Privacy Policy

Last updated: July 18, 2026

The Guided Office (“The Guided Office,” “we,” “us,” or “our”) provides real estate CRM, marketing, website, communications, reporting, and operations software for brokerages, teams, agents, and related real estate professionals.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you use:

• The Guided Office application and dashboard.
• The Guided Office marketing website.
• Public real estate websites, landing pages, inquiry forms, saved-search tools, listing-alert tools, or other client-facing pages powered by The Guided Office.
• Integrations, APIs, automations, and connected provider services made available through The Guided Office.

If you use The Guided Office on behalf of a brokerage, team, company, or other organization, that organization may control certain data and settings in its workspace.

1. Information We Collect

Account and Workspace Information

We may collect:

• Name.
• Email address.
• Phone number.
• Login and authentication information.
• Organization, brokerage, team, role, permissions, and workspace membership.
• Profile details, service areas, preferences, and settings.
• Billing contact information, where applicable.
• Support requests and communications with us.

CRM, Contact, Lead, and Transaction Information

Users may enter, import, or generate information about contacts, leads, clients, vendors, partners, recruits, transactions, listings, marketing activity, and business operations, including:

• Names, emails, phone numbers, addresses, and communication preferences.
• Lead source, inquiry details, lifecycle stage, owner, assigned agent, relationship role, tags, segments, notes, tasks, and next actions.
• Activity timeline records, calls, emails, SMS records, appointments, reminders, open-house activity, saved searches, favorites, listing alerts, website behavior, and marketing interactions.
• Listing, transaction, checklist, deadline, party, document metadata, commission estimate, and closing-related information.
• Import records, dedupe review decisions, routing decisions, assignment history, audit logs, and reporting evidence.

Public Website Visitor and Inquiry Information

When someone visits or uses a public real estate website powered by The Guided Office, we may collect:

• Inquiry form submissions.
• Saved-search registrations.
• Listing alert signups.
• Favorite or saved property activity.
• Seller valuation or CMA request information.
• Event RSVP or open-house information.
• Page views, clicks, referring URLs, UTM parameters, approximate location, device/browser data, IP address, and cookie or similar identifiers.

The brokerage, team, or agent operating the public site may also have its own privacy policy. Public site visitors should review that policy as well.

Communications Information

Depending on workspace settings and provider readiness, The Guided Office may process communication-related information, including:

• Email metadata.
• SMS records.
• Direct-mail preparation records.
• Delivery attempts, provider status, bounces, complaints, opt-outs, suppression status, and consent records.
• Message drafts, campaign review records, templates, and approved content.

Unless explicitly enabled and disclosed in the product, The Guided Office does not store Gmail or Outlook message bodies.

Integration Information

If you connect or configure integrations, we may collect provider account metadata, selected resources, connection health, sync logs, provider identifiers, external mappings, provider readback evidence, error states, and related audit records.

Integrations may include, now or in the future:

• Google services such as Gmail, Google Calendar, Google Analytics 4, Google Search Console, Google Business Profile, Google Ads/Data Manager, Google Local Services Ads, and related Google provider tools.
• Microsoft services such as Outlook and Microsoft Calendar.
• Email providers such as Postmark or Amazon SES.
• SMS providers such as Plivo.
• Direct-mail providers such as Lob.
• MLS/IDX/RESO providers, including Spark/FBS-style feeds where configured.
• Lead sources and portals such as Zillow, Realtor.com, Homes.com, Opcity/ReadyConnect, Facebook Lead Ads, Google lead forms, Google LSA, and similar providers.
• Social platforms such as Facebook, Instagram, LinkedIn, YouTube, TikTok, X, Pinterest, and Google Business Profile, where supported.
• Advertising platforms such as Meta Ads, Google Ads/Data Manager, Microsoft Ads, Yelp, Nextdoor, TikTok Ads, and LinkedIn Ads, where supported.
• Transaction platforms such as Dotloop and SkySlope.
• Billing providers such as Stripe.
• Automation and developer platforms such as Zapier, Make, public APIs, and webhooks.
• Accounting, finance, reporting, or business operations providers where configured.

Some integrations may be unavailable, manual-only, sandbox-only, read-only, metadata-only, provider-gated, or disabled until required setup and approvals are complete.

AI-Assisted Features

The Guided Office may offer optional AI-assisted features to draft, summarize, classify, or help review content. AI features are intended to assist users and are not the primary system of record for routing, ownership, compliance, publishing, reporting, or provider actions.

Depending on enabled features, AI inputs may include selected CRM records, notes, timeline summaries, campaign drafts, public-page drafts, routing diagnostics, reporting labels, or other user-selected business context. AI-generated output may be stored only after user review or acceptance where the product requires review.

We do not use Google user data to train generalized AI models.

2. How We Use Information

We use information to:

• Provide, operate, secure, and improve The Guided Office.
• Create and manage user accounts, workspaces, permissions, and settings.
• Support CRM workflows, contact management, lead routing, next actions, appointments, listings, transactions, marketing, public websites, reporting, and operations.
• Process public inquiries and route them to the appropriate workspace, team, pond, or user.
• Show activity timelines, audit history, provider readiness, and data-quality labels.
• Run imports, dedupe checks, mapping reviews, sync logs, provider diagnostics, and integration health checks.
• Prepare, review, send, or record communications where provider and consent gates allow.
• Support billing, subscriptions, invoices, payment metadata, and customer portal access where configured.
• Detect, prevent, and investigate abuse, security incidents, errors, unauthorized access, fraud, and policy violations.
• Provide customer support.
• Comply with legal obligations.
• Generate aggregate, deidentified, or operational analytics.

3. Google User Data

If you connect a Google account, The Guided Office may access Google data only for the specific feature you enable.

Gmail

The Guided Office may access Gmail metadata such as:

• Sender and recipient information.
• Subject.
• Snippet.
• Message ID.
• Thread ID.
• Timestamps.
• Attachment presence metadata.

We do not store Gmail message bodies or Gmail attachment files unless a future feature is separately disclosed, approved, enabled, and consented to.

We do not use Gmail data to send email, mutate mailbox state, mark messages read or unread, archive messages, label messages, delete messages, or train generalized AI models.

Google Calendar

The Guided Office may access Google Calendar information such as:

• Calendar list metadata.
• Selected calendar ID and name.
• Event title, start/end time, timezone, location, attendees, RSVP metadata, provider event ID, and related event metadata.

Calendar data may be used for appointment evidence, review reminders, availability checks, contact or transaction linking, and provider readback where enabled.

Calendar write-back, event updates, event cancellations, reminders, two-way sync, or provider-confirmed appointment claims are available only when the product shows that the specific capability is enabled, reviewed, and supported by provider evidence.

Google Analytics 4

The Guided Office may access GA4 read-only property/account metadata and aggregate website analytics, where enabled. GA4 data may include aggregate page, source, medium, landing page, session, user, and page-view metrics.

We do not store raw user-level GA4 analytics data.

Google Search Console

The Guided Office may access Search Console read-only verified site metadata and aggregate search performance data, where enabled. This may include aggregate query, page, click, impression, click-through-rate, average position, and site/index coverage summaries.

Google API Limited Use

The Guided Office’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.

We do not sell Google user data. We do not transfer Google user data to advertising platforms, data brokers, or information resellers. We do not use Google user data for retargeting, personalized advertising, credit-worthiness, lending, or generalized AI model training.

We use Google user data only to provide or improve user-facing features that are visible in The Guided Office.

4. Microsoft User Data

If you connect Microsoft Outlook or Microsoft Calendar, The Guided Office may access metadata needed for enabled features, such as email metadata, calendar metadata, account metadata, selected calendar information, sync health, and provider readback evidence.

Unless a feature is separately disclosed and enabled, The Guided Office does not store Outlook message bodies, mutate mailbox state, or perform unattended two-way calendar sync.

5. Cookies and Similar Technologies

We may use cookies, local storage, pixels, server logs, and similar technologies to:

• Keep users signed in.
• Remember workspace and preference settings.
• Secure sessions.
• Measure site and app performance.
• Understand use of our marketing website and public real estate sites.
• Support attribution, source reporting, and public inquiry routing.

Public real estate websites powered by The Guided Office may use analytics, tracking links, UTM parameters, and similar technologies to help brokerages and agents understand inquiry sources and website performance.

Where required, we or the customer operating the public site may provide cookie notices, consent controls, or opt-out options.

6. How We Share Information

We may share information with:

• The workspace, brokerage, team, or organization that controls the relevant account.
• Authorized users within that workspace based on roles, permissions, ownership, and visibility rules.
• Service providers and subprocessors that help us host, operate, secure, support, bill, analyze, or improve The Guided Office.
• Integration providers when a user or workspace connects or uses that provider.
• Communication providers when messages, delivery attempts, or readback are enabled.
• Public website operators for inquiries submitted through their sites.
• Legal, regulatory, security, or compliance recipients when required or appropriate.
• Successors in connection with a merger, acquisition, financing, restructuring, or sale of assets, subject to applicable law.

We do not sell personal information in the ordinary meaning of selling contact lists or user data for money.

Some privacy laws define “sale” or “sharing” broadly to include certain advertising or analytics cookies. If we use such technologies on our marketing website or public sites, we will provide applicable opt-out mechanisms where required.

7. Communications, Consent, and Suppression

The Guided Office may help users prepare, send, or record emails, SMS messages, direct mail, and other communications. Provider-backed communications are subject to setup, consent, suppression, quiet-hour, compliance, and audit controls where applicable.

Users and workspaces are responsible for ensuring they have appropriate consent and legal basis to contact leads, clients, consumers, vendors, or other recipients.

Recipients may opt out of certain communications through unsubscribe links, STOP replies, direct requests, or other available mechanisms.

8. Data Retention

We retain information for as long as needed to provide The Guided Office, comply with legal obligations, resolve disputes, enforce agreements, preserve audit history, maintain security, and support legitimate business purposes.

Retention periods may vary by data type, workspace settings, provider requirements, legal obligations, and product configuration.

Examples:

• Account and workspace records may be retained while the account is active.
• CRM records may be retained according to the customer’s workspace settings and business needs.
• Audit logs, provider evidence, routing history, and compliance records may be retained to preserve operational integrity.
• OAuth tokens are deleted or invalidated when a connected account is disconnected, subject to provider behavior and our backup retention.
• Email body content from Gmail or Outlook is not stored unless a future policy-approved feature says otherwise.

9. Data Security

We use administrative, technical, and organizational safeguards designed to protect information, including:

• Encryption of OAuth token secrets.
• Tenant/workspace scoping.
• Role-based access controls.
• Server-side permission checks.
• Audit logs and provider activity history.
• Redaction of sensitive provider secrets.
• Secure credential handling.
• Monitoring and operational safeguards.

No system is perfectly secure. Users are responsible for maintaining secure passwords, protecting account access, and ensuring that connected provider accounts are authorized.

10. Your Choices and Controls

Depending on your role and workspace settings, you may be able to:

• Access, update, export, or delete certain account or CRM information.
• Disconnect Google, Microsoft, social, calendar, or other provider accounts.
• Change selected provider resources such as calendars, GA4 properties, or Search Console sites.
• Manage communication preferences and suppression status.
• Configure workspace integrations and provider readiness.
• Request support for access, correction, deletion, or other privacy rights.

Disconnecting an integration stops future access for that connected account but may not delete previously imported metadata, audit records, sync logs, or CRM records retained for business, compliance, or security purposes.

11. Customer Responsibilities

Customers, brokerages, teams, agents, and workspace administrators are responsible for:

• Having the right to upload, import, process, and use the data they add to The Guided Office.
• Providing appropriate privacy notices to their clients, leads, consumers, and website visitors.
• Obtaining required consent for communications, analytics, cookies, tracking, and lead routing.
• Complying with real estate, fair housing, advertising, telemarketing, SMS, email, privacy, recordkeeping, and brokerage compliance obligations.
• Ensuring connected provider accounts and resources are authorized for business use.
• Reviewing AI-assisted output, marketing content, public website content, and provider-backed actions before use where required.

12. Public Real Estate Websites Powered by The Guided Office

The Guided Office may host or power public real estate websites, landing pages, listing pages, inquiry forms, saved-search tools, listing alerts, seller valuation requests, event pages, and similar experiences for our customers.

When a visitor submits information on one of those sites, the information may be processed by The Guided Office and made available to the customer operating the site. That customer may use the information to respond to inquiries, provide real estate services, send requested alerts, route leads, assign agents, and manage client relationships.

Each customer may have its own privacy practices. Public site visitors should review the privacy notice presented on the relevant real estate website.

13. Children’s Privacy

The Guided Office is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact us so we can take appropriate action.

14. Regional Privacy Rights

Depending on where you live, you may have rights to:

• Access personal information.
• Correct inaccurate personal information.
• Delete personal information.
• Receive a copy of personal information.
• Restrict or object to certain processing.
• Opt out of certain sales, sharing, targeted advertising, or profiling.
• Withdraw consent where processing is based on consent.

To exercise rights, contact us using the information below. We may need to verify your identity and your relationship to a workspace or customer account.

If your information is controlled by one of our customers, we may direct your request to that customer or act on the customer’s instructions.

15. International Data Transfers

We may process and store information in the United States and other locations where we or our service providers operate. If information is transferred internationally, we use safeguards appropriate to the type of data and applicable law.

16. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice as required by law or through the product, website, email, or other reasonable means.

If we materially change how we use Google user data, we will update this Privacy Policy and obtain any required consent before using Google user data in a new way.

17. Contact Us

If you have questions or requests about this Privacy Policy, contact us at:

The Guided Office

Small Tycoon

Attn: Amanda Ford

Columbus, OH

Privacy: amanda@smalltycoon.com

Support: amanda@smalltycoon.com

Website: https://smalltycoon.com