Privacy Policy

This Privacy Policy explains how Cin Coast Realty ("we", "us", "our") handles personal information in CinOS, the customer relationship management service for real estate professionals available at cinos.ai and app.cinos.ai, together with the public pages, client portal, sign-in kiosk and other features that are part of it (the "Service").

Two roles: our subscribers and their clients

CinOS is software that real estate agents, teams and brokerages ("subscribers") use to run their business. We handle personal information in two different ways:

For our subscribers. We decide how we use information about subscribers and the members of their teams: for example to create and secure accounts, bill for the Service and provide support. Most of this policy describes that use.
On behalf of our subscribers. Subscribers use CinOS to keep track of their own clients and leads: home buyers, sellers, renters, open-house visitors and other people ("consumers"). We process that consumer information for the subscriber, on the subscriber's instructions, to provide the Service to them. The subscriber decides what to collect and how to use it, and the subscriber's own privacy notice applies to it.

If you are a consumer (for example, you signed in at an open house, filled in a form on an agent's property search or landing page, or use an agent's client portal), the agent or team you dealt with is responsible for your information. Please send questions and requests about it to that agent or team. If you contact us instead, we will pass your request to them and help them respond.

Information we collect about subscribers

Account information: your name, email address and password (our sign-in system stores passwords only in hashed form). If you sign in with Google, we receive your name, email address and profile picture from Google.
Profile and team information: details you add in Settings, such as your phone number, team or brokerage name, license number, office address, photos and logos, and the roles of your team members.
Billing information: payments are processed by Stripe. We do not receive or store full card numbers. Stripe gives us your plan, billing status, invoices and limited card details (card brand, last four digits and expiry date) and, where tax applies, billing address and tax details.
Records of your agreements: when you accept our Terms of Service and this Privacy Policy, agree to a subscription, or sign our Content Rights Acknowledgment, we keep a record of that agreement, including the date and time, the version you agreed to, your IP address and your browser's user agent. For the Content Rights Acknowledgment, the record also includes the name you type as your signature.
Connected services: when you connect another service (for example Gmail and Google Calendar, Dropbox, Twilio, Meta, Google Ads, LinkedIn, WordPress or your own AI provider), we store the access tokens or keys needed to run that connection on our servers.
Content you add: everything you and your team put into the Service, such as contacts, notes, tasks, listings, transactions, documents, messages, email and text campaigns, photos, videos and landing pages.
Technical and usage information: our hosting provider records technical details of requests to the Service, such as IP address, browser type and the pages or features requested. We also keep records of which account member saved changes and when, and earlier versions of account data, so changes can be reviewed and recovered.

We use subscriber information to provide, maintain and secure the Service; to sign you in and protect accounts; to bill you and send receipts, renewal and payment notices; to provide support; to send service, security and legal notices; to fix problems and improve the Service; and to comply with the law and enforce our Terms of Service.

Consumer information we process for subscribers

Depending on the features a subscriber uses, CinOS may process the following consumer information on the subscriber's behalf:

Public pages a subscriber publishes: property search pages, landing pages and similar pages collect what you enter in their forms (such as name, email address, phone number and message), the homes and searches you save, and the homes you view, and pass them to the subscriber. A subscriber can also add a CinOS form snippet to their own website, which sends the details you submit there to the subscriber's CinOS account.
Open-house sign-in: your name, phone number, email address and answers to the agent's questions. To catch typing mistakes, we may check with Twilio that a phone number is a real line, and check that your email's domain can receive mail. You must be 18 or older to sign in.
Client portal and electronic signatures: documents, uploads, messages, notes and offers you exchange with your agent, and when you open the portal or view a document or a shared home, so your agent can see that activity. When you sign a document electronically, we record your signature image, the name you type, the date and time, your IP address and your browser's user agent, as part of the signing record.
Text messages: messages sent to and from a subscriber's CinOS phone numbers, and replies such as STOP.
Email: messages sent through the Service and delivery events (such as bounces). When a subscriber connects their Gmail account, CinOS reads the messages between the subscriber and their contacts so they appear on the contact's record, sends email the subscriber writes, adds calendar events, and checks for replies so automated emails can stop.
Email engagement: email sent through CinOS may include a small image and links that pass through CinOS, so the sender can see whether a message was opened or a link was clicked. This is on by default, and each subscriber account can turn it off for its marketing email, its one-to-one email, or both.
Video messages: when a video message page is opened or played, the sender can see how many times.
Information subscribers enter: contact details, birthdays and anniversaries, the names of family members (such as a spouse or children), notes, transaction and property details, and, for some clients, financial profile details such as net worth, income and household size.

We use consumer information only to provide the Service to the subscriber it belongs to and as that subscriber instructs. We do not use it for our own marketing, and we do not sell it.

Cookies, local storage and advertising tags

The Service uses cookies and browser storage that are needed for it to work, such as the cookie that keeps you signed in. On public pages that a subscriber publishes, advertising tags from Meta and Google load only after a visitor chooses Accept in the privacy choices banner. A browser that sends a Global Privacy Control signal is treated as having said no. "Do Not Sell or Share My Personal Information" is available in the banner and through the Privacy choices button that stays on the page. The client portal never loads advertising tags. Our Cookie Notice describes all of this in detail.

Advertising features subscribers can turn on

Subscribers can connect their own advertising accounts (Meta, Google Ads and LinkedIn). When they do:

Lead details from a subscriber's public pages are sent to Meta's Conversions API only when the visitor accepted advertising cookies and their browser did not send a Global Privacy Control signal.
A subscriber can create advertising audiences from their contacts. Email addresses and phone numbers are hashed before they are uploaded. Contacts who unsubscribed, are opted out, are marked "no ad matching", or are flagged as minors are never uploaded, and are removed from audiences that were uploaded before.

AI features

Some features use artificial intelligence providers (OpenAI and Anthropic) to draft text, summarize or analyze information. When you use one of these features, or turn on an automated one (such as suggested or automatic text replies), the information needed for the task, such as contact notes, document text or images, and text message threads, is sent to the provider to produce the result. An account can choose to use its own AI provider key; that provider's terms with the account then apply.

We share personal information only as described in this policy:

Service providers that help us run the Service, under agreements that limit how they use the information:
- hosting and file storage: Vercel (including a separate private store for documents);
- database: Neon;
- payments: Stripe;
- email delivery: SendGrid and Postmark;
- text messaging and phone number checks: Twilio;
- AI: OpenAI and Anthropic;
- maps and address search: Mapbox (whose map software also sends usage data to Mapbox) and Google Maps.
Services a subscriber chooses to connect or use, which receive the information needed for that feature:
- Google (Gmail and Google Calendar), Dropbox and WordPress, for the subscriber's own mailbox, calendar, files and blog;
- Meta, Google Ads and Google Analytics, and LinkedIn, with the limits described above;
- Trestle (CoreLogic) for MLS listing data, and Omkar Cloud for Zillow property data on accounts where that feature is enabled;
- property and area information services (OpenStreetMap Nominatim, U.S. Census Bureau TIGERweb, Walk Score, FEMA flood maps and ArcGIS), which receive addresses or map locations;
- Gravatar, which receives a hashed email address when a user looks up a contact's profile picture;
- Hunter.io, which receives a contact's first and last name when a user looks up an email address with their own Hunter.io key;
- Goody, which receives a gift recipient's name and email address;
- Click2Mail, which receives recipient names and mailing addresses for printed mail;
- Unsplash, which serves some images shown in the app and receives your browser's IP address when it does.
The subscriber, for consumer information processed on their behalf, and members of their team according to the account's settings.
For legal reasons, when we believe in good faith that the law requires it, or to protect the rights, property or safety of our users, the public or us.
In a business transfer, such as a merger, acquisition or sale of assets, subject to this policy.

We do not sell personal information, and we do not share it with third parties for their own advertising.

Authorized CinOS personnel may access account data to provide support, operate and secure the service, or comply with law.

How we protect information

We use reasonable safeguards for the kind of information we handle, including:

encrypted connections (HTTPS);
access controls, so team members see only what their role and the account's settings allow, including per-person visibility of documents within a team;
a separate private storage store for documents, whose files are served only through signed-in, permission-checked requests.

No system is completely secure, and we cannot guarantee the security of information.

How long we keep information

We keep account information for as long as the account is active, and afterwards as needed to comply with legal obligations, resolve disputes and enforce our agreements.

When you change or delete something in the Service, earlier copies can remain for a period:

version history keeps earlier versions of account data for at least 30 days;
automatic monthly backups keep the 12 most recent monthly copies;
backups an account owner makes by hand, and safety copies made before a restore, are kept until they are removed.

To close your account or ask us to delete account data, contact us at the address below.

Your choices and rights

Access and correction: you can view and update most account information in the Service. The account owner can download a copy of the account's data in Settings.
Deletion: contact us to delete your account or account data.
Marketing email: email you receive from CinOS or from a subscriber through CinOS can be unsubscribed from with the link it contains.
Text messages: reply STOP to stop text messages from a subscriber's CinOS number.
Advertising on public pages: use the banner or the Privacy choices button, or turn on Global Privacy Control in your browser.

Depending on where you live (for example, in California), you may have the right to know what personal information we hold about you, to see a copy of it, to correct it or delete it, and to opt out of its sale or sharing for cross-context behavioral advertising or targeted advertising. We do not sell personal information. To make a request, email us at the address below. We may need to confirm your identity before we act, and you may use an authorized agent. We will not treat you differently for exercising these rights. If your request concerns consumer information a subscriber holds, we will refer it to that subscriber, as described above.

Children

The Service is not directed to children under 13, and we do not knowingly collect personal information from them. We do not ask for anyone's age. If we learn that we hold personal information from a child under 13, we delete it. The open-house sign-in is for people 18 and older. If you believe a child has given us information, please contact us.

Where information is processed

We are located in the United States. Our service providers may process information in the United States and other countries where they operate.

Changes to this policy

We may update this policy. The date at the top shows when it last changed. If we make material changes, we will tell subscribers through the Service or by email before they take effect.

Contact us

Cin Coast Realty
1650 Ximeno Ave
Long Beach, CA
Email: keegan@cincoastrealty.com