Privacy Policy

1. Who we are

BrokerBolo (incorporation in progress under the same name) provides a WhatsApp-native CRM for rental brokerages at brokerbolo.in ("BrokerBolo", "we", "us"). This policy explains what personal data we collect, how we use it, who we share it with, and the choices and rights you have.

Questions, requests, or complaints about your data: swapniltambe93@gmail.com · WhatsApp +91 95949 97347. We aim to respond to any grievance within 90 days.

2. Two kinds of "us" — please read this before the rest

BrokerBolo is the data fiduciary for the account information you give us directly (your name, email, and login). But BrokerBolo is a tool a brokerage uses to run its own business — so for the leads, property owners, tenants, co-brokers, and society contacts a brokerage enters into the CRM, that brokerage is the data fiduciary for that data, and BrokerBolo processes it on the brokerage's behalf to provide the service. If you are one of those contacts and have a question about your data, your first point of contact is the brokerage that added you, not BrokerBolo directly — though we will always help route a request correctly.

3. What personal data we collect

When you sign up:

• Your full name, email address, and password (your password is hashed by our authentication provider — we never see or store it in plain text).

When you or your team use the CRM, the brokerage enters:

• Leads, property owners, tenants, and co-broker contacts — names, phone numbers, emails, notes, and custom fields such as budget, preferred areas, and lead source.
• Society/building information, which can include the names and phone numbers of society staff (secretary, manager, watchman) — people who are not BrokerBolo users themselves. Entering this data is the brokerage's own responsibility (see section 6).
• Property details, rent and deposit figures, key-custody logs, and site-visit notes including client ratings and verbatim feedback about a flat or landlord.
• Deal and brokerage financial details (commission percentages and amounts). These are visible only to the brokerage's owner/admin-level users, not every team member.

Through the WhatsApp integration:

• The content of WhatsApp messages sent and received through the connected business number.
• Media sent by a customer over WhatsApp (photos, voice notes, documents) — this is stored in our systems, not just relayed and discarded.

Only if a brokerage turns on the optional AI assistant and supplies its own API key:

• Message content and any knowledge-base text the brokerage has pasted in are sent to the AI provider (OpenAI or Anthropic) the brokerage configured, to generate drafted or automatic replies.

4. How we use personal data

To operate the CRM (storing and organizing contacts, deals, and dashboards), to send and receive WhatsApp messages on a brokerage's behalf, to run automations a brokerage configures (such as lease-renewal reminders, stale-owner outreach alerts, and agent assignment), and — only where enabled — to generate AI-drafted replies.

5. How we share personal data

We share personal data only with the service providers needed to run BrokerBolo:

• Meta / WhatsApp Cloud API — every WhatsApp message and media file passes through Meta's infrastructure; this is required for the product to function.
• Supabase — our database, authentication, file storage, and realtime hosting provider. Our production data is hosted in Supabase's Mumbai (ap-south-1) region.
• OpenAI or Anthropic — only if a brokerage opts in to the AI assistant and supplies its own API key.
• Any outbound webhook a brokerage configures for its own account is sent by that brokerage to an endpoint of its own choosing — that is the brokerage's integration, not one we initiate.

We do not sell, rent, or share your leads or contacts with other brokers, property portals, or marketers. Unlike the common industry practice of reselling a single enquiry to many brokers, a lead entered into a BrokerBolo account stays visible only within that account.

6. Your responsibility as a brokerage using BrokerBolo

If you use BrokerBolo to store or contact leads, owners, tenants, or society staff, you are responsible for having a proper legal basis or consent to collect and use their personal data, and for complying with WhatsApp/Meta's own messaging policies for anything you send. BrokerBolo gives you the tool; you remain the data fiduciary for the data you choose to enter.

7. Data retention

We keep your account data and the data you've entered for as long as your account is active. If you close your account, we delete it within 90 days or sooner on verified request. We do not currently auto-delete stale or inactive leads — if you want old data removed, contact us and we'll act on it.

8. Security measures

Every brokerage's data is isolated from every other brokerage's at the database level (row-level security). WhatsApp access tokens and any AI provider API keys you store with us are encrypted at rest (AES-256-GCM). Other CRM data — names, phone numbers, message text, rent figures, notes — is stored as ordinary, access- controlled database records; we do not field-level encrypt it. No system is perfectly secure, and we'll notify affected users and the relevant authority without delay if we ever discover a breach.

9. Cookies and local storage

We use only the session cookie our authentication provider sets to keep you signed in, plus a small amount of browser local storage for interface preferences (such as light/ dark theme and panel layout). We do not use advertising or tracking cookies, and there are no analytics or tracking scripts on brokerbolo.in.

10. Cross-border data flows

Our core database and file storage are hosted in Mumbai, India. WhatsApp messages pass through Meta's global infrastructure, and — only if a brokerage enables the AI assistant — message content is sent to OpenAI's or Anthropic's servers, which may be located outside India, using that brokerage's own API key.

11. Your rights

You (or the brokerage acting on your behalf) can ask us to:

• Tell you what personal data we hold and how it has been shared.
• Correct inaccurate data.
• Erase your data, subject to any data we're legally required to keep.
• Raise a grievance — we'll respond within 90 days.
• Nominate another person to exercise these rights on your behalf if you die or become incapacitated.

To exercise any of these, contact us using the details in section 1.

12. Children's data

BrokerBolo is a business tool for brokerage staff. It is not directed at children, and we do not knowingly collect children's personal data.

13. Changes to this policy

We may update this policy as BrokerBolo changes. We'll update the effective date above when we do, and material changes will be communicated to account owners.

14. Disclaimer

This page is provided for information and transparency. It is not legal advice, and it does not create an attorney-client relationship.