Seda RE Privacy Policy

01 · Our two roles

1.1 When we act for our customers. Our customers are brokerages, teams and individual agents. When a customer's users provide information about a transaction, such as recordings, transcripts and client details, we process it on the customer's behalf and under its instructions. In that role we are a "processor" or "service provider" under state privacy laws, and the customer is responsible for its own privacy practices. Our contract with each customer limits what we may do with that information.

1.2 When we decide for ourselves. We decide how to use information for our own business, such as user accounts, billing, website inquiries, security, and legal compliance. In that role we are the "controller" or "business."

1.3 If you are a transaction participant. Your agent or the agent's brokerage chose to use Seda RE and is responsible for the information they provide. You can contact them, or you can contact us. If we hold your information for a customer, within 10 business days (Monday through Friday, excluding US federal holidays) we will tell you that we hold it as a service provider, identify the responsible customer where we can, and forward your request to that customer.

02 · Information at a glance

03 · How Seda RE processes recordings and uses AI

3.1 Recording. The app records only when you start a recording. Audio is sent to Soniox, our speech provider, for transcription, either streamed while you record or uploaded when your device has a connection. Recording offline delays transcription; it does not keep processing on your device.

3.2 Filling fields. Names, addresses and other short text already on the deal, which side you represent, and the form's field labels are sent to Soniox with the audio to help it spell them correctly. Transcripts, form field descriptions, existing deal information, relevant records from a connected CRM, and our processing instructions are sent to Fireworks AI, our AI model provider. The AI model decides which fields your words answer and proposes values, which our software checks and places on the deal. Text may also be sent to Soniox to generate Seda's spoken voice. Seda's responses are generated by AI.

3.3 Property lookup. When a deal has a property address, we send that address and a description of the property, and no client names or deal terms, to Fireworks AI, whose web-search service searches the public internet for information about the property. We use the results only to fill the deal's property fields, and each such value shows the web page it came from. Public property pages can include personal information such as an owner's name as it appears in public records.

3.4 Your permission. Before anything is sent to Soniox or Fireworks AI, the app shows a separate screen that names them, says what they receive and why, and asks you to tap Allow. This permission is separate from accepting the Terms and this Policy. The Service cannot work without it, so if you do not allow it, you cannot use the Service.

3.5 No training and no voiceprints. We do not use customer content to train or fine-tune AI models, and our contracts with our speech and AI providers prohibit them from doing so. We do not create voiceprints, identify speakers by their voices, or use recordings to verify identity or clone a voice. Our speech provider is not permitted to do so either.

3.6 Diagnostic copies. We keep a separate copy of each full AI request and response for up to 90 days. Our staff use these copies only to diagnose and correct problems in the Service, including correcting the instructions and field definitions that caused a problem. We do not use them to train or fine-tune models.

3.7 Staff access to debriefs. Our staff may read the words of a debrief, including its transcript, the diagnostic copies in Section 3.6 and the deal information around it, to diagnose and correct problems in the Service, whether or not anyone has reported a problem. A debrief holds whatever was said in it, which can include client details and, if spoken, sensitive details such as government identification or account numbers. We do not remove those details from transcripts or diagnostic copies. Every staff member is bound by a duty of confidentiality and uses this access only for these purposes.

3.8 Not a decision about people. Seda RE prepares documents for a licensed agent to review. It does not decide whether anyone qualifies for housing, credit, insurance or employment, and it does not profile transaction participants.

04 · How we use information

We use personal information to:

• provide the Service, including transcription, filling and filing transaction documents, showing sources and history, and carrying out actions users request in SkySlope or a CRM;
• create and secure accounts, manage seats, and provide support;
• diagnose and correct problems and keep the Service reliable;
• detect, prevent and investigate security incidents, fraud and misuse, including account sharing and use outside our fair-use rules, using sign-in, device and usage patterns such as simultaneous sessions;
• bill customers, process payments and meet tax obligations;
• send service messages about invitations, security, billing, renewals and availability;
• answer website inquiries and, if you agree, send marketing about Seda RE;
• comply with law, respond to lawful requests, and establish, exercise or defend legal claims.

De-identified information. We may create de-identified or aggregate statistics about how the Service performs. We take reasonable measures so they cannot be associated with a person or customer, we maintain and use them only in de-identified form, we may publish them as combined statistics that identify no person or customer, we do not attempt to re-identify them, and we contractually require anyone who receives them to comply with the same obligations and with applicable privacy law.

Marketing. We do not market to transaction participants. When a user or administrator invites someone or a person asks to join a team, we email that person about the invitation or request. We send promotional email to users and prospects only where the law permits, and you can unsubscribe at any time through the link in the email or by contacting us.

05 · How we share information

We do not sell personal information. We do not share it for cross-context behavioral advertising or use it for targeted advertising.

5.1 Service providers. We share personal information with service providers that help us run Seda RE. Each is bound by a written contract that limits its use of the information to providing services to us and requires it to protect the information at least as well as this Policy describes. They fall into these categories:

• hosting and storage: our cloud provider, which runs the Service's servers, databases, sign-in, service email, logs and backups;
• AI processing: our speech provider and our AI model provider, named in Section 3, which transcribe recordings, give Seda her voice, fill fields and search the web for property information;
• payments: our payment processor, for subscriptions, invoices, taxes and fraud prevention;
• email and support: our business email provider, for support correspondence;
• website hosting and forms: providers that deliver our website and its fonts, receive our inquiry form, and run our booking page.

Customer content is stored and processed in the United States. Some payment, email and website providers may process limited information, such as billing or contact details, in other countries where they operate. Our current list of providers, with what each does and where, is at seda-re.com/subprocessors. We give customers at least 30 days' notice before a new or replacement provider receives customer content. If a provider must be replaced urgently to protect security or keep the Service running, we may give shorter notice, but always before the replacement receives customer content.

5.2 Platforms you connect. When you connect SkySlope or a CRM, information moves between Seda RE and that service at your direction. These services handle information under their own terms and privacy policies. They are not our service providers. Deleting a record in Seda RE does not delete it from them.

5.2A MLSs. Seda RE receives listing data through SkySlope's MLS import and directly from MLSs that license their listing data to us, and we add MLSs over time. Listing data can include the names and contact details of listing agents and, where an MLS publishes them, owners. When you use an MLS's data, we may share your name, license and MLS member identifiers, your office, and records of which listings you retrieved with that MLS, so it can confirm you are its subscriber and as its license requires. MLSs handle that information under their own terms and privacy policies.

5.3 Apple and Google. If you sign in with Apple or Google, they process your sign-in under their own terms. We do not receive your password. Apple delivers the app's notifications, which can show a deal name, such as a street or a client's name, on your lock screen; you can turn off lock-screen previews in your device settings. When you type or speak an address, the app uses Apple's maps service on your device to suggest matching addresses, and Apple receives the address text under its own privacy policy.

5.4 Your organization. A customer's administrators can see account, seat and usage information. Ordinary administrator access does not include another user's private recordings, transcripts or drafts. We may disclose information to the responsible customer when it validly instructs us.

5.5 Legal and business transfers. We may disclose information to our professional advisers under confidentiality duties; when required by law, court order or other legal process; to protect the rights, safety or security of people or the Service; and to a successor in a merger, acquisition, financing or sale of assets, which must continue to protect the information as this Policy describes.

06 · Sensitive information and children

6.1 Sensitive information. Real-estate documents can include government identification numbers, bank or loan account numbers, signatures, and information about marital status, family or citizenship. We process sensitive information only as needed to complete the form that requires it, for the customer that provided it. If a user says sensitive details in a debrief, they stay in that debrief's transcript and diagnostic copies for the periods in Section 7, even when no form requires them. We do not sell sensitive information or use it for advertising or profiling. Users should provide sensitive details only where a form requires them, and should not include passwords, payment-card numbers or security codes, or health information unrelated to the transaction. Do not send sensitive details in a support message; we delete or redact them when we receive them.

6.2 Children. The Service is for adult professionals and is not directed to children. We do not knowingly allow children to create accounts. Transactions sometimes include information about minors, which we protect under the customer's instructions and the law.

07 · How long we keep information

These periods are maximums enforced by our systems, except where a legal hold applies (see below).

Legal holds. If we receive or reasonably anticipate a claim, complaint, investigation or legal process, we may keep the specific records related to it, with restricted access, until it is resolved. We then delete them.

Deletion is separate from other actions. Deleting the app, losing a seat, canceling a subscription, deleting a deal and asking us to delete information are different actions. Contact us if you want a deletion request handled across everything we control.

08 · Security

We protect information with administrative, technical and physical safeguards, including encryption in transit and at rest, multi-factor authentication for staff with access to production systems, confidentiality duties for all staff, audit logging of privileged access, monitoring and alerting, and tested backups. No system is perfectly secure. If a security breach affects your personal information, we will notify the responsible customer and, where the law requires us to, the affected people and regulators.

09 · Your rights and choices

9.1 Your rights. Depending on where you live and the law that applies, you may have the right to:

• confirm whether we process your personal information and access it;
• correct inaccurate information;
• delete information;
• obtain a portable copy;
• obtain a list of the categories of third parties to which we have disclosed your information;
• opt out of the sale of personal information, targeted advertising and certain profiling (we do none of these);
• withdraw consent you gave, such as consent to the AI sharing described in Section 3.4; and
• appeal our decision on your request.

We will not discriminate against you for exercising your rights.

9.2 How to make a request. Email [email protected] with the subject "Privacy request," or write to us at the address above. Tell us what you are asking for and your relationship to Seda RE. We will verify your identity in a way that fits the request, and we may ask an authorized agent to show your permission. We respond within 45 days, and may extend that once by 45 more days where the law allows, telling you why.

9.3 Requests about information we hold for a customer. If we hold your information as a processor for a customer, we will forward your request to that customer within 10 business days (Monday through Friday, excluding US federal holidays), tell you we have done so, and help the customer respond.

9.4 Appeals. If we decline your request, you may appeal by replying to our decision or emailing [email protected] with the subject "Privacy appeal." We will respond within 60 days. If your appeal is denied, you may contact your state attorney general: in Virginia, the Office of the Attorney General, Consumer Protection Section, at https://www.oag.state.va.us/consumer-protection/index.php/file-a-complaint; in Maryland, the Office of the Attorney General, Consumer Protection Division, at https://oag.maryland.gov/i-need-to/Pages/business-complaints.aspx.

9.5 Other choices. Because Seda RE's features depend on AI processing, you withdraw your permission for AI sharing by deleting your account in the app's settings, which stops all sharing with AI services, or by emailing [email protected], after which we record the withdrawal and recording and AI features stop for your account. You can control microphone and notification permissions in your device settings. Turning off the microphone stops recording but does not delete what was already processed. We honor Global Privacy Control and other opt-out preference signals where the law requires.

10 · Website

Our website hosting provider processes browser request information, such as your IP address, to deliver pages and protect the site. Our pages load fonts from a font provider, which receives your IP address and browser information. If you submit our interest form, our form provider receives what you enter. If you open our booking page, our scheduling provider receives the information needed to provide it and may use its own cookies. These providers are listed at seda-re.com/subprocessors. We do not use advertising or analytics trackers on our website.

11 · Where information is processed

ID8t is based in the United States. We store customer content in the United States. Our providers process information as described in Section 5.1 and listed at seda-re.com/subprocessors. We will tell customers before changing a provider's processing location for customer content.

12 · Changes to this Policy

We will post any update with a new effective date. Before a material change takes effect, we will notify users by email or in the app. We will not use personal information we already hold in a materially different way without the consent the law requires.

13 · Contact

ID8t LLC, doing business as Seda RE
8401 Mayland Dr, Ste A, Richmond, VA 23294
[email protected]