Waypoint OS, LLC, a New Mexico limited liability company ("Waypoint OS," "we," "us," or "our"), provides the Waypoint OS platform at waypointos.com, including its web and phone apps, client portal, electronic signature tools, and public forms (together, the "Service"). This policy explains what information the Service collects, why, who it is shared with, how long it is kept, and the choices you have.
Waypoint OS is business software used by real estate brokerages and the realtors, brokers, transaction coordinators, and staff they invite. Two different relationships apply to the information in the Service:
Where a request concerns Customer Data, we may refer it to the brokerage that controls it, and we will help that brokerage respond.
Account and profile information: name, email address, mobile phone number, mailing address, date of birth, emergency contact, role, brokerage, real estate license numbers and expiration dates by state, MLS ID, biography, headshot, social media links, and your text message consent choices.
Onboarding documents: files your brokerage asks you to upload, such as a W-9 or payment information form. These are stored as uploaded files and are visible only to you and the people at your brokerage whose role permits it.
Transaction and business records: information entered or uploaded by brokerages and their users, including property addresses, client names and contact details, contract terms and dates, compensation figures, checklists, notes, messages, and documents such as purchase agreements, disclosures, and signed forms.
Contacts and CRM records: information users choose to record about their own contacts and clients, such as contact details, family members, important dates, interests, notes, and logged calls, texts, and emails.
Electronic signature records: signer name, email address, IP address, browser and device information, and the time of each step. Each signed document is fingerprinted (SHA-256) and recorded in a tamper-evident audit trail.
Wire and payment instructions: where a brokerage records wire instructions, they are readable only through our servers by authorized users, and account and routing numbers are masked in audit records.
Billing information: brokerage subscriptions are billed through Stripe. We store Stripe customer and subscription identifiers. Card details are collected and held by Stripe, not by us.
Public forms: when you submit a recruiting inquiry, compensation calculator, consumer inquiry, client review, or brokerage intake form on our sites, we collect what you enter, your consent choices, and technical information such as IP address and browser type, which we use to prevent spam and abuse. On our recruiting site we also record which pages are viewed, the referring site, and campaign tags, without recording IP address.
Usage and security records: sign-in and session records, pages viewed, time on page, clicks and scroll depth within the Service, and records of key actions such as creating a transaction, uploading a document, or approving a payment. Some activity records name the related contact or property so a brokerage can review its own team's activity. For searches inside a list or table we record only the length of the search, not its words. The Search box works differently and is described in Section 7. For AI features we record usage counts and the length of a request. Waypoint OS staff may view these usage records by person to support your brokerage and improve the Service, as described in Section 6.
Error reports: when something breaks, we record technical details such as the part of the code involved, browser family, and software version, together with a pseudonymous identifier that changes daily. Error reports are designed to exclude message text and personal information.
We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not use Customer Data to train artificial intelligence models.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Mobile information is not sold or shared for third-party marketing. Our messaging provider, Twilio, processes mobile phone numbers and message content solely as our service provider to deliver these messages. We keep a log of messages sent and a record of each consent and opt-out, which cannot be edited after it is made.
Within your brokerage: authorized users at your brokerage, such as your broker, transaction coordinator, and administrators, can see records according to their role. Each brokerage works in its own space, and users cannot see another brokerage's records.
Within Waypoint OS: to support customers and improve the Service, a small number of authorized Waypoint OS staff can see who at a brokerage uses which features and when, for example that a user completed a setup step, spent time in transactions, or uploaded documents. This view shows the type of action, the person, and the time. It does not show the contents of records, such as property addresses, client names, prices, messages, or documents. We do not share it outside Waypoint OS, and we do not use it to compete with a brokerage or to recruit its people.
With people you choose: when you invite a client to the client portal, send a document for signature, or share a link, the people you invite see what you share with them.
Service providers: we share information only with companies that process it on our behalf to run the Service, under contracts that limit their use of it:
| Provider | Purpose |
|---|---|
| Google (Firebase and Google Cloud) | Hosting, database, file storage, sign-in, server functions, and secret storage |
| Twilio | Text message delivery |
| Resend | Email delivery |
| Stripe | Subscription billing for brokerages |
| Anthropic | AI-assisted features, described in Section 7 |
| Zoom | Creating meetings scheduled by brokerage administrators |
| Google Tasks | Only if you choose to connect it, to sync your own tasks |
Content delivery: pages load fonts and code libraries from Google Fonts and public content delivery networks, which receive your IP address as part of delivering those files. Some training pages embed content from third-party education providers, whose own privacy policies apply.
Legal and safety: we may disclose information when we believe in good faith it is required by law, subpoena, or court order, or is necessary to protect the safety, rights, or property of our users, the public, or Waypoint OS.
Business transfers: if Waypoint OS is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this policy.
All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.
Some features use AI, such as reading key dates from an uploaded contract or drafting a message. When you use one, the request and any document you select are sent to our AI provider, Anthropic, to produce the result. These features are available only where a brokerage has them turned on. AI output can be wrong, so review it before you rely on it. Under its commercial terms, our AI provider does not train its models on information sent through our account.
The Search box. The Search box is available to every brokerage. To understand what you type, it sends the words you typed, with our list of page names, to Anthropic. Phone numbers, email addresses and long numbers such as account numbers are removed first. Only what you type is sent: your account, your brokerage and your records are not. Search also finds your own records (deals, people, agreements, listings, referrals, documents and contacts you can already open); that match is made in your own browser, and when what you type matches one of your records, nothing is sent. Search shows only places your account can already open. We keep the words of each search for 30 days, and searches that found nothing (with anything you add under "None of these") for one year, without your name or account, so we can check and improve Search. Under its commercial terms, Anthropic does not train its models on these searches.
We do not use advertising cookies or third-party analytics or tracking tools. The Service uses your browser's storage for things it needs to work:
Clearing your browser's site data removes these items and signs you out.
We use administrative, technical, and physical safeguards designed to protect information, including:
No system is perfectly secure. If we learn of a security incident affecting your personal information, we will notify you and your brokerage as required by law. Please report suspected security issues to will@waypointos.com.
We keep information only as long as it is needed for the purposes in this policy, or longer when the law requires it.
| Information | How long we keep it |
|---|---|
| Transaction records and documents | For the life of the brokerage's subscription, and as long as real estate record-keeping laws require |
| Signed documents and signature audit trails | Kept as part of the transaction record; signature request links expire after 14 days by default |
| Session records | 90 days |
| Usage activity records | 13 months |
| Business activity records | 24 months |
| Error reports | 90 days |
| Security alerts | 180 days |
| Account claim requests | 90 days |
| SMS consent and opt-out records | As long as needed to show consent under messaging laws |
When a brokerage's subscription ends, we handle its Customer Data as described in our Terms of Service.
Depending on where you live, you may have additional rights under state privacy laws. You may use an authorized agent to make a request, and you may appeal a decision by replying to our response.
If you are a buyer or seller invited to the client portal, you sign in with a link sent to your email. Your realtor decides what you can see and can turn off your access at any time. Portal access ends automatically 90 days after your transaction closes or is cancelled. You never see the brokerage's internal records, such as compensation agreements, referral agreements, invoices, tax forms, or broker notes. Your realtor is notified when you sign in. For questions about how your information is used in your transaction, contact your realtor or brokerage first.
The Service is intended for use in the United States. Information is stored and processed in the United States by us and our service providers.
The Service is not intended for anyone under 18, and we do not knowingly collect information from children.
We may update this policy as the Service changes. The date at the top shows the current version. If a change is material, we will notify account holders by email or in the Service before it takes effect.
Waypoint OS, LLC
Privacy questions and requests: will@waypointos.com
Text messages: (888) 660-4208 (reply HELP for help)