Privacy Policy
AiDocs is a private document assistant for real estate teams; RAiA is its AI assistant. This policy explains what information it handles, why, where it is kept, and the choices you have. It covers information the service receives from Google APIs.
1. Who we are
AiDocs is provided by AiDocs. The service is provided only to the realtor teams AiDocs works with; it is not open for public sign-up. Contact: [email protected].
2. Information we access from Google
A realtor team connects AiDocs to a Google account that the team uses for its assistant. With that account's permission, the service uses:
- Gmail (read-only). It reads messages sent or forwarded to the assistant's mailbox, and their attachments: the sender, recipients, subject, date, message text and attached documents. It does not change or delete messages.
- Gmail (send). It sends service notices, such as an alert that a connected service is unavailable, to the team's designated support address.
- Google Drive (read-only). It reads files and folders that the team has shared with the assistant account. It only works inside the folders the team has configured as deal folders.
- Google Drive (files it creates). It uploads the documents it prepares, such as draft forms, into the team's deal folders, and creates new deal folders when asked.
3. How we use it
We use this information only to provide the service to the team:
- to recognise each document's type and link it to the right deal;
- to read the facts needed for real estate paperwork, such as names, addresses, property details and dates;
- to prepare forms and checklists from information already on file, and to show the team what still needs a person's answer;
- to keep the service secure and running, and to fix problems.
We do not use this information for advertising, we do not sell it, and we do not use it to build profiles unrelated to the team's own deals.
4. Automated processing
To read documents, AiDocs uses AI language models. Document text or page images may be sent to a model running on our own hardware, or to a model provider through OpenRouter. Where a third-party provider is used, we configure the service to use only providers that do not store the content and do not use it to train their models. The AI results are used only for the purposes above, and a person decides whenever something is uncertain.
5. Where information is kept
- Extracted facts, deal records and a working copy of documents are stored on servers controlled by AiDocs.
- Information is sent over encrypted connections.
- Access is limited to AiDocs, which operates the service, and to the members of the realtor team, each seeing only what their role allows.
- Backups are kept for a limited period and replaced on a rolling basis.
6. Sharing
We share information only:
- with the service providers needed to run AiDocs (hosting, and AI processing under the conditions in section 4), under agreements that limit their use to providing the service;
- when required by law;
- with the realtor team the information belongs to.
We do not sell personal information.
7. Google API Services: Limited Use
AiDocs' use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- Google user data is used only to provide or improve the user-facing features described above.
- It is not transferred to others except as needed for those features, for security, to comply with law, or as part of a merger or acquisition with notice.
- It is not used for advertising.
- No person reads it except with the team's permission, for security purposes, to comply with law, or when the data has been aggregated and anonymised for internal operations.
8. Retention and deletion
We keep information while the realtor team uses the service. When a team stops using AiDocs, or asks us to delete its information, we delete it from our systems within 30 days, and from backups when they are next replaced, unless the law requires us to keep it longer.
9. Your choices
- The account owner can remove AiDocs' access to Google at any time from Google Account permissions.
- To access, correct or delete information, or to ask a question, contact [email protected].
10. Canadian privacy law
We handle personal information in keeping with the privacy laws that apply to us and to the realtor teams we serve in Canada.
11. Changes
If we change this policy, we will update the effective date above. Material changes will be communicated to the realtor teams using the service.