Privacy Policy
Heartland Partners AI ("Company," "we," "us," or "our") develops AI-powered software and provides AI consulting services. This Privacy Policy describes how we collect, use, disclose, and protect information when you use our transaction coordination platform for real estate professionals (the "Service").
We may introduce a product name or dedicated website for the Service in the future. This policy applies to the Service regardless of branding or domain.
1. Information We Collect
When you use the Service, we collect information in the following categories:
- Account and profile information — your name, contact details, and professional information related to your real estate practice.
- Transaction information — information about real estate transactions you manage through the Service, including property details, key dates, financial terms, and contact information for transaction participants.
- Communications and documents — messages you send through the Service, communications we send or receive on your behalf, and transaction-related documents you upload, forward, or import from connected services.
- Technical and usage information — device and browser data, feature usage, and standard server logs (such as IP address and timestamps).
Information from connected services. When you link third-party tools (such as dotloop or Google Calendar), we access data only as you authorize through that service's permissions — for example, transaction documents, calendar events, or inbound email needed to operate the Service. We do not store your third-party login passwords. OAuth credentials are encrypted and used only to provide the Service.
2. How We Use Your Information
We use information collected through the Service to:
- Provide transaction coordination (deadline tracking, communications, and document management)
- Generate and send communications on your behalf to transaction participants
- Parse documents and messages to support coordination workflows
- Send you notifications about deal status, escalations, and deadlines
- Improve the Service and develop new features
- Comply with legal and regulatory obligations
We do not use your transaction data to train public AI models. Our AI providers process data on our behalf under contractual terms that restrict use of your data for model training.
3. Information Sharing
We do not sell your personal information. We share information only in these circumstances:
- Transaction participants: When you authorize coordination on a deal, we share relevant transaction information with parties involved in that transaction as part of the Service.
- Service providers (sub-processors): We use third-party services to operate the Service. These providers process data on our behalf under contractual obligations to protect your information. See the table below.
- Legal compliance: We may disclose information if required by law, regulation, subpoena, or legal process, or to protect the rights, safety, or property of the Company, our users, or others.
Sub-Processors
| Service | Purpose | Data Processed |
|---|---|---|
| Anthropic (Claude AI) | Document parsing, chat, and communication assistance | Text and content you submit through the Service |
| Resend | Email delivery and inbound processing | Email addresses, messages, and attachments |
| dotloop (Zillow Group) | Transaction and document sync (when you connect) | Authorized transaction and document data |
| Render | Hosting, database, and job scheduling | Application data |
| Twilio | SMS delivery (when enabled) | Phone numbers and message content |
| Cloudflare R2 | Document storage (when enabled) | Uploaded files and attachments |
| Stripe | Subscription billing (when enabled) | Billing and payment information |
| Make.com | Workflow automation for website form submissions | Contact details and message content submitted via heartlandpartners.ai |
| Cloudflare Turnstile | Bot protection on the company website contact form | Browser signals, IP, and behavioral data for verification |
We will update this list if we add or change sub-processors. Material changes will be reflected in an updated version of this policy.
4. Data We Do NOT Collect or Store
We intentionally design the Service to avoid collecting or storing:
- Social Security Numbers
- Bank account or routing numbers
- Wire transfer instructions or confirmation details
- Credit reports or scores
- Government-issued ID copies
If such information appears in a document you upload, we do not extract or retain it as structured data. You should not send wire instructions or sensitive financial credentials through the Service.
5. Data Security
We implement industry-standard security measures, including:
- Encryption in transit (TLS 1.2+)
- Encryption at rest for stored data (AES-256 or equivalent, per provider)
- Access controls (role-based access, per-customer data isolation)
- Secure credential storage (OAuth tokens encrypted; passwords hashed with bcrypt)
- Regular review of security practices as the Service matures
No method of transmission or storage is 100% secure. We cannot guarantee absolute security.
6. Data Retention
| Data Type | Retention Period | Reason |
|---|---|---|
| Transaction records and documents | 5 years from close date | State regulatory requirements (KREC/MREC) |
| Communication logs | 5 years from close date | Part of transaction record |
| Consent records | 5 years after last communication | TCPA and consent compliance |
| Account data | Duration of account + 1 year | Business continuity |
| Audit logs | 7 years | Security and accountability |
You may request deletion of your account and data, subject to legal retention requirements that require us to keep certain transaction records.
7. Your Rights
Depending on your location, you may have the right to:
- Access your personal data
- Correct inaccurate information
- Delete your account and associated data (subject to legal retention requirements)
- Export your data in a portable format
- Opt out of non-essential marketing communications from Heartland Partners AI
- Revoke third-party integration access at any time through your account settings
To exercise these rights, contact us at privacy@heartlandpartners.ai. We will respond within a reasonable timeframe and as required by applicable law.
8. Third-Party Integrations
When you connect third-party services (such as dotloop or Google Calendar), you authorize us to access data on those platforms as described during the connection process. We use that data only to provide the Service. You can disconnect integrations at any time in your account settings, which revokes our access to new data from that service.
We do not share your third-party credentials with any other service or user.
9. Communication Consent
The Service sends automated communications to transaction parties on your behalf, primarily by email. If SMS features are enabled in the future, similar consent and opt-out rules will apply to text messages.
Before contacting any party:
- Business contacts (such as lenders, title companies, and vendors) receive professional communications with opt-out instructions where required
- Consumer contacts (such as buyers and sellers) are contacted only after you confirm their consent
- Automated communications include opt-out mechanisms where required by law, and opt-out requests are honored promptly
You are responsible for ensuring you have appropriate authority and consent to authorize communications on behalf of your clients and transaction parties.
10. Children's Privacy
The Service is intended for licensed real estate professionals and their authorized staff. It is not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us at privacy@heartlandpartners.ai and we will delete it.
11. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify Service users by email or in-app notice before the changes take effect. The "Last Updated" date at the top of this policy will reflect the most recent revision. Continued use of the Service after changes constitutes acceptance of the updated policy.
12. Company Website (heartlandpartners.ai)
If you submit our contact form or request an AI Assessment on heartlandpartners.ai, we collect the contact information you provide and any details you include in your message. We use this information only to:
- Respond to your inquiry
- Schedule and deliver consulting services you request
- Send follow-up communications related to your request
We do not sell this information. We retain inquiry data for as long as needed to respond and maintain a business relationship, or as required for our records.
This website section is separate from the Service. Creating a consulting relationship with Heartland Partners AI does not automatically create a Service account.
13. Governing Law
This Privacy Policy is governed by the laws of the State of Kansas, United States, without regard to conflict-of-law principles.
14. Contact Us
For privacy-related questions, requests, or complaints: