1. Introduction

Ethica AI ("Ethica," "we," "us," or "our") operates the Ethica service, an AI-powered assistant for real estate professionals. This Privacy Policy explains how we collect, use, and protect your personal information.

2. Information We Collect

Depending on how you use Ethica, we may collect information you provide directly or that is generated through your use of the service:

Account information (name, email, phone number)
Professional information (brokerage, real estate license number, states, counties served)
Voice recordings, transcripts, prompts, dictated entries, generated outputs, form entries, and transaction data
MLS/listing data used to verify or populate property-related transaction details
Audit logs, support records, device and account identifiers, and related usage metadata

3. How We Use Your Information

We use your information to:

Provide, operate, maintain, secure, support, troubleshoot, and improve Ethica
Process user instructions, form entries, drafts, and outputs
Maintain auditability and business records
Communicate with you about your account and our services
Support broker, C.A.R., compliance, security, dispute-review, and legal workflows where authorized or required
Comply with legal obligations
Enforce our Terms

We do not use user prompts, recordings, transcripts, transaction data, or outputs to train unrelated or external LLMs.

4. Data Sharing and Third Parties

We do not sell your personal data. We do not share your data with third parties for their marketing purposes.

We may share information with service providers and subprocessors that help us operate Ethica, such as hosting, storage, transcription, AI processing, communications, analytics, security, support, and email providers. These third-party vendors are:

Contractually obligated to protect your data to the same extent as Ethica
Prohibited from using your data for any purpose other than providing services to us
Required to maintain appropriate security measures

We may also disclose relevant records to authorized broker, brokerage administrator, C.A.R., support, compliance, security, legal, or other authorized representatives where appropriate for support, supervision, compliance, security, dispute review, legal obligations, or operation of the service.

5. Data Security

Your data is:

Encrypted in transit and at rest
Not used to train unrelated or external AI models
Retained as needed to operate the service, support users, maintain security and auditability, comply with legal obligations, and preserve appropriate business records

6. Legal Requests and Record Preservation

We may preserve, access, review, or disclose records when we believe it is reasonably necessary to comply with law, subpoena, court order, regulatory request, legal process, dispute-resolution needs, security investigations, enforcement of our Terms, or protection of the rights, safety, or property of Ethica, users, brokers, C.A.R., or others.

7. Retention and Deletion

Ethica records are retained as needed to operate the service, support users, maintain security and auditability, comply with legal obligations, and preserve appropriate business records. Deletion requests may be limited where retention is required or appropriate for legal, compliance, audit, security, dispute-resolution, operational, backup, or business-record purposes.

8. MLS/Listing Data

In Ethica, MLS/listing data is used only as needed to verify or populate property-related transaction details and is not offered as a searchable MLS interface. Ethica does not store listing data except as reflected in forms, drafts, logs, or records created through the service.

9. Your Rights

You may request to:

Access the personal data we hold about you
Correct inaccurate data
Delete your data, subject to identity verification and limitations required or appropriate for legal, compliance, audit, security, dispute-resolution, operational, backup, or business-record purposes

10. Changes to This Policy

We may update this policy periodically. We will notify you of material changes via email or through our services.

11. Contact Us

Questions? Contact us at support@heyethica.com