HEMTRIX - Real Estate CRM Privacy Policy

 

Privacy Policy for HEMTRIX – Real Estate CRM App

Effective Date: 9 October 2026

HEMTRIX respects your privacy. This Privacy Policy explains how information is collected, used, shared, retained, and protected when you use HEMTRIX – Real Estate CRM App and its related services.

For privacy questions or requests, contact info@hemtrix.com.

1. Information We Collect

The information processed through HEMTRIX depends on the features you use, the information you provide, and your organization’s configuration.

Account and Profile Information

When you register, access an account, or contact support, we may collect your name, email address, phone number, organization details, account credentials, and information included in your communications with us.

Real Estate and CRM Information

HEMTRIX processes information that you or authorized members of your organization enter, upload, or import into the app. This may include:

• Lead and customer names, phone numbers, email addresses, and contact details.

• Property listings, addresses, descriptions, photographs, and associated documents.

• Customer preferences, enquiries, appointments, and site-visit details.

• Follow-up activities, tasks, notes, and communication records.

• Deal details, transaction-related records, and reports.

• Other information submitted while using CRM features.

Please provide only information necessary for your business activities. You are responsible for having an appropriate legal basis, including consent where required, to submit personal information about customers, leads, employees, or other individuals.

Technical and Usage Information

When you use the app, technical information may be processed to operate and maintain the service. This may include your IP address, device type, operating system, app version, access times, activity logs, and diagnostic or error information.

Information from Connected Services

If you connect an external service or import information from another system, HEMTRIX processes the information made available through that connection according to the permissions you authorize.

2. How We Use Information

We use information to:

• Create and manage accounts and authenticate users.

• Provide real estate CRM features and maintain business records.

• Support lead management, property management, follow-ups, appointments, and reporting.

• Enable authorized collaboration within your organization.

• Deliver notifications and communications associated with the service.

• Respond to enquiries and provide customer support.

• Identify technical problems and improve performance and usability.

• Protect accounts and investigate suspected fraud, abuse, or unauthorized access.

• Meet applicable legal obligations and enforce service terms.

Where applicable law requires consent for a particular activity, we will seek that consent. Additional uses requiring a separate notice or permission will be disclosed before they take place.

3. App Permissions

Certain features may request access to device capabilities, such as notifications, the camera, selected photos or files, contacts, or location.

When a feature requests permission, access is used for the purpose explained in the app or permission request. For example, camera or file access may support uploading property photographs or documents, and contact access may support an import you initiate.

You can manage or revoke device permissions through your device settings. Denying a permission may prevent the associated feature from working.

This policy does not authorize undisclosed access to your messages, call recordings, contacts, or background location. Any feature involving sensitive information requires the relevant disclosures and permissions.

4. How Information Is Shared

Information may be shared in the following circumstances:

Within your organization: CRM information may be accessible to administrators and authorized users according to their roles, permissions, and your organization’s settings.

With service providers: Providers supporting hosting, storage, communications, technical support, security, or other service functions may process information where necessary to perform those functions.

Through integrations you authorize: Information may be exchanged with an external service when you connect that service or direct HEMTRIX to share information with it.

For legal and security purposes: Information may be disclosed when required by applicable law or valid legal process, or when reasonably necessary to investigate abuse, protect rights, or safeguard users and the service.

During a business transfer: Information may be transferred as part of a merger, acquisition, restructuring, or transfer of the service, subject to applicable privacy obligations.

At your direction: Information may be shared when you request or authorize a disclosure.

5. Your Organization’s Responsibilities

If you use HEMTRIX through a real estate agency, developer, broker, employer, or another organization, that organization may determine why CRM information is collected and how it is used.

Your organization may also control account access, user permissions, record management, and retention requirements.

If your personal information was entered into HEMTRIX by one of our business customers, you may contact that organization directly regarding its use of your information. You can also contact us at info@hemtrix.com, and we will assist or direct your request as appropriate.

6. Data Security

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, misuse, alteration, disclosure, or loss.

No electronic system or transmission method can guarantee complete security. You should protect your login credentials, restrict access to your devices, and promptly report suspected unauthorized account activity.

7. Data Retention

Information is retained for as long as reasonably necessary to provide the service and fulfil the purposes described in this policy.

Retention depends on the type of information, account status, your organization’s instructions, and applicable legal or contractual requirements.

Certain records may need to be retained after account closure for legal compliance, dispute resolution, security investigations, or enforcement of agreements. Backup copies may remain until they are removed through the applicable backup lifecycle. Information no longer required is deleted or anonymized as appropriate.

8. Your Choices and Rights

Depending on applicable law and your relationship with the account-holding organization, you may request:

• Access to your personal information.

• Correction of inaccurate or incomplete information.

• Deletion of your personal information or account.

• Restriction of, or objection to, certain processing.

• Withdrawal of consent where processing relies on consent.

• A copy of your information in an available portable format.

To submit a request, email info@hemtrix.com. Include enough information to identify the relevant account or records. We may need to verify your identity and authority before completing a request. Please do not send passwords or unnecessary sensitive documents.

Requests are handled subject to applicable legal requirements, the rights of others, and any lawful retention obligations.

9. Account and Data Deletion

You may request account deletion by emailing info@hemtrix.com with the subject “HEMTRIX Account Deletion Request.” Include your registered email address or phone number and, where relevant, your organization’s name.

Deleting an individual user account may not delete CRM records controlled by an organization or information that other authorized users need to retain. Requests concerning organization-owned records may require authorization from the organization.

Where information must be retained for a lawful reason, we will explain the relevant limitations when responding to your request.

10. International Processing

Information may be stored or processed in locations where HEMTRIX or its service providers operate. Privacy laws in those locations may differ from those in your location.

Where applicable law requires safeguards for international transfers, those requirements apply to the relevant processing.

11. Children’s Privacy

HEMTRIX is intended for professional and business use and is not directed at children.

If you believe a child has provided personal information without the necessary authorization, contact info@hemtrix.com so that we can review the situation and take appropriate action.

12. Third-Party Services and Links

HEMTRIX may include links to, or integrations with, third-party services. Their collection and use of information are governed by their own privacy policies.

Please review those policies before connecting a service or submitting information to it.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in the service, data practices, or applicable requirements.

The updated policy will display a revised effective date. Where required, we will provide additional notice or obtain consent for material changes.

14. Contact Us

For questions about this Privacy Policy, privacy concerns, or requests concerning your personal information, contact:

HEMTRIX – Real Estate CRM App
Email: info@hemtrix.com