Privacy Policy for Realty AI
Effective Date: November 17, 2024 · Last Updated: June 2, 2026
Realty AI (“we,” “our,” or “us”) is a brand operated by 4 Sigma Solutions Inc., a company incorporated federally in Canada under the Canada Business Corporations Act and based in Ontario, Canada. We provide conversational artificial intelligence (“AI”) software, including our chatbot product Madison, together with related lead capture, scheduling, and marketing tools (our “Services”). We also operate the website at https://www.realty-ai.com (the “Website”).
This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, and the choices and rights you have. For the purposes of this Policy, “Personal Information” means information about an identifiable individual, or information that could be used on its own or with other information to identify an individual.
We collect Personal Information in two distinct roles, and it is important to understand the difference because your rights and the party responsible for your information depend on which role applies.
- As a service provider (data processor). When you interact with the Madison chatbot on a real estate professional’s website, you are an “End User.” In that situation, the real estate professional, brokerage, or business operating that website (our “Customer”) is responsible for your information and decides how it is used. We process that information on their behalf, under contract, and on their instructions. The Customer’s own privacy policy governs that relationship, and any requests about your information should generally be directed to the Customer.
- As the responsible organization (data controller). When you are our Customer, a visitor to our Website, a job applicant, or a supplier, and for our own marketing, billing, analytics, and operations, we determine how your Personal Information is used and we are directly responsible for it.
By using the Madison chatbot, our Website, or our Services, you acknowledge the practices described in this Policy.
1. Definitions
Company: 4 Sigma Solutions Inc., operating under the brand name Realty AI.
Personal Information: Information about an identifiable individual, such as a name, email address, phone number, address, or property preferences.
Customer: A real estate professional, brokerage, business, or other organization that subscribes to or uses our Services.
End User:An individual who interacts with the Madison chatbot on a Customer’s website.
Cookies: Small files stored on your device to support Website functionality, remember preferences, and assist with analytics.
Service Providers (Subprocessors): Third parties that process information on our behalf to help us deliver the Services, such as hosting, AI processing, analytics, payment processing, and technical support.
Usage Data: Information collected automatically, such as IP address, browser type, device type, pages visited, and interaction timestamps.
2. Information We Collect
a. Information from End Users (collected on behalf of our Customers)
When you interact with the Madison chatbot on a Customer’s website, we may collect, on that Customer’s behalf:
- Your name, email address, and phone number.
- Property preferences and other details you choose to share, such as budget, location, timeline, or whether you are buying, selling, or renting.
- The transcript of your conversation with the chatbot.
- Usage Data associated with the interaction, such as IP address, device and browser type, and timestamps.
You decide how much to share with the chatbot. Please do not enter sensitive information such as financial account numbers, government identification numbers, or health information into the chatbot, as it is not required to provide the Services.
b. Information from Customers
When you sign up for or use our Services as a Customer or as an employee of a Customer, we may collect:
- Your name, company name, business address, email address, and phone number.
- Account credentials such as a username.
- Business information needed to set up and operate the Services, such as your website URL, CRM details, calendar connection, and brand settings.
c. Payment Information
We do not store full payment card numbers. Payments for our Services are processed by Stripe, our third-party payment processor and subprocessor. Your card details are provided directly to Stripe and handled under Stripe’s own terms and privacy practices.
d. Information from Website Visitors
When you visit our Website, we automatically collect Usage Data and cookie information, as described in Section 8.
e. Information from Job Applicants
If you apply to work with us, we collect the information in your application, such as your name, contact details, employment history, and education. Please do not include sensitive information in your application, such as information about your health, religion, or political beliefs.
f. Information from Suppliers
If you supply goods or services to us, we may collect a contact name, business address, email address, and telephone number.
3. How We Use Your Information
End User information
We process End User information on behalf of, and on the instructions of, the Customer whose website you interacted with, in order to:
- Respond to your questions and provide relevant information through the chatbot.
- Help schedule appointments and connect you with the Customer.
- Notify the Customer about your inquiry so they can follow up with you.
The legal basis and permitted uses for this processing are determined by the Customer and described in the Customer’s own privacy policy.
Customer information
We use Customer information to:
- Set up and manage your account, including onboarding and support.
- Provide, operate, secure, and improve the Services.
- Process billing and payments through our payment processor.
- Communicate with you about your account, the Services, and, where you have consented, our products, offers, and educational content. You can opt out of marketing messages at any time using the unsubscribe link or by contacting us.
Website visitor, applicant, and supplier information
We use this information to operate, secure, and improve our Website, to evaluate job applications, to manage supplier relationships, and to comply with our legal obligations.
If you are a Customer, our handling of Personal Information that you provide to us, or that we process on your behalf as a service provider, is also governed by the agreement between us, including any data processing terms in that agreement.
4. Artificial Intelligence and Automated Processing
The Madison chatbot uses AI to understand questions and generate responses in real time, and to help identify and qualify leads for our Customers. This processing is automated.
To generate responses, conversation content may be processed by third-party AI service providers that act as our subprocessors and process the content under contract and on our behalf. We do not use your conversations to build, develop, or fine-tune our own AI models.
Where permitted by our agreement with the relevant Customer, we review and analyze conversations, in de-identified or aggregated form wherever practicable, to monitor, evaluate, and improve the quality, accuracy, and performance of the Services. We also publish periodic industry reports using aggregated and de-identified information, as described in Section 6. These reports do not identify you and do not contain personal information.
If you would prefer to speak with a person rather than the chatbot, you can ask the chatbot to connect you with the Customer, or contact the Customer directly. You may also contact us using the details in Section 14 if you have questions about how automated processing affects you.
5. How and When We Share Information
We share Personal Information only as described below. We do not sell your Personal Information.
- With our Customers. We share End User information with the Customer whose website you used, so they can respond to and follow up on your inquiry.
- With Service Providers (Subprocessors). We share information with trusted third parties that process it on our behalf to deliver the Services, such as cloud hosting, AI processing, payment processing (Stripe), analytics, scheduling, and CRM integrations. These providers are bound by contract to protect the information and use it only for the purposes we specify.
- For business transactions. If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, Personal Information may be transferred as part of that transaction, subject to the protections in this Policy.
- For legal and safety reasons. We may disclose information where required to comply with applicable law, to respond to lawful requests from public authorities, to enforce our agreements, or to protect the rights, safety, and property of Realty AI, our Customers, End Users, or others.
- With your consent. For any other purpose you authorize.
6. Aggregated and De-Identified Data
By using the Services, you acknowledge and agree that Realty AI may generate aggregated and de-identified information from the operation of the Services, including usage metrics, behavioural trends, and market-level insights. Realty AI retains all rights to such aggregated and anonymized information, provided that it:
- Does not identify you, our Customers, or any individual End User.
- Does not disclose confidential or proprietary information.
- Is presented only in aggregated or anonymized form.
We may use this information for lawful business purposes, including improving our products, analytics, benchmarking, and the creation of industry reports and research publications.
7. Data Retention
We retain Personal Information only for as long as necessary to fulfil the purposes described in this Policy, to provide the Services, to comply with our legal, accounting, and regulatory obligations, and to resolve disputes and enforce our agreements.
For End User information, retention periods are directed by the relevant Customer, since that information is processed on the Customer’s behalf. When information is no longer needed, we take reasonable steps to delete or de-identify it.
8. Cookies and Analytics
When you visit our Website, we and our partners may use cookies and similar technologies such as web beacons, pixels, and scripts.
Types of cookies we use:
- Strictly necessary cookies. Required for the Website and Services to function. Certain features will not work without them.
- Performance cookies. Help us understand how the Website is used so we can improve it.
- Functionality cookies. Remember your preferences and personalize your experience.
- Targeting and advertising cookies. Track browsing activity to help deliver relevant content and advertising.
- Session and persistent cookies. Session cookies last only for your browsing session. Persistent cookies remain on your device until they expire or you delete them.
Third-party analytics. We use third-party services such as Google Analytics and Google Tag Manager, which may set their own cookies to help us understand Website usage.
Your choices. You can manage or disable cookies through your browser settings, and you can manage interest-based advertising through tools such as those at http://www.aboutads.info/choices and http://www.youronlinechoices.eu. Disabling some cookies may affect how the Website functions.
Third-party links. Our Website and the chatbot may contain links to third-party websites and services that we do not operate or control. This Policy does not apply to those third parties, and we encourage you to review their own privacy policies.
9. Data Storage and International Transfers
We are a Canadian company, and your information is primarily stored and processed on cloud infrastructure located in the United States (US East region), as well as by other Service Providers that may operate in the United States and elsewhere. If you are located in Canada, this means your information is transferred to and processed in the United States.
Where information is transferred outside your province or country, we use appropriate contractual and technical safeguards designed to protect it in a manner consistent with this Policy and applicable law. Information stored or processed in another country may be subject to the laws of that country, including lawful access requests by courts, law enforcement, and government authorities.
10. Security
We use reasonable technical, administrative, and physical safeguards designed to protect Personal Information against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. We encourage you to protect your own devices and account credentials.
If we become aware of a breach of security safeguards involving your Personal Information that poses a real risk of significant harm, we will notify affected individuals and the relevant authorities as required by applicable law.
11. Your Privacy Rights
Canada
Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, you have the right to access the Personal Information we hold about you, to ask us to correct it if it is inaccurate, and to withdraw your consent, subject to legal and contractual limits. To exercise these rights, contact us using Section 14. If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada.
If you are in Quebec, you also have rights under Quebec’s Law 25, including the right to access and correct your information, the right to withdraw consent, and the right to be informed when a decision about you is based exclusively on automated processing. You may also contact the Commission d’accès à l’information du Québec if you have concerns.
Where we process information as a service provider on behalf of a Customer (for example, your chatbot conversation on a Customer’s website), please direct your request to that Customer, who is the organization responsible for that information. We will assist the Customer in responding as required.
United States
If you are a resident of California, the California Consumer Privacy Act (CCPA) gives you the right to request the categories and specific pieces of Personal Information we have collected about you, to request deletion of your Personal Information, to opt out of any sale or sharing of Personal Information, and not to be discriminated against for exercising your rights. We do not sell your Personal Information. The categories of Personal Information we collect and the purposes for collecting it are described in Sections 2 and 3.
Residents of other US states that have comprehensive privacy laws may have similar rights, including the rights to access, correct, and delete their Personal Information and to opt out of targeted advertising or the sale of their Personal Information.
Where we process information as a service provider on behalf of a Customer, please direct your request to that Customer. For information we control directly, you can make a request by contacting us using Section 14. We will verify your request using information associated with your account, and you may use an authorized agent to make a request on your behalf.
12. Children’s Privacy
Our Services are not directed to individuals under the age of 18, and we do not knowingly collect Personal Information from children. If we learn that we have collected information from a child, we will delete it promptly.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email where appropriate or by posting a notice on our Website. Your continued use of the Website or Services after changes take effect indicates your acknowledgment of the updated Policy.
14. Contact Us
For questions, concerns, or requests regarding this Privacy Policy or your Personal Information, you can contact our Privacy Officer at:
Realty AI (4 Sigma Solutions Inc.)
Privacy Officer: Anthony Scalzitti
Email: privacy@realty-ai.com
We will respond to your request within the timeframes required by applicable law.