Privacy Policy

1. Information We Collect

Information You Provide Directly

When you create an account, subscribe to our services, or contact us, we may collect:

• Account information: name, email address, phone number, brokerage name, and business address
• Payment information: credit card details and billing address (processed securely through Stripe; we do not store full card numbers)
• Team information: names, email addresses, and phone numbers of agents you add to your brokerage account
• Business information: brokerage market area, specialties, and CRM integration details

Information Collected Through Our Voice and SMS Services

LeadHandler provides AI-powered lead qualification services via voice calls and SMS on behalf of real estate brokerages. When a lead (prospective buyer or seller) communicates with our platform, we collect:

• Phone number of the lead
• Voice call recordings and transcripts of conversations between the lead and our AI voice assistant
• SMS message content exchanged between the lead and our AI assistant
• Lead qualification data extracted during voice and text conversations, including: stated budget, location preferences, buying or selling timeline, financing status, and intent level
• Consent records: timestamps and method of opt-in for communications
• Opt-out records: if a lead requests to stop receiving messages or calls

Information Collected Automatically

When you use our website or platform, we automatically collect:

• Device and browser information: IP address, browser type, operating system
• Usage data: pages visited, features used, time spent on the platform
• Cookies and similar technologies: to maintain sessions and improve user experience

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and manage your subscription
• Send AI-powered SMS messages to leads on behalf of your brokerage
• Qualify and score leads based on their responses
• Route qualified leads to appropriate agents
• Generate performance analytics and reports for your brokerage
• Send you service-related communications (billing confirmations, product updates, support responses)
• Comply with legal obligations

We use AI to analyze voice calls and SMS conversations solely to qualify leads (budget, timeline, area, intent, readiness) and secure a next step (consult/callback) on behalf of the brokerage.

We process voice call transcripts and SMS conversations solely to provide lead handling services on behalf of subscribed brokerages. We do not use voice or SMS content for advertising, marketing to leads on our own behalf, or any purpose unrelated to the lead qualification and routing services described herein.

3. SMS Messaging Terms

Consent for SMS Communications

LeadHandler sends SMS messages to leads on behalf of subscribed real estate brokerages. Leads provide consent to receive SMS messages through one or more of the following methods:

• Web form opt-in: By submitting their phone number through a brokerage's website, landing page, or lead capture form that includes SMS consent language
• CRM-originated leads: When a lead's information is sent to LeadHandler from a connected CRM (such as Follow Up Boss) where the lead previously provided consent to be contacted
• Inbound SMS: By texting the brokerage's LeadHandler phone number first, thereby initiating the conversation
• Third-party lead providers: Through lead sources such as Zillow, Realtor.com, or Facebook Lead Ads where leads have consented to be contacted by real estate professionals

All voice calls and SMS conversations are processed by AI to provide instant qualification and next-step commitment services.

Message Frequency

Message frequency varies based on the nature of the conversation. Leads can expect to receive automated SMS messages during the qualification process, which typically involves 3 to 10 messages per conversation. Follow-up messages may be sent if a lead does not respond, up to a maximum of 4 follow-up attempts over a 14-day period. Leads will not receive more than 5 messages per day from our system.

Message and Data Rates

Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

Opt-Out

Leads may opt out of receiving SMS messages at any time by replying STOP to any message received from a LeadHandler number. Upon receiving a STOP request, we will send one final confirmation message and immediately cease all automated messaging to that phone number. Leads may also text UNSUBSCRIBE, CANCEL, END, or QUIT to opt out.

Help

For help with our SMS services, leads may reply HELP to any message, or contact us at support@leadhandler.ai.

Opting Back In

Leads who have previously opted out may opt back in by texting START to the same number.

No Sharing of Mobile Information

We will never share, sell, rent, or disclose mobile phone numbers or SMS opt-in data with any third parties or affiliates for marketing or promotional purposes. This applies to all mobile information collected through our SMS messaging services. Mobile opt-in consent data will not be shared with any third parties at any time.

4. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

• With your brokerage: Lead conversation data, qualification results, and scores are shared with the brokerage account that the lead is associated with, and with agents assigned to that lead
• Service providers: We use third-party services to operate our platform, including:
  • Twilio for SMS messaging
  • OpenAI for AI-powered conversation processing
  • Retell for voice AI and call processing
  • Stripe for payment processing
  • Clerk for authentication
  These providers only receive the information necessary to perform their services and are contractually required to protect it
• Legal requirements: We may disclose information if required by law, regulation, or legal process
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction

5. Data Retention

• Account data: Retained for the duration of your active subscription and for 30 days after cancellation
• Lead conversation data: Retained for the duration of the brokerage's active subscription. Brokerages may request deletion of specific lead data at any time
• SMS opt-out records: Retained indefinitely to ensure we never message an opted-out lead
• Payment records: Retained as required for tax and accounting purposes

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encrypted data transmission (TLS/SSL)
• Encrypted storage of sensitive credentials (API keys, payment tokens)
• Role-based access controls ensuring agents only access their assigned leads
• Brokerage-level data isolation preventing cross-brokerage data access
• Regular security reviews

While we strive to protect your information, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate personal information
• Delete your personal information (subject to legal retention requirements)
• Opt out of SMS communications at any time by texting STOP
• Export your data in a portable format

To exercise these rights, contact us at support@leadhandler.ai.

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will delete it promptly.

9. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a revised “Last Updated” date. Your continued use of our services after changes are posted constitutes acceptance of the revised policy.

11. Contact Us

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

LeadHandler LLC
Email: support@leadhandler.ai
Legal inquiries: legal@leadhandler.ai
Website: https://leadhandler.ai

12. California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, contact us at support@leadhandler.ai.