1. What information we collect
Information you provide. When you register or use the Services, we collect personal information that you voluntarily provide, which may include your name, phone number, email address, job title, brokerage or team affiliation, role, real estate license number, username, password, contact preferences, and billing address. All personal information you provide must be true, complete, and accurate, and you must notify us of any changes.
Transaction content. To coordinate a closing, you and your clients provide property addresses, contract dates, purchase prices, contingency terms, party contact details, uploaded disclosures and addenda, communications, and e-signature records. We treat this transaction content as confidential and process it only to operate the Services on your behalf, as described in the section on our roles below.
Payment data. We may collect data necessary to process your payment if you make purchases, such as your payment instrument number and the security code associated with it. All payment data is handled and stored by Stripe; their privacy notice is available at stripe.com/privacy.
Information collected automatically. We automatically collect log and usage data when you visit or use the Services, such as your IP address, browser and device characteristics, operating system, referring URLs, pages and files viewed, searches, feature usage, date and time stamps, and error reports, along with cookie identifiers used to keep you signed in and remember your preferences. We do not collect precise geolocation data; a general location may be inferred from your IP address.
Sensitive information. Outside of the documents and details you choose to store in your transaction files, which we process on your organization’s behalf, we do not collect or process sensitive personal information.
Connected accounts and Google API. If you connect an email or calendar account to the Services, we access messages and events only as needed to provide the features you enable. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
2. How we process your information
We process your information to provide, improve, and administer the Services, including to: create and manage accounts and authentication; deliver the transaction coordination features you request, such as generating deadline timelines, sending reminders, routing documents for signature, and producing closing packets and reports; enable communications among the participants you add to a file; respond to inquiries and provide support; and send administrative information about your account, our products, and changes to our terms and policies.
We also process information to keep the Services safe and secure, including fraud monitoring and prevention; to identify usage trends and evaluate and improve the Services; to comply with our legal obligations and respond to legal requests; and, where consistent with your preferences, to send marketing communications. You can opt out of marketing at any time.
We do not sell personal information, we do not process personal information for targeted advertising, and we do not use your transaction content to train third-party advertising models.
3. Legal bases
Where data-protection law such as the GDPR applies, we process personal information only when we have a valid legal basis: performance of our contract with you to deliver the Services, your consent for optional features and marketing where required, compliance with our legal obligations, and our legitimate interests in securing the platform, preventing abuse, and improving the product, balanced against your rights and freedoms.
Where we rely on consent, which may be express or implied depending on applicable law, you may withdraw it at any time by contacting us. Withdrawal does not affect the lawfulness of processing before it, nor processing conducted on other lawful grounds.
6. AI products
The Services offer products, features, and tools powered by artificial intelligence, machine learning, and similar technologies (collectively, "AI Products"), including automated document generation, deadline and timeline assistance, summaries, drafting, and voice features. AI Products generate their outputs automatically from the information in your files, and outputs are provided for your review as described in our Terms of Service.
We provide AI Products through third-party AI service providers, including Anthropic, ElevenLabs, and Google. Your inputs, outputs, and related personal information are shared with and processed by these providers as necessary to operate the AI Products, under agreements that restrict their use of the data, and we do not permit them to use your transaction content to train their generally available models. You must not use the AI Products in any way that violates the terms or policies of any AI service provider.
7. Our roles: brokerage & YayTrack
Where you use YayTrack as part of a brokerage or team, that organization decides how the transaction content in its files is used, and it acts as the controller (or "business") for that data. YayTrack processes it on the organization’s behalf as a processor (or "service provider"). Information about buyers, sellers, and other parties inside a transaction file is handled this way.
If you send us a request about personal information held in an organization’s files, we will refer the request to that organization and support it in responding. For the account, billing, and usage information described above, YayTrack is the controller and this Policy applies directly.
8. Data retention
We keep personal information for as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law. Because real estate transactions are subject to brokerage record-retention rules, completed files, documents, and their audit trails may be retained for the period required by applicable law and your brokerage policy, even after your account closes.
If you cancel your subscription, your transaction records remain read-only and exportable for 90 days, after which they may be deleted in accordance with our standard schedule unless a longer retention period is legally required. When we have no ongoing legitimate business need to process your personal information, we will delete or anonymize it, or, if that is not possible, securely store it and isolate it from further processing until deletion is possible.
9. Security
We protect information using appropriate and reasonable technical and organizational measures, including encryption in transit and at rest, role-based access controls, scoped per-file permissions, and a time-stamped audit trail of uploads, edits, and approvals. Access to production systems is limited to authorized personnel and logged.
No electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise that hackers, cybercriminals, or other unauthorized third parties will never defeat our security. Transmission of personal information to and from the Services is at your own risk; access the Services within a secure environment and keep your account credentials confidential.
10. Information from minors
We do not knowingly collect, solicit data from, or market to children under 18 years of age. By using the Services, you represent that you are at least 18. If we learn that personal information from a user under 18 has been collected, we will deactivate the account and take reasonable measures to promptly delete the data from our records. If you become aware of any data we may have collected from children under 18, contact us at contact@yaytrack.com.
11. Your rights & choices
You may review, change, or terminate your account at any time by logging in to your account settings. Upon a termination request, we will deactivate or delete your account and information from our active databases, subject to the retention section above; we may retain some information to prevent fraud, troubleshoot problems, assist with investigations, enforce our legal terms, and comply with applicable legal requirements.
You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in our emails, replying "STOP" to our SMS messages, or contacting us. We may still send you service-related messages necessary for the administration and use of your account. No mobile opt-in information is shared with third parties or affiliates for marketing or promotional purposes.
If we are relying on your consent to process personal information, you have the right to withdraw it at any time by contacting us, without affecting the lawfulness of prior processing. If you have questions or comments about your privacy rights, email us at contact@yaytrack.com.
12. Do-Not-Track & Global Privacy Control
Most web browsers and some mobile operating systems include a Do-Not-Track ("DNT") feature. No uniform technology standard for recognizing and implementing DNT signals has been finalized, so we do not currently respond to DNT browser signals. California law requires us to state how we respond to them: because there is no industry or legal standard, we do not respond to DNT signals at this time. If a standard we must follow is adopted, we will describe it in a revised version of this Policy.
We do recognize and honor Global Privacy Control (GPC) signals. If your browser or extension broadcasts GPC, we treat it as a valid request to opt out of any sale or sharing of your personal information under applicable state privacy laws, applied automatically without further action from you. To learn more about GPC or enable it, visit globalprivacycontrol.org.
13. US state privacy rights
If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have specific rights regarding your personal information under your state’s law, described in this section. These rights are not absolute and may be limited in some circumstances by applicable law.
Categories we collect. In the past twelve months we have collected the following categories of personal information: identifiers, such as name, email address, phone number, account name, and IP address; personal information as described in the California Customer Records statute, such as name, contact information, and payment information; commercial information, such as subscription and payment history; internet or similar network activity, such as log data and interactions with the Services; professional or employment-related information, such as brokerage affiliation, role, and real estate license number; and audio or electronic information, such as recordings of voice interactions if you use voice features.
We do not collect biometric information, precise geolocation data, protected classification characteristics, education information, inferences used to profile consumers, or sensitive personal information, and we do not use personal information for profiling in furtherance of decisions that produce legal or similarly significant effects. We retain each category as described in the data retention section above.
We do not sell personal information, we have not sold or shared personal information for cross-context behavioral advertising in the preceding twelve months, and we will not do so. We disclose personal information to service providers under written contracts as described in the sharing section above.
Depending on your state, your rights may include: the right to know whether we are processing your personal data; the right to access it; the right to correct inaccuracies; the right to request deletion; the right to obtain a copy of the personal data you previously shared with us; the right to non-discrimination for exercising your rights; and the right to opt out of targeted advertising, sales, or profiling, which, as described above, we do not engage in. Some states provide additional rights, such as obtaining a list of the categories or specific third parties to which personal data has been disclosed.
To exercise your rights, email us at contact@yaytrack.com describing your request and your state of residence. We honor GPC opt-out signals as described above. You may designate an authorized agent to make a request on your behalf; we may deny a request from an agent who does not submit proof of valid authorization. For personal information held inside a brokerage’s transaction files, we will refer your request to that organization as described in the section on our roles.
Upon receiving your request, we will verify your identity using the information already maintained by us, requesting additional information only as needed for verification, security, or fraud prevention. If we decline to take action on your request, you may appeal by emailing contact@yaytrack.com; we will inform you in writing of the action taken or not taken and the reasons for it, and if your appeal is denied, you may submit a complaint to your state attorney general.
14. Updates to this Policy
We may update this Policy from time to time. The updated version will be indicated by a revised "Last updated" date at the top of this Policy. If we make material changes, we will notify you by prominently posting a notice of the changes or by sending you a notification directly. We encourage you to review this Policy frequently to stay informed of how we are protecting your information.
15. Contact & data requests
If you have questions or comments about this Policy, or wish to review, update, or delete the personal information we have collected from you, email us at contact@yaytrack.com or write to FLOWVERSE HOLDINGS LLC, 2 S Biscayne Blvd, Miami, FL 33131, United States. You may also call +1 240-616-4441. We will consider and act upon any request in accordance with applicable data-protection laws.
Questions about your privacy? Our team is happy to help.