Privacy policy

AOT Sync (aotsync.com) is the private operating system of the Adam Olsen Team and The Commercial Professionals, real-estate teams in Texas. It is used by the teams’ agents and staff to manage listings, transactions, leads, documents and marketing. This policy explains what information AOT Sync collects, how it is used, and the choices you have.

Who can use AOT Sync

Only people who work with the two teams can sign in: accounts on the teams’ Google Workspace domains (adamolsenteam.com and thecommercialprofessionals.com), or addresses the teams’ administrators invite. Clients use AOT Sync only through links they are sent (for example to sign a document, book photos, or fill in listing details).

Information we collect

• From Google Sign-In: your name, email address and profile picture (the Google scopes openid, email and profile). AOT Sync does not receive your Google password and does not ask for access to your Gmail, Drive or Calendar through sign-in.
• Work information you and your team enter: listings, transactions, contacts and leads, notes and comments, files and photos, contracts and signatures, schedules, and the settings you choose (such as notification preferences).
• Activity records: what changed in the system, who changed it and when — kept so the team can audit its own work.
• For electronic signatures: the signer’s name, email, the time of consent and signing, IP address and device type, recorded on the signed document’s certificate.
• Usage analytics: page views measured with a self-hosted, cookieless analytics tool. It records pages visited and a role (agent, staff…), never your name, and stores no IP address.

How the information is used

• To sign you in and show you the boards, records and tools your role allows.
• To run the teams’ work: routing leads, tracking deals and deadlines, preparing documents and marketing, and sending the notifications you choose.
• To keep an audit trail and protect the system against misuse.

AOT Sync does not sell or rent personal information, does not use it for advertising, and does not share it outside the two teams except with the service providers that run the system on the teams’ behalf (for example Google Workspace for email and calendar, and the hosting and file-storage providers), and when the law requires it.

Google user data

Information received from Google APIs is used only to provide and improve AOT Sync’s features for the person who signed in, and its use adheres to the Google API Services User Data Policy, including the Limited Use requirements. It is not transferred to others except as needed to provide the service, for security, or to comply with law, and it is not used to develop or train artificial-intelligence models.

Storage and security

Data is stored on servers the teams control and on the service providers named above, protected by sign-in, role-based permissions, encrypted connections (HTTPS) and encrypted secrets. Access is limited to the people and roles that need it.

How long it is kept

Work records are kept for as long as the teams need them for their business and for the record-keeping real-estate law requires. When an account is deactivated it can no longer sign in; its past work stays part of the teams’ records.

Your choices

• You can change your notification preferences at any time in Settings → Notifications.
• You can ask to see, correct or delete personal information about you by emailing the address below.
• You can remove AOT Sync’s access to your Google account at myaccount.google.com → Security → Third-party apps.

Contact

Questions about this policy: [email protected].

If this policy changes, the date at the top changes with it.