Privacy Policy

The Real Estate Intelligence Platform (“the Platform”) is operated by Fiord AI Limited, a New Zealand company (“Fiord AI”, “we”, “us”). We sell the Platform to real estate agencies, who use it to contact and qualify their own clients and prospects.

This policy covers both groups of people whose information we hold: the agency users who log in, and the contacts an agency loads into the Platform. For contact data, the agency is the entity that decides why and how it is used; we process it on the agency’s instructions under our agreement with them.

From agency users

• Name, work email address and organisation, supplied at sign-up or invitation.
• Authentication identifiers from our login provider (Clerk).
• Product activity — which campaigns you created, which records you opened, settings you changed — so we can support the account and bill correctly.

From contacts loaded by an agency

• Name, phone number and email address, as supplied by the agency.
• Recordings and transcripts of calls placed or received through the Platform, and the structured summary our models derive from them (for example: interested or not, timeframe, appointment requested).
• Property details drawn from public listing sources and public records.

From linked calendars

• Busy and free times on the calendars an agency user chooses to connect, so the Platform does not offer an appointment slot the agent cannot make.
• Appointments the Platform itself books, which it writes back to that calendar.

If you connect a Google Calendar, the Platform requests these scopes and uses them only as described:

• calendar.readonly — to read the start and end times of existing events, so that busy periods are excluded from the appointment times the AI offers.
• calendar.events — to create, update and cancel only the appointments booked through the Platform.
• userinfo.email and openid — to show you which Google account is connected and to attach the connection to the right user.

The Platform’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically: we do not use Google Calendar data for advertising, we do not sell it, we do not transfer it to third parties except as needed to provide the feature you asked for or where required by law, and we do not allow humans to read it except with your explicit consent, for security purposes, to comply with applicable law, or where the data is aggregated and anonymised. We do not use Google user data to develop, improve or train generalised artificial-intelligence or machine-learning models.

Event titles, descriptions, attendees and locations are not stored. We keep only the start and end times of busy periods, plus the identifiers of appointments we created ourselves. Disconnecting a calendar in Settings deletes the stored access tokens and busy times immediately. You can also revoke access at any time from your Google Account permissions page.

The same limits apply to Microsoft Outlook and Microsoft 365 calendars.

• To place and receive the calls an agency has configured, and to record the outcome.
• To work out what a conversation meant and route it to the right next step.
• To schedule appointments against the agent’s real availability.
• To send the agency its own emails and reports about its own data.
• To secure the service, investigate misuse, and meet our legal obligations.

We do not sell personal information, and we do not use one agency’s data to serve another agency.

We use a small number of processors to run the service. Each receives only what that function needs:

• Convex — application database and backend hosting.
• Vercel — web application hosting.
• Clerk — authentication.
• Retell AI and Twilio — voice calls and telephony.
• OpenRouter — the language models that read call transcripts.
• Resend — outbound email.
• Google and Microsoft — calendar access you have connected.

Some of these providers operate outside New Zealand, including in the United States and the European Union. We only use providers that contractually commit to protecting the data and to using it solely to provide their service to us.

Calls placed through the Platform are AI-assisted. The AI identifies itself as an assistant calling on behalf of the named agency at the start of the call. Calls may be recorded and transcribed; where the law of the recipient’s location requires notice or consent to record, the agency is responsible for ensuring that notice is given and the Platform is configured accordingly.

Anyone can ask to be removed at any time — on the call, by replying to an email, or by contacting the agency or us directly. Opt-outs are honoured across every campaign on the Platform for that agency.

• Call recordings and transcripts: retained while the agency’s account is active, unless it asks us to delete them sooner.
• Calendar tokens and busy times: deleted as soon as the calendar is disconnected.
• Opt-out records: kept indefinitely, because that is the only way to keep honouring the opt-out.
• Everything else: deleted within 90 days of an account closing.

Data is encrypted in transit and at rest. Access is scoped per organisation and enforced on the server, not in the browser. OAuth tokens are stored server-side and are never sent to the browser. Access to production data by our staff is limited to named individuals and only for support and security purposes.

Under the New Zealand Privacy Act 2020 you can ask for a copy of the personal information we hold about you, ask us to correct it, and complain if you think we have got it wrong. If your details were loaded by an agency, we will usually refer you to that agency, who controls the record — we will tell you who they are.

Email privacy@fiord.ai. We respond within 20 working days. If you are not satisfied, you may complain to the Office of the Privacy Commissioner.

The Platform is a business tool and is not directed at anyone under 18.

If we change this policy we will update the date at the top, and we will tell account holders by email before any material change takes effect.

Fiord AI Limited, New Zealand · privacy@fiord.ai · hello@fiord.ai