Effective Date: 13 December 2025

This Privacy Policy explains how BinaxHub (“we”, “us”, “our”) collects, uses, shares, and protects personal data when you visit our website or use the BinaxHub platform (the “Service”). If you use BinaxHub on behalf of a real estate agency, your agency may control certain data you submit to the Service.

1) Who this policy applies to

This policy applies to:

• Website visitors (public pages, contact forms, demo requests)
• Business customers (real estate agencies) and their authorized users (agents, managers, call center staff)
• People whose information is stored in the system as leads (for example sellers, buyers, tenants) where their details are publicly available or provided to an agency

2) Roles under data protection laws

Depending on the data and context:

• BinaxHub may act as a “processor” for Customer accounts (we process data on behalf of an agency).
• The agency/customer acts as a “controller” for leads and client records they manage in the platform.
• For limited website operations (for example contact form submissions), BinaxHub may act as a controller for that specific data.

3) What data we collect

We may collect the following categories of personal data:

A) Account & user data (business users)

• Name, email, phone number, job role, company/agency name
• User permissions and role assignments
• Support communications and requests
• Login credentials (stored securely, not in plain text)

B) Platform usage & technical data

• IP address, device type, browser type, operating system
• Log files, session data, timestamps, error logs
• Security events (login attempts, suspicious activity)
• Basic analytics about feature usage (to improve the platform)

C) Lead & listing-related data

Depending on Customer usage and source availability, lead/listing records may include:

• Source website name and public listing URL (clickable)
• City/area text, property type, and publicly shown attributes
• Publicly shown price and reference ID (if available)
• Public contact indicators shown on sources (for example a public phone number) where displayed
• Internal CRM fields created by the agency (status, notes, assignments, follow-ups)
• Freshness signals (first seen / last checked timestamps)

D) Communications data (if enabled by the Customer)

• Email metadata inside the CRM (sender/recipient, subject, timestamps)
• Call/VoIP events (dialed numbers, call time, duration) where supported
• Call recordings only if enabled by the Customer and legally permitted (rules may vary by country)

4) How we collect lead data from public sources

BinaxHub may reference real-estate information from public webpages and local listing sites to help agencies work faster. We focus on operational indicators and provide links to the original source for verification and full details. We do not claim ownership of third-party content, and rights remain with their owners. For details, see the Data Sources & Rights Notice.

5) How we use personal data

We use personal data to:

• Provide the Service (accounts, permissions, lead management, assignments, workflows)
• Improve performance, reliability, and user experience
• Secure the Service (fraud prevention, monitoring, access control)
• Provide customer support and respond to inquiries
• Manage billing and subscriptions (if applicable)
• Meet legal obligations and enforce our Terms

6) Legal bases for processing (where applicable)

Depending on jurisdiction and role, processing may be based on: contract (to provide the Service), legitimate interests (security and improvement), consent (cookies/optional marketing where required), and legal obligation (compliance and lawful requests).

7) Cookies and tracking

We may use cookies and similar technologies for essential functionality, security, and analytics. For details, see our Cookie Policy where required.

8) Sharing and disclosure

We may share personal data only as needed:

• Service providers (hosting, security, analytics, email delivery, telephony/VoIP integrations) under confidentiality obligations
• Within the Customer account (data is visible to authorized Users as part of providing the Service)
• Legal reasons (to comply with law, respond to lawful requests, protect rights and safety)

We do not sell personal data.

9) International data transfers

Data may be processed in countries different from your country of residence depending on our hosting and providers. Where required, we apply appropriate safeguards for international transfers.

10) Data retention

We retain data only as long as needed to provide the Service, meet security needs, support Customers, and comply with legal obligations. Customers may delete records inside the platform based on their own policies. Some logs may be retained for security and audit purposes.

11) Security

We use technical and organizational measures designed to protect data, including access controls and monitoring. No method of transmission or storage is 100% secure, but we work to protect the platform and continuously improve security.

12) Your rights

Depending on your location, you may have rights such as access, correction, deletion, restriction/objection, and portability. If you are a lead stored by an agency, your request may need to be handled by the agency (the controller). We can assist by directing requests where appropriate.

13) Children

BinaxHub is a B2B service for professionals and is not intended for children.

14) Third-party links

The Service may include links to third-party websites (for example original listing pages). We are not responsible for their privacy practices. Review the policies of those websites when you visit them.

15) Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website and will apply from the updated effective date.

16) Contact

For privacy questions and requests, contact us via our Contact page.

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