Privacy Policy
1. Introduction
This Privacy Policy explains how RealMortgagePro ("RealMortgagePro," "we," "us," or "our") collects, uses, shares, and protects information in connection with our mortgage customer relationship and automation platform (the "Service"). The Service is intended for use by licensed mortgage professionals, brokerages, and their authorized team members ("Users" or "you"). By creating an account or using the Service, you agree to this Privacy Policy.
This Policy applies to information processed through our website, web application, and related services. It does not apply to third-party websites, products, or services we do not control, even if we link to them.
2. Roles: Controller and Processor
Mortgage professionals using the Service manage personal information about their borrowers, referral partners, real estate agents, and other business contacts ("Borrower Data"). For that information:
- You (the loan officer, brokerage, or team account holder) act as the data controller — you decide what Borrower Data enters the platform, why, and how long it stays there.
- RealMortgagePro acts as a data processor — we process Borrower Data on your behalf solely to provide the Service.
For information about you as a User (account, billing, usage), RealMortgagePro acts as the controller, and that information is covered by this Policy directly.
3. Information We Collect
3.1 Information you provide about yourself
- Account information: name, email, phone number, password, brokerage, NMLS ID, state licensing, team role.
- Billing information: payment method, billing address, and transaction history, processed by our payment processor (we do not store full card numbers).
- Communications: messages you send to support, feedback, survey responses, and demo requests.
3.2 Borrower and contact data you upload or import
- Borrower name, email, phone, mailing address, property address.
- Loan characteristics you choose to store: original loan amount, current rate, loan term, close date, loan type, property value, estimated equity.
- Referral partner and real estate agent contact details and relationship tags.
- Notes, tags, and custom fields you add.
You are responsible for ensuring you have the legal right and any necessary consents to upload and use this information within the Service.
3.3 Information from third-party integrations
When you connect the Service to a loan origination system or other tool, we receive data that system shares with us at your direction. Examples:
- Encompass (ICE Mortgage Technology): loan milestone events, borrower record fields, pipeline status updates via webhook.
- FRED API (Federal Reserve Economic Data): publicly published mortgage rate data we use to power rate monitoring. No personal information is exchanged with FRED.
- Property data providers: public or licensed property value and market data we use to estimate equity.
3.4 Information collected automatically
- Usage data: pages viewed, features used, clicks, time on page, referring URL.
- Device and log data: IP address, browser type and version, operating system, device identifiers, timestamps.
- Engagement events: email opens, email clicks, SMS delivery status, reply detection — captured to power Smart Alerts, sequence pausing, and dashboards.
- Cookies and similar technologies: see Section 8.
4. How We Use Information
We use information to:
- Provide, operate, secure, and maintain the Service.
- Detect automation triggers (rate drops, equity thresholds, anniversaries, ARM horizons, milestone updates) and send the emails, SMS, and alerts you have configured.
- Route outbound communications through your chosen providers and honor suppression, bounce, and complaint signals.
- Personalize the Service for you and your team (dashboards, follow-up queues, reminders).
- Process payments, manage subscriptions, and send billing or transactional notices.
- Respond to support requests and communicate about product updates.
- Measure and improve performance, diagnose issues, and develop new features.
- Enforce our Terms of Service, prevent abuse, and comply with legal obligations.
5. Legal Bases for Processing (where applicable)
Where required by applicable law (for example, in the European Economic Area, United Kingdom, or similar jurisdictions), we rely on the following legal bases:
- Contract: to provide the Service you requested.
- Legitimate interests: to secure, maintain, and improve the Service, and to communicate with Users.
- Consent: where required (for example, certain cookies or marketing communications).
- Legal obligation: to comply with applicable laws and regulations.
6. How We Share Information
We do not sell personal information. We share information only as described below:
6.1 Service providers (sub-processors)
We use trusted vendors to operate the Service. Representative categories and providers include:
- Cloud hosting and database: Supabase (and the underlying cloud infrastructure it runs on).
- Transactional email delivery: Resend.
- SMS delivery: a licensed telecommunications provider.
- Payment processing: a PCI-compliant payment processor.
- Analytics and error monitoring: anonymized product analytics and crash reporting tools.
Sub-processors are contractually required to use the information only to provide services to us and to protect it in a manner consistent with this Policy.
6.2 At your direction
We share information with third-party systems (for example, your loan origination system, your CRM, or a configured webhook endpoint) when you enable those integrations.
6.3 Legal, safety, and enforcement
We may share information if we believe, in good faith, that disclosure is required by law, subpoena, or legal process; is necessary to protect the rights, property, or safety of RealMortgagePro, our Users, or others; or is needed to investigate fraud or security incidents.
6.4 Business transfers
If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction. We will notify Users of any change in ownership or use of information.
6.5 Aggregated or de-identified information
We may share aggregated or de-identified information that cannot reasonably be used to identify you or any individual.
7. Borrower Data and Communications Compliance
When you use the Service to send emails, SMS, or other communications to borrowers and contacts, you are responsible for:
- Obtaining and maintaining all consents required by applicable law, including the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, state-level mini-TCPA statutes, and any applicable opt-in and opt-out requirements.
- Honoring unsubscribe, STOP, and suppression requests. The Service provides automatic bounce and complaint suppression, but you remain the sender of record.
- Providing accurate sender identification and including any legally required disclosures.
If a borrower contacts us directly to exercise privacy rights regarding their information, we will typically refer them to you as the controller of that information, and we will assist you in responding as reasonably required.
8. Cookies and Similar Technologies
We use cookies and similar technologies to:
- Keep you signed in.
- Remember preferences.
- Understand how the Service is used and improve it.
- Protect against fraud and security threats.
You can control cookies through your browser settings. Disabling some cookies may affect how the Service functions.
9. Data Retention
We retain information for as long as your account is active or as needed to provide the Service. When you close your account, we will delete or de-identify your content within a commercially reasonable period, except where retention is required for legal, regulatory, tax, accounting, fraud prevention, or dispute resolution purposes. Backup systems may retain information for additional limited periods until overwritten.
10. Security
We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit, encrypted storage, role-based access controls, least-privilege service credentials, logging and monitoring, and regular security reviews. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.
11. Your Privacy Rights
11.1 All Users
You can review and update your account information at any time from within the Service, export your data, and request account deletion by contacting us at privacy@realmortgagepro.com.
11.2 California residents (CCPA/CPRA)
If you are a California resident, you have rights to know what personal information we collect, to access and delete personal information, to correct inaccurate personal information, and to opt out of the "sale" or "sharing" of personal information. We do not sell personal information. To exercise these rights, contact privacy@realmortgagepro.com. We will not discriminate against you for exercising your rights.
11.3 Residents of other U.S. states with comprehensive privacy laws
If your state grants privacy rights (including, without limitation, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, and similar states), you may exercise rights comparable to those described above by contacting us at the address listed in Section 16.
11.4 EEA, UK, and Swiss residents
If you are located in the European Economic Area, United Kingdom, or Switzerland, you may have rights to access, correct, delete, restrict, or object to processing of your personal data, and to portability. You can exercise these rights by contacting privacy@realmortgagepro.com. You also have the right to lodge a complaint with a supervisory authority.
12. Children's Privacy
The Service is not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, contact us and we will take appropriate steps to delete it.
13. International Data Transfers
RealMortgagePro is based in the United States, and our service providers may process information in the United States or other countries. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) for cross-border transfers.
14. Third-Party Links and Services
The Service may contain links to third-party websites or integrate with third-party services. Those third parties operate under their own privacy policies. We are not responsible for their practices.
15. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the Service or by email. The "Last updated" date at the top of this page reflects the latest revision. Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.
16. Contact Us
If you have questions about this Privacy Policy or our practices, contact us at:
RealMortgagePro
Email: privacy@realmortgagepro.com
Support: support@realmortgagepro.com