Privacy Policy

Introduction

CloudCoord is a transaction coordination platform built for licensed real estate professionals. This privacy policy explains what data we collect, how we use it, how long we keep it, and the rights you have over it. CloudCoord is operated by Cloud Coordinator, LLC from Vermont, United States, and the service is offered only to real estate professionals located in the United States. We do not offer CloudCoord in the European Union, the European Economic Area, or the United Kingdom, and this policy does not describe rights arising under the laws of those jurisdictions. Cloud Coordinator, LLC is the data controller for your account data (a “business” under California law); for the personal data of third parties contained in your transactions, CloudCoord acts as a data processor on your behalf (a “service provider” under California law — see Section 5).

Information We Collect

CloudCoord collects four categories of data:

• Account information you provide: your name, email address, brokerage affiliation, license number, authentication credentials, and a phone number, which we require at signup and use to reach you about setting up and supporting your account. We do not send marketing text messages.
• Transaction data you create or upload: purchase and sale agreements, addenda, transaction details, contact information for buyers/sellers/agents/attorneys/lenders, deadlines, communications, and any documents you upload to a transaction.
• Gmail data accessed via OAuth (if you connect Gmail): email contents, sender/recipient information, attachment contents (especially PDFs), and metadata such as message IDs and timestamps. To identify which messages relate to your transactions, CloudCoord processes incoming messages in your connected mailbox — determining relevance requires reading the message. Messages that turn out not to relate to a transaction are held in a review queue so you can file or dismiss them, and are retained under the schedule in Section 6. We do not use them for any purpose other than transaction matching.
• Usage data: standard application logs, security audit events, performance metrics, and aggregate page-view analytics (Vercel Web Analytics). The analytics are cookieless and set nothing on your device. Before a page view leaves your browser we remove the entire query string and replace transaction, document and access-token identifiers in the page address with a placeholder, so what is recorded is the shape of the page (for example /transactions/[id]) and never which transaction. We do not use advertising trackers, and we do not sell or share your data with advertisers.

Notice at collection. The table below lists the categories of personal information we collect, why we collect them, and the service providers we disclose them to. We retain each category under the schedule in Section 6.

We do not sell or share your personal information. We have not sold personal information, and have not shared personal information for cross-context behavioral advertising, as those terms are defined by the CCPA and CPRA, in the preceding twelve months. We also do not use or disclose sensitive personal information for any purpose other than providing the service.

Cookies and browser storage

CloudCoord uses strictly necessary session and login cookies to keep you signed in and protect your account. These cookies are not used for tracking or advertising. We store your theme preference, such as light or dark mode, in your browser’s localStorage; it stays on your device and is not sent to us. Our analytics are cookieless and do not use browser storage for tracking.

How We Use Google User Data

When you connect your Gmail account, CloudCoord requests these scopes:

• gmail.readonly — to read transaction-related emails and PDF attachments
• gmail.compose — to create drafts in your Gmail account and send messages with your per-message approval
• userinfo.email — to read the email address of the Google account you connect, so we can identify the connected mailbox and link it to your CloudCoord account. This is a sign-in identity scope only; it does not grant access to your email contents.

CloudCoord uses Gmail data exclusively to:

1. Determine whether an incoming message relates to one of your transactions (classification and matching)
2. Extract transaction details (parties, deadlines, prices, conditions) and store them in your transaction record
3. Extract and store PDF attachment contents (purchase agreements, addenda, disclosures) to build your transaction memory
4. Create draft emails for your review before sending
5. Send approved emails on your behalf through your Gmail account

CloudCoord'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 do not use Google user data to:

• Train any artificial intelligence or machine learning models (CloudCoord uses the OpenAI API, with the Anthropic Claude API as a backup; neither OpenAI nor Anthropic trains its models on data sent through its API)
• Serve advertising
• Sell, rent, or share with third parties for any commercial purpose
• Allow humans to read your data, except (a) with your explicit consent, (b) to comply with applicable law, (c) to investigate abuse or security incidents, or (d) when data has been aggregated and anonymized

How We Use Your Data

CloudCoord uses your account, transaction, and usage data to:

• Provide the transaction coordination service
• Send you product communications, security alerts, and required service notices
• Improve product reliability and performance
• Detect and prevent abuse, fraud, and security incidents
• Comply with legal obligations including real estate licensing record-keeping requirements

For the personal data of buyers, sellers, agents, attorneys, and lenders contained in your transactions, you (the agent or brokerage) are the data controller and CloudCoord acts as your data processor, processing that data on your documented instructions. You are responsible for having a lawful basis to provide that data to CloudCoord.

Data Retention

We retain different categories of data for different periods:

• Account data: retained while your account is active and for 30 days after your subscription ends
• Active transaction data: retained while your account is active and for 30 days after your subscription ends
• Closed or terminated transaction records: retained while your account is active. If you delete your account, these records are unlinked from your account — your name and login are removed from them, while the property, party, and document details remain — kept for 30 days, and then permanently deleted. If your account is deleted automatically after your subscription ends, they are deleted along with it. If you belong to a team and a teammate remains active, the transactions and agreements you created as a team member pass to that teammate (your coordinator, or the most senior remaining member) instead of being deleted; transactions created before you joined the team are treated like a solo agent’s.
• Gmail data extracted by CloudCoord: same retention as the transactions it relates to
• Security and audit logs: retained for security and compliance purposes
• Usage logs: retained for up to 12 months
• Support requests and screenshots: retained for up to 12 months, then deleted along with any screenshots you attached
• Unmatched emails in your review queue: deleted 30 days after you file or dismiss them; an email nobody files or dismisses is deleted 12 months after it was received
• Early-access sign-ups (email address only): retained for up to 12 months

If you cancel your subscription, your account enters a 30-day grace period once your paid billing period ends, during which you can reactivate or request a copy of your data by emailing privacy@cloudcoordinator.io. After 30 days, your account and all of its data, including closed and terminated transaction records, are permanently deleted.

Your Rights and Controls

You have the following rights regarding your data:

• Disconnect Gmail: Settings → Account & Data Controls → Disconnect Gmail. You may optionally delete Gmail-derived data tied to active transactions at the same time; closed/terminated transaction records stay on file while your account is open.
• Delete your account: Settings → Account & Data Controls → Delete Account. This deletes your account, active transaction data (including the agreements filed on those transactions), and Gmail-derived data tied to active transactions. Closed/terminated transaction records are unlinked from your account, kept for 30 days, and then permanently deleted; transactions and agreements created as a team member pass to a remaining teammate instead. If you are the coordinator of a team that still has other members, transfer the team or remove its members first — the deletion is refused until the team has someone else to own its deals.
• Cancel subscription: Settings → Account & Data Controls → Cancel Subscription. Account becomes read-only for 30 days, then is automatically deleted.
• Reactivate: During the 30-day grace period after cancellation, you can reactivate your account from Settings.
• Download your data: Settings → Your data → Download my data exports a portable, machine-readable copy of your personal data instantly. If you cannot access your account, email privacy@cloudcoordinator.io with your account email and we will respond within 30 days.
• Request data deletion if you cannot access your account: Email privacy@cloudcoordinator.io with subject “Data Deletion Request” and your account email. We will verify your identity and complete the deletion within 30 days.

If you are a California resident, you have additional rights under the CCPA/CPRA, including the right to know what personal information we collect and how we use it, the right to access and delete it, the right to correct inaccurate personal information, and the right not to be discriminated against for exercising those rights. Email privacy@cloudcoordinator.io to exercise these rights, and we will respond within 30 days. You may use an authorized agent to submit a request on your behalf.

How We Protect Your Data

CloudCoord protects user data through:

• AES-256 encryption at rest
• TLS 1.2+ encryption in transit
• Row-Level Security (RLS) policies enforced at the database layer, so tenant isolation is enforced independently of application code
• A five-layer document security pipeline including input sanitization, prompt injection detection, instruction boundaries, output schema validation, and rate limiting
• OAuth tokens stored encrypted; revocation flows fully implemented
• Hosted on professional cloud providers with SOC 2 Type II compliance
• Audit logging of security-relevant events

Security incidents. If we become aware of a security incident affecting your personal data, we will notify you without undue delay and in any event within 72 hours of confirming it, describe what we know at the time, and tell you what we are doing about it. Where we act as your processor for the personal data of third parties in your transactions, we will assist you with your own notification obligations.

See our Security page for additional detail.

Third-Party Services

CloudCoord shares data with the following service providers, each only to the extent needed to operate the service:

• OpenAI (OpenAI API) — our primary AI provider. Processes documents and emails to read and check them, generate transaction summaries, and draft communications for your review. Data sent to the OpenAI API is not used to train OpenAI’s models. OpenAI keeps API inputs and outputs in abuse-monitoring logs for up to 30 days, unless longer retention is required by law or is reasonably necessary to protect OpenAI’s services or others from harm. We turn off OpenAI’s optional storage of API responses, and we send documents with each request rather than storing files with OpenAI. To answer faster, OpenAI may hold parts of a request in an encrypted cache on its servers for up to 24 hours. See OpenAI’s data controls for details.
• Anthropic (Claude API) — our backup AI provider. If OpenAI is unavailable, or if we move work back to Anthropic, the same documents and emails are processed by Anthropic for the same purposes. Under Anthropic’s commercial terms, API inputs and outputs are not used to train their models and are automatically deleted within 30 days (retained longer only where required to enforce their usage policy or by law).
• Supabase — managed Postgres database, authentication, and encrypted file storage for your account and transaction data. SOC 2 Type II compliant.
• Vercel — application hosting and serverless compute. SOC 2 Type II compliant.
• Stripe — subscription payment processing. Card data is handled directly by Stripe; we never store full payment card numbers.
• Resend — delivery of transactional email: account and security notifications, and your briefing emails. A briefing summarizes your own transactions, so it carries property addresses, deadlines, and the text of open questions.

Each provider receives only the data needed to perform its function, under contractual data-protection terms. See our full sub-processor list for each provider’s purpose, the data it processes, its location, and its data-protection terms. We do not sell user data to any third party, and we do not share user data for advertising purposes.

Children's Privacy

CloudCoord is a professional tool for licensed real estate agents. The service is not directed to anyone under 18. We do not knowingly collect data from anyone under 18.

International Users

CloudCoord is operated from the United States, and the service is offered only to real estate professionals located in the United States. We do not offer CloudCoord in the European Union, the European Economic Area, or the United Kingdom, and this policy does not describe rights arising under the laws of those jurisdictions. We decline new sign-ups from outside the United States. If you access the service from outside the U.S., your data will be transferred to the U.S. Our sub-processors are U.S. companies, each engaged under contractual data-protection terms. Supabase, Vercel, Stripe, and Resend process data in the United States. Our AI providers, OpenAI and Anthropic, do not commit to a processing location for our account, so content they process may be handled outside the United States. See our sub-processor list for each provider’s location and terms.

Changes to This Policy

We will notify you of material changes to this policy by email and by posting a notice in the application at least 30 days before changes take effect.

Contact

For privacy questions or requests:

privacy@cloudcoordinator.io

For security issues:

security@cloudcoordinator.io

Cloud Coordinator, LLC
Vermont, United States — mailing address available on request via privacy@cloudcoordinator.io