Privacy Policy

Ratifyly (“Ratifyly,” “we,” “us,” or “our”) provides an AI-assisted service that orchestrates residential real-estate transactions for real estate agents and brokerages. This Privacy Policy explains what information we collect, how we use and process it (including with artificial intelligence), how we store and protect it, and the choices you have. Ratifyly is currently offered as an invite-only early-access service.

By creating an account or using the service, you agree to the practices described here and in our Terms of Service.

We collect the following categories of information:

• Account information. Your name, email address, brokerage or company name, password (stored only as a salted hash), and account settings.
• Transaction and document content. Real-estate contracts, addenda, disclosures, and related documents you upload, along with the structured data extracted from them (parties, dates, addresses, prices, contingencies, tasks, and similar transaction details) and, where closing paperwork contains them, financial details such as loan terms and payment instructions.
• Usage and technical data. Log data such as IP address, browser type, pages visited, actions taken, and timestamps, collected to operate and secure the service.
• Communications. Messages you send us for support or feedback.

A core part of the service uses artificial intelligence to read uploaded documents and produce structured output. When you upload a contract or document, its contents may be sent to third-party large-language-model providers that we use as sub-processors to perform extraction, classification, and compliance review. The AI returns structured fields and flagged issues, which we store alongside your transaction.

• We instruct our AI providers not to use your content to train their general-purpose models, consistent with their enterprise/API terms.
• AI output can be incomplete or incorrect. It is decision support, not legal, financial, or professional advice, and should be reviewed by a qualified person before you act on it.
• We do not use your uploaded documents to sell advertising or build profiles about you for third parties.

We use the information we collect to:

• Provide, operate, maintain, and improve the transaction-compliance features;
• Process and analyze the documents and data you submit;
• Authenticate you, secure accounts, and prevent fraud or abuse;
• Respond to your requests and provide support;
• Communicate service-related notices (for example, security or account updates);
• Comply with legal obligations and enforce our Terms.

Your data is stored on infrastructure we control or contract for, and each account’s data is logically isolated so that other customers cannot access it. We use reasonable administrative, technical, and physical safeguards (including encryption in transit and at rest, access controls, and hashed passwords) designed to protect your information.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential.

We do not sell your personal information. We share information only with service providers that help us operate Ratifyly, under agreements that limit their use of the data, including:

• AI / large-language-model providers used to process documents;
• Cloud hosting and storage providers;
• Email delivery providers used for transactional and account notifications;
• Text-message (SMS) delivery providers used to send the transaction updates and reminders you opt in to and to carry your replies. Mobile phone numbers and text-messaging opt-in consent are never shared with or sold to third parties or affiliates for marketing or promotional purposes;
• A log-monitoring provider used for error alerting and reliability. When a contact-form delivery fails, the log entry forwarded to this provider includes the details you submitted (including your email) so we can recover and answer your message.
• A privacy-preserving website-analytics provider, which receives only anonymous public-website traffic data and never receives account or document data (see Website Analytics below).

We may also disclose information if required by law, to protect our rights or the safety of others, or in connection with a merger, acquisition, or sale of assets (in which case we will notify affected users).

We do not use advertising or cross-site tracking cookies, and we do not run advertising networks’ tracking pixels. We do not build advertising profiles about you, and we do not sell or share your information with data brokers.

On our public marketing website (the pages you can browse without signing in), we use a privacy-preserving analytics tool to understand aggregate traffic: for example, how many people visited a page, which page they arrived from, and roughly what country they are in. This tool is cookieless: it does not store identifiers on your device, does not track you across other websites, and does not collect information that identifies you personally.

This does not apply to the signed-in product. The application, the client portal, and any page where your transactions or documents appear carry no analytics of any kind. Uploaded documents, transaction data, and account information are never sent to an analytics provider.

We also record when someone submits our contact or early-access form, so we can tell how many inquiries we receive. That record is a count of the event only; it does not include your name, email address, or anything else you typed into the form. The details you submit reach us by email, as described in Information We Collect.

For visitors outside the EU and UK, we set one first-party cookie: an attribution token (rf_ref), described below. It is not used for advertising or cross-site tracking, is never shared, and lasts about 13 months. You can delete it in your browser at any time with no effect on your ability to use the site or reach us. We set no other cookies, and none at all for EU or UK visitors. If your browser sends a “Do Not Track” or Global Privacy Control signal, our marketing analytics still collects no personal information about you.

When you submit our contact or early-access form, the details you enter (your name, email, company, role, state, product interests, and message) are emailed to our team inbox (hello@ratifyly.com) so we can reply, and are also written to our application logs as a delivery backstop. If a delivery fails, that log entry (which includes your email) may be forwarded to our log-monitoring provider so we can recover and answer your message. We retain these details for no longer than 24 months, after which we delete them; we do not keep them in the product database that holds customer accounts and documents.

Separately, we keep a small record of the submission itself for funnel analytics: the page you submitted from, the role, state, and interests you selected, a timestamp, and a random token. This record does not contain your name, email, company, or message. It is pseudonymous rather than anonymous: for visitors outside the EU and UK, the random token is stored in the rf_ref cookie so that, if you later create an account from the same browser, we can connect that account to your original inquiry and record that it converted, which also links the role, state, and interests you selected to your account. You can delete the rf_ref cookie at any time; doing so only disables that conversion match. None of this form or funnel data is ever used to train or fine-tune any AI model.

We retain your account, transaction, and document data for as long as your account is active or as needed to provide the service. You may request deletion of your account and associated data by contacting us; we will delete or de-identify it within a reasonable period, except where we are required or permitted by law to retain it (for example, for security, dispute resolution, or legal compliance).

You may access and update most account information within the app. Depending on your jurisdiction, you may have rights to access, correct, export, or delete your personal information, or to object to certain processing. To exercise these rights, contact us using the details below and we will respond consistent with applicable law.

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Your continued use of the service after changes take effect constitutes acceptance of the revised policy.

If you have questions about this Privacy Policy or your data, contact us at hello@ratifyly.com.