Privacy Policy

Last updated: September 23, 2026

Pipecove ("we," "us," "our," "the Platform," "the CRM") operates a customer relationship management platform for businesses, including real estate agents, in the United States, United Kingdom, Canada, Australia, and New Zealand. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our platform.

By using our platform, you agree to the collection and use of information in accordance with this policy.

1. Who This Policy Applies To

This policy applies to: - Workspace owners/administrators who sign up for and manage a CRM account ("Workspace Customers") - Agents/team members invited to a workspace by a Workspace Customer - Visitors to our marketing website - End contacts/leads whose data is entered into the platform by Workspace Customers (we act as a data processor for this category — see Section 9)

2. Information We Collect

2.1 Information You Provide Directly - Name, email address, phone number, business name - Billing information (processed via our payment provider, Stripe — we do not store full card numbers) - Content you input into the CRM: contacts, leads, notes, custom fields, messages, calendar events - Communications you send through the platform (email, SMS, and call recordings or logs)

2.2 Information Collected Automatically - IP address, browser type, device information - Usage data: pages visited, features used, login times - Cookies and similar tracking technologies (see our Cookie Policy)

2.3 Information From Third-Party Integrations If you connect third-party services (email via IMAP/SMTP, Twilio for SMS/calling, Google/Meta login, calendar sync), we receive information from those services as authorized by you during the connection process.

3. How We Use Information

We use collected information to: - Provide, operate, and maintain the platform - Process payments and manage subscriptions - Send transactional communications (billing notices, trial reminders, service updates) - Provide customer support - Improve and develop new features - Detect and prevent fraud, abuse, and security incidents - Comply with legal obligations

We do not sell personal information to third parties.

4. Legal Basis for Processing (UK/International Users)

Where applicable (including for UK users under UK GDPR), we process personal data on the following legal bases: - Contract: processing necessary to provide the services you've signed up for - Legitimate interests: improving our platform, preventing fraud, direct marketing to existing customers (with opt-out available) - Consent: where you have given specific consent (e.g., marketing communications, optional features) - Legal obligation: where processing is required to comply with law

5. How We Share Information

We may share information with: - Service providers: payment processing (Stripe), messaging infrastructure (Twilio), email delivery providers, hosting providers — solely to provide the platform's functionality - Legal compliance: when required by law, court order, or governmental request - Business transfers: in connection with a merger, acquisition, or sale of assets - With your consent: any other sharing you explicitly authorize

We do not share your data with third parties for their own independent marketing purposes.

6. Data Retention

We retain personal information for as long as your account is active or as needed to provide services. Following account cancellation, we retain data for 60 days to allow for reactivation, after which it is deleted or anonymized, except where retention is required by law (e.g., financial records for tax purposes).

7. Your Rights

Depending on your jurisdiction, you may have the right to: - Access the personal information we hold about you - Correct inaccurate information - Delete your information ("right to be forgotten" — UK/EU users) - Restrict or object to certain processing - Data portability — receive your data in a structured, machine-readable format - Withdraw consent at any time where processing is based on consent - Opt out of marketing communications at any time via the unsubscribe link or by contacting us

Region-specific rights: - **UK residents**: Rights under UK GDPR, including the right to lodge a complaint with the Information Commissioner's Office (ICO) - **Canadian residents**: Rights under PIPEDA, including the right to file a complaint with the Office of the Privacy Commissioner of Canada - **Australian residents**: Rights under the Privacy Act 1988, including the right to complain to the Office of the Australian Information Commissioner (OAIC) - **New Zealand residents**: Rights under the Privacy Act 2020, including the right to complain to the Office of the Privacy Commissioner - **US residents (California)**: Rights under the CCPA/CPRA, including the right to know, delete, and opt out of the sale/sharing of personal information (note: we do not sell personal information)

To exercise any of these rights, contact us at privacy@pipecove.com.

8. Data Security

We implement reasonable technical and organizational measures to protect personal information, including encryption in transit, access controls, and regular security reviews. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Our Role as a Data Processor

For contact/lead data that Workspace Customers input into the platform (names, phone numbers, emails of their leads), we act as a data processor, and the Workspace Customer acts as the data controller. Workspace Customers are responsible for ensuring they have a lawful basis (e.g., consent) to collect and process this data, including compliance with anti-spam laws (CASL, TCPA, Spam Act, PECR) for any messages they send through the platform.

10. International Data Transfers

Where personal data is transferred internationally (e.g., stored on servers in a different country than where you're located), we take steps to ensure appropriate safeguards are in place, such as standard contractual clauses where required.

11. Children's Privacy

Our platform is not intended for use by individuals under 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a notice on the platform. Continued use of the platform after changes constitutes acceptance.

13. Contact Us

For questions about this Privacy Policy or to exercise your data rights, contact:

Pipecove Postal address available on request. Update this line in Super Admin → Policies if you publish one. Email: privacy@pipecove.com