HouseListr Privacy Policy

Last updated: October 28, 2026 Version 1.6

1. Two different relationships

HouseListr is a platform for real estate professionals. That creates two distinct relationships, and this policy covers both. Which one applies to you changes your rights and who you exercise them against.

If you are a real estate professional with a HouseListr account, we are the controller of your information. Sections 3, 6–13, 17 and 18 describe what we do with it.

If you are a home buyer, seller or renter who visited a real estate professional's website built on HouseListr, that professional is the controller of your information. They decide what to collect and why. We are their processor: we handle it on their instructions to run their website, and we do not use it for our own purposes.

In practice this means: to request access to, correction of, or deletion of your information, contact the agent or brokerage whose website you used. We will help them respond. Section 12 explains what to do if you cannot reach them or do not know who they are.

We are HouseListr LLC. Contact us at support@houselistr.com.

2. What we deliberately do not collect

Stating this first because it is unusual, and because it narrows everything that follows.

We do not log IP addresses, browser user-agent strings, referrer URLs or campaign parameters in our database. No table in our system stores them. We do not run session recording, heatmaps, or advertising pixels. We do not operate an advertising network, we do not sell or share personal information for advertising, and we do not buy enrichment data about anyone.

Our infrastructure providers necessarily process IP addresses to deliver web traffic (Section 9), but we do not retain them, and no product feature is built on them.

3. Information we collect about account holders

• Account and profile. Name, email address, password (stored hashed by our authentication provider, never in plain text), and optionally phone, job title, professional licence number and state, biography, photograph, website and social links.
• Organisation. Brokerage name, description, public phone, logo, team roster entries you create, and your published site content.
• Billing. Handled by Stripe. Card numbers never reach our servers. We store a customer reference, plan, and subscription status.
• Usage and support. Actions in the dashboard, and the content of support requests you send us.
• Working hours you configure for scheduling.
• Google Calendar, only if you choose to connect it. See Section 17.
• Gmail or Outlook, only if you choose to connect your mailbox. See Section 18.

4. Information collected through a professional's website

Collected on behalf of the professional, as their processor:

• Enquiries and leads. Name, email, phone, message text, preferred viewing times, and the listing enquired about.
• Bookings and RSVPs. Contact details and appointment times for viewings and open houses.
• Marketing subscriptions. Email address and consent record, where the visitor explicitly opted in.
• Assistant conversations. The full text of conversations with the AI assistant on a listing page. See Section 5.
• A returning-visitor identifier. A random identifier stored in the browser's local storage so the assistant recognises a returning visitor and remembers stated preferences. It is not a cookie, it contains no personal information, and clearing site data removes it.
• Stated preferences. Budget range, bedroom and bathroom minimums, property types, neighbourhoods and requirements, where the visitor tells the assistant.
• Email engagement. For marketing emails only, whether a message was opened or a link clicked.

5. The AI assistant, stated plainly

Listing pages may include an assistant that answers questions about a property. It is software, not a person, even where it appears alongside an agent's photograph and name.

• Conversations are stored and are visible to the agent or brokerage whose website you used, including the full text.
• Conversation text is sent to Anthropic, our AI provider, to generate replies. The running conversation is re-sent with each new message so replies stay in context.
• Neither we nor Anthropic use these conversations to train AI models.
• The assistant cannot book, send, buy or transact. Any booking happens because a visitor taps a control, not because the assistant decided to.

Roadmap, disclosed: the assistant does not yet display an on-screen notice that it is AI and that the conversation is stored and readable by the agent. It should, and we are adding it. We are recording that gap here rather than leaving it undisclosed.

6. Lead scoring and profiling

We analyse enquiries to help agents prioritise. You should know how.

• An AI model reads the assistant conversation and extracts stated facts: financing or pre-approval status, purchase timeline, whether the person already works with an agent, motivation for moving, budget and requirements. Facts recorded as "stated" are verified against the visitor's own words. Facts recorded as "inferred" are the model's reading and may be wrong.
• A score and a band (hot, warm, cold) are then calculated by a fixed rule set from signals such as requesting a viewing, sharing contact details, being a returning visitor, sharing a budget, and the facts above.
• No automated decision produces a legal or similarly significant effect. The score affects the order in which an agent sees enquiries. Every message, call and booking confirmation is sent by a human who chooses to send it. There is no automated outreach.
• These inferences are prohibited from involving protected characteristics. Our extraction prompts forbid it and generated copy is screened for it.

Roadmap, disclosed: there is currently no way for a visitor to see, correct or object to these inferences, and no way for an agent to correct a wrong one. Contact support@houselistr.com and we will correct or remove it manually while we build proper controls.

7. How we use information

Account holders: to provide the platform, authenticate you, publish your site, bill you, provide support, send service notices, secure the platform, and comply with law. We also use aggregated, de-identified statistics to improve the product; these never identify a person, an account or a listing.

Website visitors: only to deliver the service to the professional whose site you used — routing your enquiry, arranging your viewing, powering the assistant, and sending the marketing you subscribed to. We do not use this information for our own marketing, do not combine it across different professionals' websites, and do not sell or share it.

8. Legal bases (where GDPR or UK GDPR applies)

• Contract — providing the platform to account holders.
• Legitimate interests — securing the platform, preventing abuse, improving the product with aggregated data. For visitor data processed for an agent, that agent determines the basis.
• Consent — marketing subscriptions, which you may withdraw at any time.
• Legal obligation — tax, accounting, and responding to lawful requests.

9. Who we share information with

We do not sell personal information. We share it with service providers who help us run the platform, each bound to appropriate terms:

We may also disclose information where legally required, to protect rights and safety, or in connection with a merger or acquisition, in which case we will give notice before your information becomes subject to a different policy.

Roadmap, disclosed: we do not yet publish a versioned subprocessor list with change notifications. We intend to.

10. Cookies, analytics and local storage

On a real estate professional's website — no analytics, no advertising, no tracking cookies. Our analytics tooling is loaded only on HouseListr's own hostnames and is deliberately blocked from tenant sites in code. Published sites do load typefaces from Google Fonts and Fontshare, and video embeds where the professional adds one; those providers see the visitor's IP address as a technical necessity of serving the file.

On HouseListr's own site and dashboard, we use Google Tag Manager to understand how people find and use the product.

Storage used: an authentication token in local storage once you sign in, and the returning-visitor identifier described in Section 4 on listing pages.

Roadmap, disclosed, and important: we do not currently present a cookie or consent banner, and third-party font and video requests happen without a consent gate. For visitors in the EU, UK and similar jurisdictions this may not meet local requirements. We are building consent controls. Until then, professionals serving those markets should treat this as a gap and take their own advice.

11. Retention

Account holders. We retain your information while your account is active. On account deletion we remove your profile, avatar and authentication record and revoke your sessions. On organisation closure we delete organisation data.

A limitation we want to be direct about: deleting an agent account does not delete the enquiries, conversations or contacts belonging to that agent's organisation; those records remain with the organisation, with the departed agent's name detached. Our in-product account deletion screen says the same thing.

Google Calendar data. See Section 17.

Connected mailbox data. See Section 18.

Website visitor data. Retained by the professional as controller. Email delivery records containing enquiry details are automatically redacted after 30 days and deleted after 90.

Roadmap, disclosed: apart from that email pipeline, we do not currently apply automated retention limits — lead, conversation and contact records persist until deleted. We are defining retention periods and will publish them here. In the meantime, deletion on request (Section 12) is real and we will action it.

12. Your rights and how to exercise them

Depending on where you live, you may have rights to access, correct, delete, port, object to or restrict processing, and to withdraw consent.

If you are an account holder:

• Update most information directly in your dashboard.
• Delete your account from Settings. Deletion is real, not a hidden flag; it requires recent re-authentication and typing your email to confirm, and it cannot be undone.
• Request an export of your organisation's data. Currently the self-service export is disabled while we fix a defect; email support@houselistr.com and we will produce it manually.
• For anything else, email the same address.

If you used a real estate professional's website: contact that professional first. They control your information and decide these requests. If you cannot identify or reach them, email support@houselistr.com with the website address and we will either route your request or, where we are permitted to act, action it ourselves. We will not use the controller/processor split as a reason to leave a request unanswered.

Marketing: every marketing email has an unsubscribe link. Unsubscribing stops marketing from that professional. It does not, today, stop marketing from a different HouseListr customer, and it does not delete your record. If you want deletion, ask for deletion.

Roadmap, disclosed: there is no self-service portal for website visitors to submit these requests, and no platform-wide "remove me from everything" control. Both are on the roadmap. Until then, the email address above is a real, monitored route.

We will not discriminate against you for exercising a privacy right.

13. Security

• All database access is governed by row-level security. Website visitors cannot read back data they submit, and one customer cannot access another's data.
• Every write from a public website goes through a controlled server-side function; there are no direct public write permissions.
• Data is encrypted in transit, and at rest by our infrastructure providers.
• Email recipient addresses in delivery records are stored as one-way hashes.
• Internal service calls are authenticated and signed; inbound webhooks are signature-verified.
• Secrets are held in managed secret storage, never in our source code.

Stated honestly: we have not completed a SOC 2 or ISO 27001 audit and do not claim one. Account holders can enable optional multi-factor authentication using a time-based code from an authenticator app. We do not currently maintain an access log recording which staff or team member viewed which record. No system is perfectly secure. If we suffer a breach affecting your information, we will notify you and the relevant authorities as the law requires.

14. International transfers

We operate in the United States and our providers are primarily US-based. Typefaces are served from providers including one based outside the US and EU. If you access the platform from elsewhere, your information will be transferred to the United States. Where required, we rely on appropriate safeguards including standard contractual clauses.

15. Children

The platform is for real estate professionals and adult consumers. You must be 18 or older to hold an account. We do not knowingly collect information from children under 13. If you believe a child has provided information, contact support@houselistr.com and we will delete it.

Roadmap, disclosed: there is no automated age verification on enquiry forms.

16. US state privacy rights

Residents of California, Virginia, Colorado, Connecticut, Texas and other states with comprehensive privacy laws have rights to know, access, correct, delete and port their information, and to opt out of sale, sharing and targeted advertising.

We do not sell personal information, do not share it for cross-context behavioural advertising, and do not use it for targeted advertising. There is accordingly nothing to opt out of. We do not process sensitive personal information to infer characteristics.

To exercise a right, use Section 12. You may use an authorised agent. We will verify a request before acting on it.

Roadmap, disclosed: we do not yet honour Global Privacy Control or similar browser signals, because we operate no advertising or sale of data for them to govern. If that ever changes, we will implement them first and say so here.

17. Google Calendar

This section applies only if you choose to connect your Google Calendar to HouseListr. It is optional, and you can disconnect at any time.

What we access. When you connect, Google asks you to allow HouseListr to see, create, change and delete events on Google calendars you own, and to see your Google account's email address. We use that access only on your primary calendar.

• From each event on that calendar we store its title, start and end time, whether it is an all-day event, and whether it is marked Busy or Free. For invitations, we check whether you declined. Google also returns other event details, such as descriptions, locations and guest lists, as part of the same request. We do not store them.
• We store your Google account's email address so your dashboard can show which account is connected.

How we use it.

• To show your Google events as busy times on your HouseListr calendar.
• To stop buyers, and any automated booking tool on HouseListr, from booking you at a time your Google Calendar shows as busy. Buyers never see your events. They only see that the time is not available.
• To add your HouseListr calendar to your Google Calendar: showing times, open houses, reminders, and requested and confirmed viewings and appointments. We update them when they change and remove them when they are cancelled, declined, completed or deleted. Viewing and appointment events contain the buyer's name, email, phone number and message; viewing, showing time and open house events contain the property address.
• If you delete or move one of those HouseListr events in Google Calendar, we cancel or move the booking in HouseListr to match.
• When you edit or delete one of your own Google events from your HouseListr calendar, we make that change in your Google Calendar. Events with other guests are changed only in Google.
• When you ask HouseListr's dashboard assistant about or to change your calendar, for example "what's on my calendar Thursday", it reads your Google events to answer you.

We do not use Google Calendar data for anything else.

Who can see it. Only you. Your Google events are not visible to other members of your brokerage, including its owners, or to buyers. No person at HouseListr reads your Google Calendar data, unless you ask us to for support, it is needed for security, or the law requires it.

Sharing. We do not sell or rent Google Calendar data, and we do not use it for advertising. We do not transfer it to anyone except Supabase, which stores it for us (Section 9), our AI providers as described next, or where the law requires. We send Google Calendar data to our AI providers, Anthropic and OpenAI, only to answer your own requests to the dashboard assistant. Neither we nor they use it to develop, improve or train AI or machine-learning models. Our AI providers may keep request data for a limited time for abuse monitoring, as their terms allow.

How we protect it. The access Google grants us is held as tokens stored only on our servers, never in your browser. Data is encrypted in transit to and from Google and at rest in our database. Your Google events are protected by the same row-level security as the rest of your account (Section 13).

How long we keep it.

• We keep events from one day in the past to 180 days ahead. Each event is deleted no later than seven days after it ends.
• When you disconnect, we immediately delete the tokens and every stored event. Google gives HouseListr one permission for your Google account, shared by Calendar and Gmail, and cancels it for both at once. So we also revoke it with Google only when no other HouseListr feature, such as a connected Gmail, uses that Google account; otherwise it stays for that feature until you disconnect it too. HouseListr viewings and appointments already added to your Google Calendar stay there, because they are in your calendar. You can delete them in Google.
• If you remove HouseListr's access from your Google Account settings instead, syncing stops and we delete the tokens and stored events within 30 days.
• Deleting your account, or leaving a brokerage, deletes that connection and its data.

Limited Use. The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements.

18. Gmail and Outlook (connected mailbox)

This section applies only if you choose to connect your Gmail or Outlook mailbox to HouseListr. It is optional, and you can disconnect at any time.

What we access. When you connect Gmail, Google asks you to allow HouseListr to read your email, to send email on your behalf, and to see your Google account's email address. When you connect Outlook, Microsoft asks you to allow HouseListr to read your email. We never change or delete email in your mailbox, and we send email only as described in "Sending follow-ups" below. Of everything we are allowed to read, we use only this:

• For each new email, we check its sender, recipients, subject and date against the email addresses of the people on your open deals (buyers, sellers, lenders, title and escrow, attorneys, other agents) and against your "never sync" list. If none of them is on the email, or it is on your never-sync list, we stop there and keep nothing from it.
• If a person on one of your open deals is on the email, we store that email: its sender, recipients, date, subject and text, and its PDF, image and text attachments.
• When you first connect, or when you add a person to a deal, we look back 30 days for email with that person.
• We store your mailbox's email address so your dashboard can show which account is connected.

How we use it.

• To file each stored email and its attachments to the deal it belongs to, as files in your HouseListr file library. When it is not clear which deal, we ask you in Review and you decide.
• To read those documents and propose updates to the deal (for example a closing date or a price), which you confirm or reject, and to update the deal's checklist.
• To make those documents searchable for you and the people who may see them.
• With Gmail, to send the follow-ups you approve from your own address (next).

We do not use your email for anything else: not for lead scoring, marketing or advertising.

Sending follow-ups (Gmail only).

• HouseListr can draft a short message on one of your deals, for example asking the lender for a missing pre-approval letter. The draft is written from the deal's own records: its address, the people on it, the checklist item, and the deal's confirmed facts, which may include facts read from your email. To write it, we send those records to our AI provider, Anthropic.
• You see the draft and can change the recipient and the words. Nothing is sent until you select Send on that draft. HouseListr never sends email from your account on its own.
• The message is sent through Gmail, from your address, to the one recipient you chose, as plain text with no attachments.
• We keep a copy with the deal: the recipient, subject, text, when it was sent, and Gmail's message ID. The deal's team and your brokerage's owners and admins can see it, like the deal's other records. A draft you discard is deleted at once. A sent follow-up stays with the deal until the deal is deleted, and is deleted with your account.

Who can see it. An email waiting in Review is seen by you, by the members of the deal it was suggested for, and by your brokerage's owners and admins. Once it is filed to a deal, it is seen by that deal's team and your brokerage's owners and admins, like any file on the deal. No person at HouseListr reads your email, unless you ask us to for support, it is needed for security, or the law requires it.

Sharing. We do not sell or rent your email, and we do not use it for advertising. We do not transfer it to anyone except Supabase, which stores it for us (Section 9), our AI providers as described next, or where the law requires. We send stored emails and attachments to our AI providers, Anthropic and OpenAI, only to read them, make them searchable, suggest a deal for you, and draft the follow-ups you ask for. Neither we nor they use it to develop, improve or train AI or machine-learning models. Our AI providers may keep request data for a limited time for abuse monitoring, as their terms allow. We treat everything written in an email as content to read, never as an instruction to follow.

How we protect it. The access Google or Microsoft grants us is held as tokens that are encrypted and stored only on our servers, never in your browser. Email is encrypted in transit and at rest, and protected by the same row-level security as the rest of your account (Section 13).

How long we keep it.

• An email filed to a deal stays with the deal as one of its documents until your brokerage deletes it, like a file you uploaded.
• An email you keep in your files stays in your library until you delete it. An email you discard is deleted after 30 days.
• When you disconnect, we immediately delete the tokens and every email still waiting in Review, and stop reading your mailbox and sending from it. Emails already filed or kept, and follow-ups already sent, stay where they are. Google gives HouseListr one permission for your Google account, shared by Gmail and Calendar, and cancels it for both at once. So we also revoke it with Google only when no other HouseListr feature, such as a connected Google Calendar, uses that Google account; otherwise it stays for that feature until you disconnect it too.
• If you remove HouseListr's access from your Google or Microsoft account settings instead, syncing stops and we delete the tokens and the emails waiting in Review within 30 days.
• Deleting your account, or leaving a brokerage, deletes that connection.

Limited Use. The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements.

19. Changes to this policy

We may update this policy. Material changes will be notified by email to account holders at least 30 days before taking effect, and the "last updated" date above always reflects the current version. We keep prior versions available.

20. Contact

HouseListr LLC

Privacy questions, requests and general support: support@houselistr.com

If you are in the EEA or UK and believe we have not handled your information properly, you may complain to your local supervisory authority. We would appreciate the chance to resolve it first.