Privacy Policy

1. Introduction

This Privacy Policy describes how VacantSeek ("we," "our," or "us") collects, uses, and shares information when you use our real estate listing management platform and services (collectively, the "Service").

By accessing or using our Service, you consent to the collection, use, and sharing of your information as described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Account information: Name, email address, password
• Profile information: Full name, professional details
• Authentication data: Access tokens, refresh tokens, OAuth credentials
• Contact information: Phone numbers, email addresses
• Communication preferences: Email notifications, service updates

2.2 Property Information

• Property listings: Addresses, prices, property types, bedrooms, bathrooms
• Property status: Active listings, rental listings, past sales
• Property metadata: Listing URLs, photos, VR models, open house information
• Visiting hours: Scheduled availability, time preferences, notes

2.3 Technical Information

• Device information: Browser type, operating system, device identifiers
• Location data: Geographic coordinates (with consent), timezone, city information
• Usage data: Page views, clicks, time spent, feature usage
• Visit tracking: Return visits, session duration, user type preferences
• IP address: Server logs, security monitoring

2.4 Third-Party Information

• Google account data: Gmail access (read, send, modify permissions)
• CSV imports: Property listings uploaded by agents
• Location services: BigDataCloud reverse geocoding data

3. How We Use Information

We use collected information for the following purposes:

3.1 Service Provision

• Manage and synchronize real estate listings
• Provide property management dashboard functionality
• Handle authentication and account management
• Enable property visiting hours scheduling
• Import and manage property listing data

3.2 Communication

• Send service-related notifications
• Respond to demo requests and support inquiries
• Provide customer support
• Send marketing communications (with consent)

3.3 Improvement and Analytics

• Analyze usage patterns to improve our Service
• Personalize user experience
• Detect and prevent fraud
• Comply with legal obligations

3.4 Personalization

• Customize content based on location and preferences
• Track visit counts for personalized experience
• Remember theme preferences (dark/light mode)
• Provide location-based services and content

4. Information Sharing and Disclosure

For a current list of all third parties that process data on our behalf, see our Subprocessors page.

4.1 We Do Not Sell Your Information

We do not sell, rent, or trade your personal information to third parties.

4.2 Limited Sharing

We may share your information only in the following limited circumstances:

• Service Providers: Trusted third parties who help us operate our Service (hosting, analytics, email delivery)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with mergers, acquisitions, or asset sales
• Consent: When you explicitly consent to sharing

4.3 Third-Party Integrations

• Google Services: OAuth authentication provides access to Gmail for email management
• Stripe: Payment processing and subscription billing
• BigDataCloud: Reverse geocoding service for location detection
• Amazon Web Services (AWS): Infrastructure, database, and data hosting services (Amazon ECS Fargate, Amazon RDS for PostgreSQL, Amazon CloudFront/S3)

5. Data Storage and Security

5.1 Data Storage

• Data is stored on secure servers hosted on Amazon Web Services (AWS), including Amazon RDS for our database and Amazon ECS Fargate for application services
• Local storage: Browser cache for improved performance
• Session storage: Temporary authentication tokens
• Retention periods vary based on data type and legal requirements

5.2 Security Measures

• Encryption: Data encrypted in transit (HTTPS) and at rest
• Authentication: Secure token-based authentication
• Access controls: Role-based access to sensitive data
• Regular security audits and monitoring
• Secure development practices

While we implement reasonable security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

6. Your Rights and Choices

6.1 Access and Control

• Access your personal information through your account settings
• Update your profile information and preferences
• Delete your account and associated data
• Export your data in a portable format

6.2 Communication Preferences

• Opt-out of marketing emails
• Manage notification preferences
• Unsubscribe from promotional communications

6.3 Location Services

• Disable GPS location tracking in browser settings
• Clear location data from browser storage
• Manage location permissions per browser

6.4 Data Portability

You may request a copy of your data in a structured, machine-readable format by contacting us at privacy@vacantseek.com.

7. Cookies and Local Storage

7.1 Local Storage Usage

• Authentication: Access tokens, refresh tokens, user authentication state
• User Preferences: Theme settings, visit counts, user type preferences
• Profile Data: Full name, email, ZUID, user ID
• Cache Data: Property listings, API responses for improved performance

7.2 Cookie Management

You can control and delete cookies through your browser settings:

• Disable cookies entirely
• Clear cookies manually
• Manage cookie permissions per site
• Use private browsing modes

8. Third-Party Services

8.1 Google Services

• OAuth Authentication: Access to Google account for Gmail integration
• Google OAuth Scopes: Gmail read, send, modify; user profile access
• Subject to Google's Privacy Policy and Terms of Service

Google API Services User Data Policy — Limited Use disclosure: VacantSeek's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We only use Gmail data to provide user-facing features inside VacantSeek (lead capture, replies, and inbox sync). We do not transfer Gmail data to third parties except as necessary to provide or improve those features, comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to users. We do not use Gmail data for serving ads, and humans do not read your Gmail data unless you give us specific permission, it is needed for security purposes, or it is required by law.

8.2 Cloud Infrastructure (Amazon Web Services)

• Hosting: Application services run on Amazon ECS Fargate; the database runs on Amazon RDS for PostgreSQL; the frontend is served via Amazon CloudFront/S3.
• Authentication: Login credentials and session tokens are managed by VacantSeek's own backend and stored in our AWS-hosted database — we do not use a third-party identity provider.
• Subject to AWS's Data Processing Addendum.

8.3 Location Services

• BigDataCloud API: Reverse geocoding for location detection
• Used to personalize content based on your location
• Data shared securely and processed according to their privacy policy

9. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete that information immediately.

If you believe we have collected information from a child under 13, please contact us at privacy@vacantseek.com.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the updated Privacy Policy on our website
• Sending an email notification to registered users
• Displaying a notice on our Service

Continued use of our Service after changes become effective constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

12. Regional Privacy Laws

12.1 California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell)
• Right to non-discrimination for exercising privacy rights

12.2 European Privacy Rights (GDPR)

EU residents have additional rights under the General Data Protection Regulation:

• Right of access to personal data
• Right to rectification of incorrect data
• Right to erasure ("right to be forgotten")
• Right to data portability
• Right to withdraw consent

12.3 Exercise Your Rights

To exercise any of these rights, contact us at privacy@vacantseek.com. We will respond to your request within 30 days and may require verification of your identity.