Privacy Policy

This Privacy Policy provides our policies and procedures for collecting, using, and disclosing your information. Terms not defined in this Privacy Policy shall have the meaning given to them in our Terms of Service. Users can access the Service through our website www.getbrokerkit.com, applications on Devices, through APIs, and through third-parties. A “Device” is any computer used to access the Service, including without limitation a desktop, laptop, mobile phone, tablet, or other consumer electronic device. This Privacy Policy governs your access of the Service, regardless of how you access it, and by using our Service you consent to the collection, transfer, processing, storage, disclosure and other uses described in this Privacy Policy. All of the different forms of data, content, and information described below are collectively referred to as “information.”

1. The Information We Collect And Store

We may collect and store the following information when running the Service:

Information You Provide. The purpose of the Service is to help you manage recruiting, retention, and related business communications and data within your authorized uses. To do that, you will provide your email, full name, and company information such as the name of your office and street address.

You may also ask us to import your contacts by giving us access to your Third-Party Services or to use your social networking information if you give us access to your account on social network connection services (for example, LinkedIn). You may also provide additional information in the setup and ongoing use of the Service such as job postings. We may also receive Personal Information (for example, your email address) through other users, for example if they have tried to share something with you or tried to refer Brokerkit to you. When you invite others to join Brokerkit by using our invite page, we send them a one-time email for that referral.

Candidate data. We collect and store information and files related to job applicants and candidates that you upload, download, or access with the Service (“Files”), including information submitted through job applications.

Contact data. We collect and store the contact records, related communications, and other information that you upload or import into the Service, or authorize us to receive on your behalf. Contact data and candidate data are distinct categories of information, both covered by “Content” in the Terms of Service. You and the applicable third-party owners retain ownership of that Content; Brokerkit processes it on your behalf as described in Section 5. Receipt of the same record for different customers does not authorize sharing or independent use between their accounts.

Log Data. When you use the Service, we automatically record information from your Device, its software, and your activity using the Services (“Log Data”). This may include the Device’s Internet Protocol (“IP”) address, browser type, the web page visited before you came to our website, information you search for on our website, locale preferences, identification numbers associated with your Devices, your mobile carrier, date and time stamps associated with transactions, system configuration information, metadata concerning your Files, and other interactions with the Service.

Cookies. We also use “cookies” to collect information and improve our Services. A cookie is a small data file that we transfer to your Device. We may use “persistent cookies” to save your registration ID and login password for future logins to the Service. We may use “session ID cookies” to enable certain features of the Service, to better understand how you interact with the Service and to monitor aggregate usage and web traffic routing on the Service. You can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit. If you do not accept cookies, however, you may not be able to use all aspects of the Service.

2. How We Use Personal Information

Personal Information. In the course of using the Service, we may collect personal information that can be used to contact or identify you (“Personal Information”). Personal Information is or may be used: (i) to provide and improve our Service, (ii) to administer your use of the Service, (iii) to better understand your needs and interests, (iv) to personalize and improve your experience, and (v) to provide or offer software updates and product announcements.

The general improvement, personalization, and product-announcement purposes described in this section apply to information about the account holder and use of the Service. They do not grant an independent right to use your Content. Content, including copies or details captured in logs, is processed only for the purposes described in Section 5 and within applicable third-party restrictions. Product announcements to account holders do not authorize marketing to contacts or candidates contained in your Content.

Geo-Location Information. Some Devices allow applications to access real-time location-based information (for example, GPS). Some photos and videos you place in Brokerkit may contain recorded location information. We may use this information to optimize your experience. If you do not wish to share files embedded with your geo-location information with us, please do not upload them. If you don’t want to store location data in your photos or videos, please consult the documentation for your camera to turn off that feature. Also, some of the information we collect from a Device, for example IP address, can sometimes be used to approximate a Device’s location.

Analytics. We also collect some information (ourselves or using third party services) using logging and cookies, such as IP address, which can sometimes be correlated with Personal Information. We use this information for the above purposes and to monitor and analyze use of the Service, for the Service’s technical administration, to increase our Service’s functionality and user-friendliness, and to verify users have the authorization needed for the Service to process their requests. As of the date this policy went into effect, we use Google Analytics, Amplitude, Hotjar, and Segment.

3. How We Use Your Google and Microsoft Data

You may connect a Google or Microsoft account to sign in, send email, and send calendar invitations through the Service. We use information from the connected account to provide these features, subject to your authorization and the use limitations in this policy.

Account Information and Authorization. When you connect an account, we receive and store account information provided by Google or Microsoft, such as your name, email address, account identifier, and profile photo when supplied. We also store access and refresh tokens to maintain the authorized connection and perform the features you use. These tokens allow continued authorized access without requiring you to sign in for every action.

Sending Email. When you send email through Brokerkit using a connected account, we send the message through Google or Microsoft, including the recipients, subject, content, and any attachments. We retain the message and related activity in the Service so authorized users on your team can access the relevant contact or candidate communication history. Emails separately forwarded or delivered to Brokerkit, including replies, may also be processed and stored as part of the Service; these are distinct from access to your connected mailbox.

Calendar Invitations. When you send appointment invitations through Brokerkit, we use your connected Google or Microsoft calendar to create the event and send invitations. We process the appointment details, including attendees, dates, times, location, and content, and retain a record in the Service for authorized users with access to the relevant contact or candidate.

Connecting an account does not grant Brokerkit permission to use your email or calendar information for independent commercial purposes. Information retained in the Service remains subject to this policy’s access, use, and Data Retention provisions.

4. Information Sharing and Disclosure

Your Use. We will display your Personal Information in your profile page and elsewhere on the Service according to the preferences you set in your account. Any information you choose to provide should reflect how much you want others to know about you. Please consider carefully what information you disclose and your desired level of anonymity. You can review and revise your profile information at any time. We may share or disclose your information with your consent, for example if you use a third party application to access your account (see below). Through certain features of the Service, you may also have the ability to make some of your information public. Public information may be broadly and quickly disseminated.

Service Providers. We use third-party companies and individuals to help provide, maintain, support, and secure the Service, including data storage, maintenance, security, payment processing, and programmatic job distribution. Providers processing Content on our behalf may access it only as necessary for those tasks, under confidentiality and data-use obligations consistent with this policy, the Terms of Service, and applicable third-party restrictions. They receive no permission from Brokerkit to independently sell, market, or reuse that Content. Providers supporting analytics or improvements may process account and service-usage information within Section 2’s limitations.

Third-Party Applications and Services. Clients may choose to integrate independent third-party applications with their accounts. We transfer Content to those integrations only as authorized by the Client and permitted by applicable law and third-party restrictions. The integration’s own terms and privacy policy govern its independent processing. This distinction does not remove Brokerkit’s obligations for providers processing Content on Brokerkit’s behalf.

Legal Requirements and Security. We may disclose information when required by applicable law or valid legal process. For Content, disclosure is limited to what is legally required; where legally permitted, we will notify the Client and reasonably cooperate with lawful efforts to limit disclosure. Processing to secure the Service or respond to fraud or abuse is limited to that purpose and remains subject to applicable law and third-party restrictions. These provisions do not authorize independent commercial use of Content.

Business Transfers. Information may be transferred in connection with a merger, acquisition, reorganization, or sale of the applicable business only subject to applicable law and third-party restrictions, including any required consent. A successor receiving Content must be bound by the applicable confidentiality and use limitations. A business transfer does not expand rights in Content.

Aggregated Service-Usage Information. We may use and disclose aggregated statistics about use and performance of the Service that do not identify individuals or Clients, disclose their confidential information, or reveal or permit reconstruction of Content. This permission does not authorize independent commercial use or disclosure of Content or restricted derivatives, including merely because data is public, aggregated, or non-personal. Applicable third-party restrictions continue to apply.

We do not share or sell user data with third parties for promotional or marketing purposes.

The sharing provisions in this section remain subject to Section 5 and the Content restrictions in the Terms of Service. Consent, account settings, public availability, or a classification as non-personal information does not expand your rights in the Content.

5. Data Processing on Behalf of Our Clients

Brokerkit provides a recruiting and communications platform used by real estate brokerages (“Clients”). Clients use Brokerkit to manage recruiting communications with prospective agents and communications with their own current agents as part of their retention and business operations.

Customer-Provided Content. We process your Content, including uploaded or imported contact data and candidate information and files, on your behalf to provide, maintain, support, and secure the Service under your authorized instructions. This includes authorized imports and integrations as well as information submitted through Client pages. You must have the permissions and lawful basis required for your particular uses. The Terms of Service and this policy do not grant rights beyond those you hold in the Content.

Brokerkit does not sell, license, or otherwise use your Content for its own independent commercial purposes, or provide it to another Client for that Client’s independent use. Service providers may process Content on our behalf, and we may make transfers you direct, only as permitted by Section 4 and the Terms of Service. These restrictions continue after service termination or withdrawal of permission for the processing. General analytics, sharing, and retention provisions do not override them.

Recruiting Prospects. When you submit your information through a Client’s recruiting page (such as a landing page or job application form), the Client identified on that page is the entity collecting your information. Brokerkit processes and stores this information on behalf of that Client as a service provider. Brokerkit does not use information collected through Client pages for its own independent marketing or promotional purposes. The Client determines how your information is used, which may include recruiting-related communications such as emails, text messages, and phone calls.

Current Team Members. Clients may also use Brokerkit to communicate with their current agents and team members. Current team members sign up for text notifications and communications as part of their contractual agreement with the Client for business-related updates and information. Brokerkit processes these communications on behalf of the Client as a service provider.

No personal information collected through Client recruiting pages or team member communications will be shared with third parties or affiliates for marketing or promotional purposes.

If you have questions about how a specific Client uses your information, please contact that Client directly. For questions about Brokerkit’s platform and data practices, contact us at support@brokerkit.com .

6. SMS/Text Messaging

If you opt in to receive text messages through a Client’s page, you consent to receive text messages from that Client at the phone number you provided. Message frequency may vary. Message and data rates may apply.

You may opt out at any time by replying STOP to any message. Reply HELP for assistance. Consent to receive text messages is not a condition of any purchase or service.

Your mobile phone number and SMS consent data will not be shared with or sold to third parties or affiliates for marketing or promotional purposes. This data may only be shared with service providers (such as Brokerkit and its messaging infrastructure partners) who assist in delivering the messages you consented to receive.

7. Changing or Deleting Your Information

If you are a registered user, you may review, update, correct or delete the Personal Information provided in your registration or account profile by, for example, disconnecting your gmail account. If your personally identifiable information changes, or if you no longer desire our service, you may update or delete it by making the change on your account settings. In some cases we may retain copies of your information if required by law. For questions about your Personal Information on our Service, please contact support@brokerkit.com . We will respond to your inquiry within 30 days.

8. Data Retention

Ending Paid Service and Lite. When your paid service ends, you may downgrade to Lite, our free tier, to retain your data and access basic functionality, or request outright cancellation. Email support@brokerkit.com to request either option.

Outright Cancellation. Cancellation ends your access but does not automatically delete your Content. Unless you request deletion, we may retain it for authorized reactivation, subject to applicable agreements, retention limits, third-party restrictions, and law. Use remains limited to storage, protection, responding to your requests, and authorized reactivation, with no independent reuse rights.

Return or Export on Request. We provide a return or export of your Content upon your authorized request, or when an applicable agreement or law requires it. A downgrade to Lite or outright cancellation does not automatically trigger a return or export. Contact support@brokerkit.com to request one. Any return or export remains subject to applicable third-party rights and restrictions.

Deletion Requests. To request permanent deletion of your Content, contact support@brokerkit.com . A deletion request is separate from ending paid service or requesting outright cancellation. We will delete Content in response to an authorized deletion request, subject to the limited retention described below, and will also delete it when required by an applicable agreement, third-party restriction, or law. Lite status or a potential future reactivation does not override a deletion obligation. We will cease affected processing if permission for that processing expires or is withdrawn, except for retention specifically permitted by the applicable agreement, third-party restrictions, and law.

Limited Retention and Backups. Limited retention for legal obligations, disputes, or enforcement is permitted only to the extent allowed by applicable law and third-party restrictions. Such retained data remains protected and may be used only for the specific retention purpose. Where backup retention is permitted, residual copies remain subject to the same restrictions, are not available for ordinary use, and are deleted through the applicable backup retention cycle. Restoring a backup does not authorize renewed use of data whose permission has expired or been withdrawn.

Another Client’s separately authorized possession of the same underlying record does not authorize retention or use of your Content. We will not rely on a shared-file or duplicate-record exception to override deletion obligations or third-party restrictions. Account and billing records retained for our own legal obligations remain subject to applicable law and this policy; their retention does not grant rights to independently use Content.

9. Brokerkit Community

Our Service offers publicly accessible community services such as help forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. Your posts may remain even after you cancel your account. For questions about your Personal Information on our Service, please contact support@brokerkit.com . Our site includes links to other Web sites whose privacy practices may differ from those of Brokerkit. If you submit personal information to any of those sites, your information is governed by their privacy statements. We encourage you to carefully read the privacy statement of any Web site you visit.

10. Security

The security of your information is important to us. We follow generally accepted standards to protect the information submitted to us, both during transmission and once we receive it. No method of electronic transmission or storage is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can contact us at support@brokerkit.com .

11. Our Policy Toward Children

Our Services are not directed to persons under 13. We do not knowingly collect personally identifiable information from children under 13. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should contact us at support@brokerkit.com . If we become aware that a child under 13 has provided us with Personal Information, we will take steps to delete such information from our files.

12. The U.S. – Swiss Safe Harbor Framework

Brokerkit complies with the U.S. – Swiss Safe Harbor framework, as set forth by the U.S. Department of Commerce, regarding the collection, use, and retention of personal data from Switzerland. Brokerkit has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. If you have questions regarding this statement, you should first contact us at support@brokerkit.com .

13. The Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada

Brokerkit complies with The Personal Information Protection and Electronic Documents Act (PIPEDA) set forth by the Office of the Privacy Commissioner of Canada which details the rules for the collection, use and disclosure of personal information in the course of commercial activity as defined by the Act. To learn more about PIPEDA, please visithttps://www.priv.gc.ca/information/pub/guide_ind_e.asp. If you have questions about PIPEDA as it pertains to the use or storage of, and access to your personal information, please contact us at support@brokerkit.com .

14. Contacting Us

If you have any questions about this Privacy Policy, please contact us at support@brokerkit.com .

15. Changes to our Privacy Policy

This Privacy Policy may change from time to time. If we make a change to this privacy policy that we believe materially reduces your rights, we will provide you with notice (for example, by email). And we may provide notice of changes in other circumstances as well. By continuing to use the Service after those changes become effective, you agree to be bound by the revised Privacy Policy.