PrivacyPolicy

Welcome to REP Helper ("Company", "we", "our", "us")! This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and related services.

This policy applies to information collected through our web application at app.rephelper.ai, our mobile application available on the Google Play Store, and our marketing website at rephelper.ai.

We respect your privacy and are committed to protecting it through our compliance with this policy. Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it.

If you do not agree with our policies and practices, your choice is not to use our Service. By accessing or using this Service, you agree to this privacy policy.

We may collect personal information that you voluntarily provide to us when you register on the website, express an interest in obtaining information about us or our products and services, when you participate in activities on the website, or otherwise when you contact us.

The types of information we may collect include:

• Account registration information (name, email, password)
• Property and activity data you input for REP tracking
• Calendar and email data when you authorize integrations
• Voice recordings and images submitted for AI-powered activity generation
• Device information and app usage data from our mobile application
• Precise and approximate location data, and motion/activity sensor data, collected by our mobile application when you enable optional location-based features (see "Automated Travel Time Detection" below)
• Payment and billing information processed through our payment provider
• Usage data and analytics to improve our services
• Communications and support inquiries

Having accurate information permits us to provide you with a smooth, efficient, and customized experience. We use your information to deliver our core services and continuously improve your experience.

Specifically, we may use information collected to:

• Create and manage your account securely
• Process your REP tracking and generate reports
• Provide AI-powered activity logging and insights
• Send important notifications about your account
• Improve our services based on usage patterns
• Respond to your comments, questions, and support requests

REP Helper offers optional integrations with Google services to help you automatically track real estate activities from your email and calendar. This section describes how we access, use, store, and protect data obtained from Google APIs, in compliance with the Google API Services User Data Policy, including the Limited Use requirements.

Data we access from Google:

When you choose to connect your Google account, we request read-only access to the following data:

• Basic profile information — your name and email address, used to verify your identity and link the connection to your account.
• Gmail messages (read-only) — email subject lines, sender information, dates, and message content are accessed to identify real estate-related activities.
• Google Calendar events (read-only) — event titles, dates, times, locations, descriptions, and attendees are accessed to identify real estate-related activities.

How we use Google user data:

• To scan your emails and calendar events for real estate-related activities
• To generate activity suggestions ("Activity Leads") that you can review, approve, or discard
• To pre-fill activity details such as descriptions, durations, and property associations

Google user data is used solely to provide and improve the REP Helper email and calendar integration features. We do not use Google user data for advertising, market research, or any purpose unrelated to the core functionality of the application.

How we store and process Google user data:

• Raw email and calendar content is not permanently stored. Message bodies and event details are fetched temporarily during a sync, processed by AI to extract activity information, and then discarded. Only the AI-generated summaries and metadata (such as subject lines, dates, sender names, and external IDs) are retained as Activity Lead records.
• OAuth tokens (access and refresh tokens) are stored securely on our servers to maintain your connection. Tokens are automatically revoked when you disconnect the integration.
• Sync is user-initiated and limited to once per 24-hour period. You control the lookback window (3, 6, 9, or 12 months) and can enable or disable email and calendar scanning independently.

How we share Google user data:

We do not sell, share, or transfer Google user data to any third party, except as follows:

• AI processing — during a sync, email and calendar content is sent to Google Vertex AI (Gemini) for real estate activity classification. This data is processed transiently and is not retained by the AI model for training purposes.
• Infrastructure — data is stored in Google Cloud Firestore as part of our hosting infrastructure, protected by encryption at rest and in transit.

We do not share Google user data with advertising platforms, data brokers, or any other third parties.

Your control over Google user data:

• You can disconnect your Google account at any time from the Connections page in the app. Disconnecting immediately revokes our access and deletes stored OAuth tokens.
• You can review, approve, or discard all Activity Leads generated from your Google data before they become activities.
• You can delete your account at any time, which permanently removes all associated data, including any data derived from Google services.

REP Helper Workspace Add-on (Gmail and Google Calendar):

REP Helper also offers a Google Workspace Add-on that lets you save activities directly from a Gmail message or Google Calendar event you have explicitly opened. The add-on uses different Google API scopes than the Inbox integration described above and operates under a stricter, contextual data-access model:

• Contextual, user-initiated access only. The add-on uses Google's contextual scopes (gmail.addons.current.message.readonly, calendar.addons.current.event.read) which grant access ONLY to the specific message or event you have currently open in Gmail or Calendar, and ONLY while the add-on session is active. We do not list, search, or scan your inbox or calendar. Access ends when you close the add-on.
• What the add-on reads: the contents of the email message or calendar event you currently have open, including any file attachments listed on it. The add-on does not retain Google account credentials between sessions.
• AI processing. When you click "Load as Activity," the message subject and body (or event details) are sent to Google Vertex AI (Gemini) to suggest activity fields for your review. This data is processed transiently and is not retained by the AI model for training. AI suggestions are presented for your review; nothing is saved to your REP Helper account until you explicitly click "Save Activity."
• Saved attachments. If you tick attachment checkboxes (up to 3 per save) and click Save Activity, the binary contents of those attachments are downloaded from Google and uploaded to Firebase Cloud Storage, scoped to your REP Helper account. Reads are restricted to account members via Firestore and Storage security rules. The files are retained for as long as the activity exists; deleting the activity deletes its attachments.
• Saved source links. If you keep the default-checked "Include source link" option, a deep-link URL back to the source Gmail message or calendar event is saved as activity evidence. The URL is stored as plain text within your activity record and is retained until you delete the activity.
• Revoking the add-on. You can revoke REP Helper's access at any time at myaccount.google.com/connections or by uninstalling the add-on from the Google Workspace Marketplace. Revoking access does not delete activities you previously saved; use the in-app delete to remove those.

We use the following third-party service providers to operate and improve our services. Each provider only receives the minimum data necessary to perform its function:

• Google Cloud Platform / Firebase — authentication, database, cloud storage, push notifications, analytics, and app hosting
• Stripe — payment processing and subscription management
• Cloudflare — bot protection (Turnstile)
• Google Gemini (Vertex AI) — AI-powered activity generation from voice, images, and text. Data is processed transiently and is not retained by the AI model for training purposes.
• Resend — transactional email delivery
• Google Maps — property location services
• Microsoft OAuth — when you connect email or calendar integrations, we access only the data you explicitly authorize through Microsoft

Each third-party provider is bound by their own privacy policies and data processing agreements. We encourage you to review their policies.

REP Helper offers optional AI-powered features that process user-provided content to generate activity records. These features include Voice Activity Creation (which processes voice transcripts), Picture Activity Creation (which processes images of receipts, invoices, and work photos), and AI Activity Description (which processes text descriptions of activities).

When you use these features, your content is sent to Google Vertex AI. This processing is necessary to analyze your input and return structured activity suggestions.

What is sent:

• For Voice Activity Creation — the text transcript of your voice recording
• For Picture Activity Creation — the image content (receipt, invoice, or work photo)
• For AI Activity Description — the text description you provide
• For the Workspace Add-on — the contents of the email or calendar event you have explicitly opened, sent only when you click "Load as Activity"

No other personal data (such as your name, email, or account details) is included in the data sent to Google Vertex AI.

How data is handled:

Your data is processed within Google Cloud infrastructure and is not stored externally by REP Helper or by Google beyond what is needed to return the result to your device. Google Vertex AI is governed by the Google Cloud Data Processing Addendum, which provides enterprise-grade data protection commitments.

Your consent:

Before these AI features can be used, you must provide affirmative in-app consent acknowledging this data processing. You may decline consent, in which case the Voice, Picture, and AI Activity Description features will be unavailable, but all other app functionality remains fully accessible. REP Helper stores a record of your consent (date and policy version) on your account.

REP Helper's mobile application offers an optional Automated Travel Time Detection feature that helps you identify potential real-estate-related trips so you can review them and save them as activities.

Opt-in and permissions. This feature is off by default. To use it, you must enable it within the mobile app and grant the operating-system permissions it requires, which may include foreground and background access to your device's location and access to your device's motion and activity sensors. You can revoke these permissions or disable the feature at any time in your device's settings or within the app.

What we collect. When the feature is enabled, the app collects location data and motion/activity signals from your device. This data is used solely to detect potential trips for your review.

How we use it. Trip information is used to surface suggested trips to you within the app. Suggestions remain on your account until you accept, edit, or discard them. Trips you save become part of your activity records and are retained under the same terms as other activity data described in the Data Retention section.

How we share it. Location and motion data collected for this feature is stored in your REP Helper account using the same Google Cloud / Firebase infrastructure described in the Third-Party Service Providers section. We do not sell this data, do not share it with advertising networks or data brokers, and do not use it for any purpose other than providing the Automated Travel Time Detection feature to you.

Your control. You can disable Automated Travel Time Detection at any time from the app's settings. Disabling the feature stops further collection of location and motion data for this purpose. You can also delete any suggested or saved trips at any time, and deleting your account removes all associated trip data as described in the Data Retention section.

We may share information we have collected about you in certain limited situations. Your privacy is paramount, and we only disclose information when legally required or with your explicit consent.

Your information may be disclosed:

• When required by law or to protect legal rights
• With service providers who assist our operations
• In connection with a business transfer or merger
• With your explicit consent for specific purposes

We do not sell, trade, or otherwise transfer your personal information to outside parties without your consent, except as described in this Privacy Policy.

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law.

• Account data — retained while your account is active. Deleted within 30 days of a deletion request.
• Activity, property, and tracking data — retained while your account is active and deleted when your account is deleted.
• AI-processed data (voice recordings, images) — processed transiently for activity generation and not stored after the activity is created.
• Payment records — retained as required by tax and legal obligations (typically 7 years).
• Audit logs — retained per your subscription tier as described in your account settings.

You can request account deletion through your app settings or by emailing [email protected]. Upon deletion, all associated data will be permanently removed within 30 days, except where retention is required by law.

Depending on your location, you may have certain rights regarding your personal information. We are committed to helping you exercise these rights.

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete personal data
• Delete your account and all associated data
• Export your data in a portable format
• Opt out of non-essential communications
• Disconnect third-party integrations (email, calendar) at any time

To exercise any of these rights, you can use the settings within the application or contact us at [email protected]. We will respond to your request within 30 days.

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) regarding your personal information.

Categories of personal information we collect:

• Identifiers (name, email address, account ID)
• Commercial information (subscription and payment history)
• Internet or electronic network activity (usage data, app interactions)
• Professional or employment-related information (real estate activity data)

We do not sell your personal information. We have never sold personal information.

As a California resident, you have the right to:

• Know what personal information we collect, use, and disclose
• Request deletion of your personal information
• Non-discrimination for exercising your CCPA rights

To submit a verifiable consumer request, email us at [email protected] with the subject line "CCPA Request." You may also designate an authorized agent to make a request on your behalf by providing written authorization.

We use administrative, technical, and physical security measures to help protect your personal information. Your data is encrypted both in transit and at rest using industry-standard protocols.

Our security measures include:

• Bank-level 256-bit encryption for all data
• Regular security audits and penetration testing
• Strict access controls and authentication
• Automatic backups with geographic redundancy

While we have taken reasonable steps to secure the personal information you provide to us, please be aware that no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

CASA Tier 2 Certified

REP Helper has been independently assessed and is CASA (Cloud Application Security Assessment) Tier 2 certified. Our application has been verified and secured by TAC Security through the ESOF (Enterprise Security in One Framework) program.

We do not knowingly solicit information from or market to children under the age of 13. If you become aware of any data we have collected from children under age 13, please contact us immediately using the contact information provided below.

If we learn that we have collected personal information from a child under age 13 without verification of parental consent, we will delete that information as quickly as possible.

We may update this Privacy Policy from time to time in order to reflect changes to our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

If you have questions or comments about this Privacy Policy, or wish to exercise your rights regarding your personal information, please contact us:

For general inquiries, you can also reach us through our Contact Page.