ACTIVATE ("we," "us," or "our") operates the ACTIVATE Portal ("Portal"). This Privacy Policy describes how we collect, use, store, and protect your personal information when you use the Portal or interact with our public website.
1. Information We Collect
Information You Provide
| Category | Examples |
|---|---|
| Account & Profile | Name, email address, phone number, profile photo, market center, role, KWUID, DISC profile, MLS ID, home address, birthday |
| Marketing Profile | Title, brokerage name, brokerage address, license number, website, logo, market area, testimonials, CTAs |
| Activity & Business Data | Daily activity logs (calls, conversations, appointments, closings), pipeline deals, commission data, 4-1-1 goals and results |
| Community Content | Posts, comments, images, poll votes, likes |
| AI Tool Inputs | Prompts and content you submit to AI-powered tools (script practice, content generators, Bob the Broker questions) |
| Applications | Name, email, phone, market center, reason for interest (submitted via public application forms) |
| Feedback | Bug reports, suggestions, and ratings submitted through the feedback feature |
Information Collected Automatically
- Authentication data: Session tokens and authentication state managed by our authentication provider
- Usage data: AI tool usage counts, recording watch status, resource completion tracking, notification read status
- Error data: Technical error reports (stack traces, session replays on errors) collected by our error monitoring service to improve reliability
- Email delivery data: Whether notification emails were sent, failed, or skipped based on your preferences
2. How We Use Your Information
We use your information to:
- Operate the Portal: Authenticate you, display your dashboard, track your activity and goals, and deliver notifications
- Enable coaching: Allow coaches to view your activity, pipeline, attendance, and 4-1-1 progress for coaching purposes
- Power AI tools: Process your inputs through AI services to generate content, practice scenarios, and form guidance
- Generate reports: Provide leaderboards, team performance dashboards, and production analytics to coaches and administrators
- Send notifications: Deliver in-app and email notifications for announcements, 4-1-1 submissions, community mentions, and achievements
- Create marketing materials: Populate presentations, flyers, postcards, and other materials with your profile and listing data
- Improve the Portal: Analyze usage patterns, monitor errors, and respond to feedback to enhance the platform
3. How We Share Your Information
Within the ACTIVATE program
- Coaches can view activity data, goals, pipeline, attendance, and onboarding status for agents in their market center
- Administrators can view all user data across market centers
- Other agents can see your name, avatar, role, and activity on the leaderboard and community feed. They can view your public profile, which includes your activity stats, achievements, and recent community posts
Third-party service providers
We use third-party services to operate the Portal. These providers process your data on our behalf and are subject to their own privacy policies:
- Supabase: Database hosting, authentication, and file storage
- Vercel: Application hosting and deployment
- Anthropic: AI processing for Portal tools (prompts and generated content)
- Resend: Email delivery for notifications
- Sentry: Error monitoring and session replay (on errors only)
We do not
- Sell your personal information to third parties
- Share your data with advertisers
- Use your data for purposes unrelated to the ACTIVATE program
4. Data Retention
We retain your data for as long as your account is active or as needed to operate the ACTIVATE program. If your account is deactivated, your data is retained for program reporting and record-keeping purposes. Your activity data, production records, and coaching history remain in aggregate reports even after deactivation.
You may request deletion of your personal data by contacting us. Some data may be retained where necessary for legitimate business record-keeping or legal compliance.
5. Email Communications
The Portal sends notification emails for events such as 4-1-1 submissions, announcements, community mentions, and achievement unlocks. You can control which notification emails you receive through your Notification Preferences in your profile settings. Opting out of a notification type will prevent that email from being sent, though you will still receive in-app notifications.
6. Data Security
We implement reasonable technical and organizational measures to protect your data. For details on our security practices, please see our Information Security Policy.
7. Cookies & Local Storage
The Portal uses browser cookies for authentication session management. We also use localStorage to store your theme preference (dark/light mode) and UI state. We do not use tracking cookies or third-party analytics cookies.
8. Children's Privacy
The Portal is not intended for use by anyone under 18 years of age. We do not knowingly collect personal information from minors. If we learn that we have collected information from a person under 18, we will delete that information promptly.
9. Your Rights
Depending on your jurisdiction, you may have rights regarding your personal data, including:
- Access: Request a copy of the personal data we hold about you
- Correction: Update or correct inaccurate information via your profile settings or by contacting us
- Deletion: Request deletion of your personal data, subject to our retention requirements
- Notification preferences: Manage your email notification preferences in your profile settings
To exercise any of these rights, contact us through the Portal's feedback feature or reach out to your ACTIVATE coach.
10. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the Portal. Your continued use of the Portal after such changes constitutes acceptance of the updated policy.
11. Contact
If you have questions about this Privacy Policy or our data practices, please contact us through the Portal's feedback feature or reach out to your ACTIVATE coach.
See also: Terms of Service · Information Security Policy