Privacy Policy

Effective September 2026 · Draft pending legal review

1. Who we are & what this covers

ClientSpine ("we," "us") provides software that helps real estate agents and property managers ("Subscribers") keep their clients informed through branded portals, emails, and text messages. This policy explains what information we collect through our website and platform, how we use it, and the choices you have.

2. Two kinds of people, two kinds of data

Subscriber data. When you create an account, we collect your name, email, phone, company details, and billing information, plus how you use the platform (log data, device and browser information).

Client data. Subscribers enter information about their own clients — names, contact details, transaction milestones, dates, documents, and communication preferences. We process this information on the Subscriber's behalf and at their direction, to operate their portals and send their notifications. Subscribers are responsible for having the right to share the client information they enter.

Client activity data. The service also records limited activity connected to a client's use of their portal and their communications — such as which emails were opened, which documents were viewed or downloaded, when the client signed into their portal, and the delivery status of text messages. This data is created automatically by the service and is shown to the Subscriber's team so they know what their client has seen (see section 5).

3. How we use information

• To provide, maintain, and improve the service — portals, notifications, automations, and reports
• To send emails and text messages on a Subscriber's behalf to clients who have been given portal access
• To support Subscribers, process payments, and communicate about the service
• To protect the security and integrity of the platform

We do not sell personal information, and we do not use client data for advertising.

4. Text messages

Text messages are opt-in for end clients. We record when and how consent was given, honor STOP requests immediately, and limit texting to key updates. Message and data rates may apply. Subscribers are responsible for obtaining appropriate consent from their clients.

5. Activity tracking — emails, documents & portal visits

To let Subscribers confirm their clients have seen important updates, the service records limited activity automatically:

• Email opens. Emails sent through the service contain a small, invisible image (an "open-tracking pixel"). When the recipient's email app loads images, our server records that the message was opened and the first time it was opened. The pixel does not collect an IP address, location, or device information, and open counts can undercount recipients whose email app blocks images.
• Portal & document views. When a client signs into their branded portal using their secure link, we record the visit and a last-activity timestamp. When a client opens or downloads a document in their portal, we record that too. These receipts — including the client's name and the time — are visible to the Subscriber's team in their dashboard and appear in the client's portal activity log.
• Text messages. For text messages sent with client consent, we record delivery status and opt-out choices (see section 4).

Activity receipts are used only to operate the service and to show Subscribers and their clients what has been seen. We do not use them for advertising, and the open-tracking pixel does not track browsing across other websites.

Our public website uses privacy-respecting, cookie-free analytics that report aggregate visitor counts only.

6. Documents & document scanning

Uploaded documents. Documents added to a portal for a client to view (for example, a lease, settlement statement, or showing report) are stored on our servers, visible to the client and to the Subscriber's team with portal access, and remain until the Subscriber removes them or they are deleted under the retention policy below.

Scanning. The optional document scan tool lets Subscribers pull structured details (for example, from a lease or settlement statement) out of an uploaded PDF. The uploaded document is processed in memory only: no copy of the file, and no copy of its text, is saved to our servers or database. Only the fields the Subscriber reviews and approves are written to their records, alongside a log entry noting that a scan occurred.

To read scanned or image-based documents (and to structure text), document content is processed entirely on our own servers using local optical character recognition. No document content is transmitted to any third-party service — all processing stays within the same controlled environment where your other portal data is stored.

7. When we share information

We share information only with service providers who help us run the platform (such as hosting, email and SMS delivery, and payment processing), when required by law, or in connection with a business transfer. Service providers may use the information only to provide services to us.

8. Retention & deletion

We keep information while an account is active and as needed for legal and operational purposes. When an account closes, Subscribers have 30 days to export their data, after which we delete or de-identify it within a reasonable period. Subscribers and their clients may request deletion at any time using the contact below.

9. Security

We use reasonable technical and organizational measures to protect information, including encrypted connections and access controls. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Your rights & choices

You may access, correct, or delete your information, and opt out of non-essential communications, by contacting us. Depending on where you live, you may have additional rights under state privacy laws; we honor verified requests as required by applicable law. Clients of Subscribers may also contact the Subscriber directly, who controls their data.

Activity receipts are kept for the benefit of the Subscriber who operates your portal. If you have questions about what your real estate professional can see about your activity, you can ask them or contact us using the details in section 12.

11. Children

The service is built for real estate professionals and is not directed to children under 13. We do not knowingly collect information from children.

12. Changes & contact

We may update this policy and will post the new effective date here, with notice for material changes. Questions or requests: call or text 984-244-0968.