Northmark Agency ("Northmark," "we," "us," or "our") operates an AI-powered lead-response service for real estate professionals. We send automated SMS messages on behalf of our clients (licensed real estate agents) to consumers who have voluntarily submitted property inquiries through our clients' lead-generation channels.
This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices and rights you have. By using our service or submitting an inquiry to one of our client agents, you agree to the practices described here.
Quick summary. We only message people who voluntarily submitted an inquiry to one of our client agents. Every message includes an opt-out (reply STOP to unsubscribe). We never sell your data. We use industry-standard processors (Stripe, Twilio, Anthropic, Make.com, Cloudflare) to deliver the service. You can request access to, correction of, or deletion of your information at any time by emailing [email protected].
01Who we are and who this policy covers
Northmark Agency is the data controller for the personal information described in this policy. We provide automation services to real estate agents who are themselves the relationship party to the consumers being contacted. In some processing activities (e.g. sending an SMS at an agent's direction) we act as a data processor to the agent. In others (e.g. operating this website, managing our client roster) we act as a data controller.
This policy applies to:
- Consumers who have submitted a real estate inquiry through one of our client agents' lead-generation channels (Zillow, Realtor.com, Facebook, the agent's website, etc.) and receive automated SMS responses from us on the agent's behalf.
- Visitors to our website, northmarkagency.org.
- Clients and prospective clients — real estate agents who engage or evaluate Northmark services.
02Information we collect
From consumers who submit a property inquiry
When you submit a property inquiry through one of our client agents' lead-generation channels, the agent's lead-source platform forwards us:
- Name — first name and last name as you provided it
- Phone number — the mobile number you submitted
- Email address — if you provided one
- The content of your inquiry — the property address, your question or message, and the lead source (e.g. Zillow listing #, Facebook ad ID)
- Subsequent SMS conversation — your replies to our automated message, stored so the agent can take over the conversation
We do not purchase, scrape, or rent contact lists. Every person we message has actively submitted an inquiry to one of our client agents.
From website visitors
When you visit northmarkagency.org we collect:
- Standard server logs — IP address, browser type, pages visited, timestamp. Held for 90 days for security and analytics.
- Cookies and similar technologies — only strictly necessary cookies by default. No third-party advertising or tracking cookies.
From clients and prospective clients
For client agents and prospects evaluating our service, we collect:
- Business name, contact person, email, phone number
- Billing information processed through Stripe (we do not store full card numbers — see Section 4)
- Configuration data needed to operate the service: agent voice samples, bio details, lead-source credentials (stored encrypted), CRM integration tokens
03How we use your information
We use the information described above only for the following purposes:
- To respond on behalf of our client agents. When you submit a property inquiry, we send a personalised SMS reply from the agent's dedicated phone number within approximately 60 seconds, written in the agent's tone using AI.
- To facilitate the conversation. Your reply is delivered to the agent so they can take over the conversation directly.
- To follow up. If you do not reply, we may send up to five additional follow-up messages over a six-week period. Every message includes opt-out instructions.
- To operate the service. We log activity for quality assurance, troubleshooting, monthly performance reporting to the agent, and abuse prevention.
- To bill clients and prevent fraud. Stripe processes payments and helps verify legitimate business use.
- To comply with law. Including TCPA (US), CAN-SPAM, CCPA/CPRA (California), and similar regulations.
We do not use your information for:
- Advertising you on third-party platforms
- Selling, renting, or sharing your data with non-essential third parties
- Training AI models — your conversation content is used only to deliver the service you requested, not to train general-purpose models
04Third-party service providers
We use the following third parties to deliver the service. Each is bound by a written agreement requiring them to handle your information in accordance with applicable privacy laws and only for the purposes we direct.
| Provider | Purpose | Data shared |
|---|---|---|
| Twilio | SMS delivery and receipt | Phone number, message content |
| Anthropic | AI-generated message text | Name, inquiry context (used to generate one message; not retained for training) |
| Make.com | Workflow orchestration (passing the inquiry from lead source to AI to SMS) | All inquiry data, in transit only |
| Stripe | Client billing (charged to the agent, not the consumer) | Client business + payment information; no consumer data |
| Cloudflare | Website hosting, DNS, DDoS protection | Standard web access logs |
| GoHighLevel | CRM and lead-pipeline storage (per client) | Name, phone, email, message history |
Aside from the providers above and the client agent (whose behalf we are acting on), we do not share your personal information with third parties unless required by law (e.g. valid subpoena, court order) or to protect the rights, property, or safety of any person.
05TCPA compliance and SMS messaging
Our SMS service is designed to comply with the Telephone Consumer Protection Act ("TCPA") and similar US federal and state laws governing automated text messaging.
Implied consent through inquiry submission
Under the TCPA and FCC guidance, when a consumer voluntarily submits a property inquiry through a real estate lead form (whether Zillow, Realtor.com, an agent's website, or similar), they have provided implied consent to receive a follow-up communication from the agent — including by SMS — regarding the subject of the inquiry. Our service operates on that basis: we only message individuals who have voluntarily submitted such an inquiry.
We do not send automated marketing texts to lists of unsolicited contacts, purchased numbers, or scraped phone records.
Opt-out — how to stop receiving messages
Every automated SMS message we send includes a clear opt-out instruction. You may stop receiving messages at any time by replying:
- STOP, END, QUIT, UNSUBSCRIBE, or CANCEL — any of these words will halt all further automated messaging from the dedicated phone number.
Once you opt out, you will receive a single confirmation text acknowledging the request and no further automated messages. The opt-out is honoured immediately and is permanent for that phone number with respect to that specific agent. If you opt out and later wish to opt back in, simply reply START to the same number.
Help and information
Reply HELP to any message for assistance and the agent's contact details. Message and data rates may apply per your wireless carrier's plan. Message frequency varies by conversation but typically does not exceed one initial response plus up to five follow-ups over six weeks if you do not reply.
06Data security
We take reasonable and appropriate administrative, technical, and physical measures to protect your information:
- Encryption in transit — all communications between Northmark systems and third-party providers use TLS 1.2 or higher.
- Encryption at rest — sensitive credentials (lead-source logins, API keys, CRM tokens) are stored encrypted in a vault, never in plaintext.
- Access controls — only Northmark personnel with a legitimate operational need can access client and consumer data, and only through authenticated channels with audit logging.
- Network protection — Cloudflare provides DDoS mitigation and WAF protection for all our public-facing endpoints.
- Regular review — we periodically review our security practices, third-party processor agreements, and incident-response procedures.
No system can be guaranteed 100% secure. If we become aware of a breach affecting your personal information, we will notify you and the appropriate authorities as required by applicable law without undue delay.
07Data retention
We retain personal information only as long as needed:
- Active leads — for the duration of the client engagement plus 12 months thereafter for record-keeping and compliance with US business-record retention norms.
- Opt-out records — indefinitely. We retain the fact that a phone number has opted out so we never message it again.
- Billing records — minimum 7 years to comply with tax and accounting obligations.
- Server logs — 90 days.
When the retention period ends, we securely delete or anonymise the data.
08Your rights and choices
You have the following rights regarding your personal information:
- Access — request a copy of what we hold about you
- Correction — request that we correct inaccurate information
- Deletion — request that we delete your information, subject to legal retention obligations
- Opt-out of SMS — reply STOP at any time (see Section 5)
- Portability — request your data in a structured, machine-readable format
- Withdraw consent — where processing is based on consent, you can withdraw it
To exercise any of these rights, email [email protected] from the email address you provided, or text the phone number you used. We will respond within 30 days.
California residents (CCPA / CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act ("CCPA") and California Privacy Rights Act ("CPRA"), including the right to know what personal information we collect, the right to delete, the right to opt out of any "sale" or "sharing" of personal information (Northmark does not sell or share personal information as those terms are defined), and the right to non-discrimination for exercising these rights. We do not knowingly collect personal information from children under 16.
09Children's privacy
Our service is intended for adult real estate consumers and licensed real estate professionals. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us at [email protected] and we will delete it.
10International users
Our service is intended for use within the United States. If you access our service from outside the US, please be aware that your information may be transferred to, stored, and processed in the United States, where our servers and the offices of our service providers are located. By using our service from outside the US, you consent to the transfer.
11Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this policy indicates the most recent revision. Material changes will be communicated by email to active clients and, for consumer-facing changes, by an updated notice on this page at least 30 days before the change takes effect.
12Contact us
For any questions about this Privacy Policy, to exercise your rights, or to report a concern, please contact:
Northmark Agency — Privacy Office
Email: [email protected]
General inquiries: [email protected]
Web: northmarkagency.org