build next. We never sell your data.
• To respond to your support requests and contact-form submissions.
• To comply with legal obligations (tax reporting, court orders).

We use a small number of strictly-necessary cookies for authentication, plus browser localStorage to keep your in-app preferences (sidebar state, draft messages). We do not use third-party advertising or tracking cookies.

When you use AI features we send the minimum necessary context — typically the relevant message thread, listing facts, or your prompt — to the AI provider that powers that feature:

• Anthropic (Claude) — drafted email replies, the in-app assistant, ad-copy generation, AI property search, image-enhancement recipes. Processed under Anthropic's Privacy Policy. Anthropic does not use API traffic to train their models.
• OpenAI — image generation (DALL-E in AI Ad Studio) and speech-to-text transcription (Whisper, used on call recordings). Processed under OpenAI's Privacy Policy. OpenAI does not use API traffic to train their models.

We do not use your Customer Data to train any AI model — our own or any third party's. We do not store prompts beyond what shows up in your normal chat / assistant / studio history, which you can delete at any time.

Calls placed or received through the Service may be recorded by default to support the in-app call history, AI call summaries, and quality assurance. The recording audio is stored under the brokerage's tenant in our file storage and is not shared with other brokerages. When AI call summaries are enabled, audio is sent to OpenAI Whisper for speech-to-text under their no-training API terms.

Some jurisdictions require all parties to a call to consent before it is recorded (two-party consent). Customers are responsible for telling the other party before the recording begins.

We only share data with vendors strictly necessary to run the Service. Each operates under a written data-processing agreement.

Core sub-processors (always active):

• Microsoft Azure — hosting, database, file storage (Canada Central region).
• Anthropic — AI features (see section 5).
• OpenAI — image generation and call transcription (see sections 5–6).
• Twilio — voice / SMS / WhatsApp routing and call recording infrastructure.
• Stripe — billing & payments. Stripe handles card data directly — we never see or store full card numbers.

Conditional sub-processors — engaged only when you connect the matching integration in Settings → Integrations:

• Google — Gmail and Google Calendar sync; Google Ads (YouTube) publishing.
• Microsoft — Outlook / Hotmail / Live / Microsoft 365 mail and calendar sync.
• Meta (Facebook / Instagram) — Lead Ads ingestion and paid social publishing.
• LinkedIn — Sponsored Updates and lead-ad ingestion.
• DocuSign — e-signature on offers.
• Follow Up Boss / kvCore — CRM sync.
• AMPRE / your MLS feed — listing data for property search.
• Yahoo Mail — mailbox sync.

We do not sell, rent, or trade your data to third parties. We will only disclose data to law enforcement if compelled by valid legal process and, where allowed, will notify you first.

AgentFlow production data is stored in Microsoft Azure data centres in Canada (Canada Central). Some sub-processors (e.g. Anthropic, OpenAI, Stripe) may process in-flight data outside Canada under appropriate contractual safeguards (Standard Contractual Clauses where applicable).

All data is encrypted in transit (TLS 1.2+) and at rest (AES-256). Passwords are hashed with bcrypt. API keys and OAuth refresh tokens are stored using field-level encryption with a key not held in source control. We log every administrative action to an immutable audit trail visible to brokerage owners. Production access by our team is limited to staff who need it and is logged.

No system is perfectly secure. Despite reasonable safeguards, the Service could be the target of a cyber-attack, social-engineering campaign, or third-party-provider compromise outside our control. You acknowledge that you use the Service at your own risk and that AgentFlow is not liable for any loss caused by:

• Compromise of your own credentials (phishing, password reuse, malware on your device).
• Compromise of a third-party provider we depend on (Microsoft Azure, Twilio, Stripe, Anthropic, OpenAI, Meta, Google, Microsoft, LinkedIn, DocuSign, MLS feeds).
• Attacks that defeat industry-standard safeguards (zero-day exploits, novel cryptographic breaks, supply-chain attacks against our dependencies).
• Loss caused by you sharing access with unauthorised parties or failing to revoke access for departing team members.

Breach notification. If we confirm a personal-data breach that affects your account, we will notify the brokerage owner without undue delay and within 72 hours where required by applicable law (GDPR Art. 33 / equivalents). The notice will describe the nature of the breach, the categories and approximate number of data subjects and records affected, the likely consequences, and the steps we have taken or propose to take in response.

If you suspect a security issue, please email info@avvtech.ca — we treat security reports as our top-priority queue. We will not retaliate against good-faith security research conducted within the bounds of the law.

You are responsible for:

• Choosing a strong, unique password and protecting it.
• Enabling MFA when offered.
• Reviewing team-member access regularly and revoking access for users who leave the brokerage.
• Keeping the devices and browsers you use to access AgentFlow free of malware.
• Reporting suspected unauthorised access promptly.

You can export or delete your data at any time from the dashboard. When you cancel your account, we delete your data within 30 days, except where law requires us to retain billing records (typically 7 years for tax purposes) or where data is needed for the establishment, exercise, or defence of legal claims.

For step-by-step deletion instructions — including how to disconnect Facebook / Meta and have us purge Meta-sourced leads — see our Data Deletion Instructions page.

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

• Access the personal data we hold about you.
• Correct inaccurate data.
• Delete your data ("right to be forgotten").
• Export your data in a portable format.
• Object to or restrict certain types of processing.
• Lodge a complaint with your local data-protection authority.

To exercise any of these, email info@avvtech.ca — or, for deletion specifically, follow the steps on our Data Deletion Instructions page. We respond within 30 days.

AgentFlow is a tool for real estate professionals. It is not intended for, and we do not knowingly collect data from, anyone under 18.

We'll update this page when our practices change and update the "Last updated" date at the top. For material changes that affect how we use your data, we'll also email account owners ahead of the change taking effect.