Privacy Policy

Effective: [EFFECTIVE DATE]

iXanadu's Transact is run by [COMPANY] ("we"). It helps real-estate transaction coordinators manage home sales. This page says what data we hold, why, and who else sees it.

Who this covers

Our customers are businesses ("Accounts"). For data about people in a deal (buyers, sellers, agents, lenders), the Account is in charge and we process it for them.

What we collect

• Account and user details: name, email, business name, region, time zone, password (stored hashed), and when you accepted these terms.
• Transaction data you enter: Files for each sale: property address, dates, deadlines, tasks, deal facts, and the people on the deal.
• Contacts: names, companies, titles, license numbers, emails, phone numbers, mailing addresses, notes and texting preferences.
• Documents you upload: contracts and other deal papers, plus the fields we read from them.
• Messages: letters and emails sent through the service, and a record of each send.
• Support and assistant chats: what you write to support or to the in-app assistant.
• Technical data: IP address and sign-in activity (used to block abuse), and an activity log of changes.

Why we use it

To run the service: track deals, send the emails you approve, secure your Account, give support, stop abuse. We do not sell personal data or use it for ads.

Who we share it with

Only service providers that help us run iXanadu's Transact, and only what they need:

• xAI: AI that reads uploaded contracts and powers the in-app assistant and support replies (see "AI" below).
• Postmark: delivers our email.
• Google: only if you connect your Gmail (see below).
• Your partner phone system: only if your Account connects one. Contacts and short deal-activity notes (never email bodies) sync as your Account sets them.
• [CAPTCHA PROVIDER: Cloudflare Turnstile — CONFIRM]: checks sign-ups are from real people.
• [HOSTING PROVIDER] and [OBJECT STORAGE PROVIDER]: run our servers and store uploaded files.

We also disclose data when the law requires it, or to a buyer of our business under these terms.

AI

We send contract text and page images to xAI to read key dates and terms, and we send file details (names, roles, dates, deal facts, property address) to xAI for the assistant, and the text of support requests to draft replies. These calls use a zero-data-retention key: xAI does not keep the data and does not train on it. AI output is a suggestion. A person reviews it before anything is saved or sent.

Google user data

If you connect your Gmail, we ask Google for your email address and permission to send email as you. We use that only to send the letters and emails you approve from your own address. We do not read your inbox. [CONFIRM: if inbox reading is added later, add it here first.] Your Google tokens are stored encrypted. You can disconnect at any time in settings, and we revoke the token.

iXanadu's Transact's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How long we keep it

We keep Account data while the Account is open. Support and assistant AI content is deleted after 90 days. After an Account closes, we delete its data within [NUMBER] days, except what the law makes us keep. Backups roll off within [NUMBER] days.

Security

Each Account's data is walled off from other Accounts, traffic is encrypted, and secrets are stored encrypted.

Your rights

You can ask to see, correct, export or delete your personal data. Email [CONTACT_EMAIL]. If your data is in someone else's Account (for example, you are a buyer on a File), we will pass your request to that Account. We answer within [NUMBER] days.

Cookies

We use only the cookies needed to keep you signed in and to protect forms from forgery. [CONFIRM: the captcha provider may set its own security cookie on the sign-up page.] No tracking or ad cookies.

Children

iXanadu's Transact is for business use. It is not meant for anyone under 18, and we do not knowingly collect data from children.

Changes

If we change this policy, we post the new version here and update the date. For big changes we email Account owners first.

Contact

[COMPANY], [CONTACT_EMAIL]