KoAjent, LLC ("KoAjent", "we", "us", or "our") operates the KoAjent platform available at koajent.com (the "Service"). This Privacy Policy explains how we collect, use, share, and protect information about you when you use our Service.
By using KoAjent, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use the Service.
1. Information We Collect
1.1 Information You Provide
When you register for or use KoAjent, we collect information you directly provide, including:
- Name, email address, and password when creating an account
- Profile information such as phone number, brokerage name, and license number
- Client and contact data you import or enter into the CRM
- Property and transaction data you create or upload
- Voice recordings processed by our AI contract-filling features (processed in real time; not stored)
- Payment information (processed by Stripe; we do not store card numbers)
- Communications with our support team
1.2 Information Collected Automatically
When you use the Service, we automatically collect:
- Log data: IP address, browser type, pages visited, timestamps, and referring URLs
- Device information: device type, operating system, and unique device identifiers
- Usage data: features used, actions taken, and session duration
- Cookies and similar tracking technologies (see Section 5)
1.3 Information from Third Parties
We may receive information from third-party services you connect to KoAjent, including:
- MLS / IDX providers (listing data for your connected board)
- OAuth providers (Google, Microsoft, Apple) if you use social sign-in
- Stripe (payment and subscription status)
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and improve the KoAjent platform
- Process transactions and send related information (receipts, invoices)
- Authenticate you and maintain account security
- Respond to your comments, questions, and requests
- Send transactional and product notifications (you may opt out of marketing emails)
- Monitor and analyze usage trends to improve our Service
- Detect, investigate, and prevent fraudulent or unauthorized activity
- Comply with legal obligations
We do not sell your personal information to third parties. We do not use your data to train AI models that are shared externally.
3. How We Share Your Information
We may share your information with:
- Service providers: companies that perform services on our behalf (cloud hosting, email delivery, payment processing, analytics). These providers are bound by data processing agreements and may not use your data for their own purposes.
- Business transfers: if KoAjent is acquired or merges with another company, your information may be transferred as part of that transaction.
- Legal requirements: when we believe disclosure is required by law, to protect the rights and safety of KoAjent, our users, or the public.
- With your consent: for any other purpose with your explicit consent.
4. Data Retention
We retain your account and associated data for as long as your account is active, or as needed to provide the Service. When you delete your account, we delete or anonymize your personal information within 30 days, except where we are required to retain it for legal or compliance purposes.
Backup copies may persist for up to 90 days after deletion.
5. Cookies
We use cookies and similar technologies to authenticate sessions, remember your preferences, and understand how you use our Service. You may configure your browser to refuse cookies; however, some features of the Service may not function correctly without them.
We do not use third-party advertising cookies or sell cookie data to advertisers.
6. Data Security
We implement administrative, technical, and physical safeguards to protect your information, including:
- TLS/HTTPS encryption in transit
- AES-256 encryption at rest for sensitive fields
- Multi-factor authentication for high-privilege accounts
- Role-based access controls and audit logging
- Regular third-party security reviews
No method of transmission over the Internet is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your data using industry-standard practices.
7. Your Rights and Choices
Depending on your location, you may have rights including:
- Access: request a copy of the personal information we hold about you
- Correction: update inaccurate or incomplete information
- Deletion: request deletion of your personal information
- Portability: receive your data in a structured, machine-readable format
- Opt-out: unsubscribe from marketing communications at any time using the link in any email
To exercise these rights, contact us at privacy@koajent.com. We will respond within 30 days.
8. Children's Privacy
KoAjent is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, contact us immediately at privacy@koajent.com.
9. International Transfers
KoAjent is based in the United States. If you access our Service from outside the United States, your information may be transferred to and processed in the United States. By using our Service, you consent to this transfer.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact us at:
- Email: privacy@koajent.com
- Mail: KoAjent, LLC — Privacy Team, United States