Privacy Policy

Plain-language summary (not a substitute for the full policy below):OneMan Suite is a CRM and AI answering service for real estate agents. We store the account data you give us, the contact/lead data you upload, call recordings and transcripts from your AI answering service, and data from any Gmail, Outlook, or Google Calendar account you connect. We use trusted providers (Supabase, Stripe, Twilio, Resend, Anthropic, Google, Microsoft, Telegram) to run the service. We do not sell your data. If you are one of our customer's contacts or leads — not a OneMan Suite account holder yourself — see “If you are a contact or lead in someone else's account” below.

1. Who we are and what this policy covers

This Privacy Policy explains how OneMan Suite (“OneMan Suite,” “Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with the OneMan Suite website (onemansuite.com), the OneMan Suite CRM application, the AI answering service, and all related features (contracts/e-signature, marketplace, partner and referral tools, email and SMS notifications, and related APIs) (together, the “Service”).

OneMan Suite is presently operated by its founder. Upon formation of a limited liability company or other successor entity to operate OneMan Suite, all rights, obligations, and data described in this policy automatically transfer to that entity as described in the Assignment section of our Terms of Service, without requiring a new privacy policy.

By using the Service, you agree to the collection and use of information as described in this policy.

2. Two kinds of data we handle

This distinction matters and applies throughout this policy:

• Account Data — information about you as a OneMan Suite subscriber or team member (your name, email, phone, business name, billing information, login credentials, settings). For Account Data, OneMan Suite is the controller— we decide why and how it's processed.
• Customer Content — the contacts, leads, call transcripts, emails, contracts, and other data our customers (real estate agents and teams) upload, generate, or route through the Service in the course of running their own business. For Customer Content, our customer is the controller and OneMan Suite is a processor / service provideracting only on that customer's instructions and for the purpose of providing the Service. If you are a contact or lead inside a customer's account, see Section 12 below.

3. Information we collect

3.1 Information you or your workspace owner provide

• Account and profile details: name, email, phone number, business/brokerage name, password (hashed).
• Billing details processed by Stripe (we do not store full card numbers — see Section 6).
• Contact and lead records you enter or import into the CRM (names, phone numbers, emails, addresses, transaction/pipeline notes, and any other details you choose to store).
• Contracts, documents, and electronic signatures created through the e-signature feature, including signer name, IP address, and timestamp captured at the moment of signing.
• Marketplace and partner/referral profile information you choose to make visible to other agents on the platform.

3.2 Information collected automatically

• Call recordings, call metadata (caller number, duration, time), and AI-generated transcripts and summaries from the AI answering service.
• Usage and log data: pages visited, actions taken, device/browser type, IP address, and timestamps.
• Authentication session data and essential cookies/local storage needed to keep you signed in (via Supabase Auth).

3.3 Information from connected third-party accounts

If you connect a Google or Microsoft account, we access only what's needed for the feature you enable, and only after you grant consent through that provider's own OAuth consent screen:

Google API Services User Data Policy.OneMan Suite's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: Gmail data is used only to power the connected-inbox feature you enabled (sending mail on your behalf and displaying your messages inside OneMan Suite); it is not used to serve ads, is not sold or transferred to third parties except as necessary to provide the feature (e.g., our infrastructure providers, under confidentiality obligations), and is not used to train generalized or non-personalized AI/ML models. Only automated systems access Gmail content to render the feature — human review of Gmail content happens only (a) with your affirmative consent, (b) for security purposes such as investigating abuse, (c) to comply with applicable law, or (d) where the data has been aggregated and de-identified. You can revoke OneMan Suite's access at any time from your Google Account's third-party app permissions page, or by disconnecting the integration in OneMan Suite Settings.

4. AI processing (Anthropic Claude)

OneMan Suite uses Anthropic's Claude API for two specific, customer-directed purposes: (a) generating summaries of calls handled by your AI answering service, and (b) parsing contact information you upload during a “smart import.” Content is sent to Anthropic solely to generate that output for you in real time. Under Anthropic's commercial API terms, data submitted through the API is not used to train Anthropic's general-purpose models. Gmail or Outlook message content is not sent to Anthropic for AI processing. AI-generated summaries and parsed data may contain errors — see Section 9 of our Terms of Service.

5. AI answering service & call recording

If you enable the AI answering service, calls to your provisioned number may be recorded and transcribed to provide the feature (lead capture, transcripts, SMS follow-up). As the account holder, you are responsible for configuring a greeting that discloses call recording and the use of an automated/AI voice to callers, as required by applicable law in your state and your callers' states (several states require all-party consent to record calls). OneMan Suite provides a default greeting template that includes this disclosure; you may customize it but should not remove the recording/AI disclosure. See Section 7 of our Terms of Service for the allocation of this responsibility between you and OneMan Suite.

6. Payment information

Subscription payments are processed by Stripe, Inc. We do not receive or store your full card number, CVV, or bank account credentials — Stripe handles that directly and provides us only with limited billing metadata (plan, status, last four digits, and transaction history) needed to manage your subscription. Stripe's own privacy practices govern payment data it processes; see stripe.com/privacy.

7. SMS and TCPA consent

If you opt in to SMS lead notifications during signup or in Settings, we send you text messages about leads captured by your account. We only send these messages with your affirmative consent; message and data rates may apply; reply STOP to opt out at any time and HELP for help. Consent to receive SMS is never a condition of purchasing the Service. Your own outbound messaging to your contacts and leads through the platform is your responsibility to send in compliance with the Telephone Consumer Protection Act (TCPA) and applicable state law — see Section 7 of our Terms of Service.

8. How we use information

• To provide, maintain, and improve the Service (CRM, answering service, contracts, marketplace, partners, billing, notifications).
• To authenticate you and secure your account.
• To process payments and manage subscriptions.
• To send transactional communications (confirmations, security alerts, billing notices) and, where you've opted in, SMS/email/Telegram lead notifications.
• To generate AI-powered call summaries and contact-import parsing that you request.
• To detect, investigate, and prevent fraud, abuse, and security incidents.
• To comply with legal obligations and enforce our Terms of Service.

We do not sell personal information, and we do not use Customer Content to serve ads.

9. Who we share information with

We share information with the following categories of service providers, each acting under contractual confidentiality and data-protection obligations, only as needed to provide the Service:

We may also disclose information: (a) to comply with a subpoena, court order, or other legal process; (b) to protect the rights, property, or safety of OneMan Suite, our customers, or others; (c) in connection with a merger, acquisition, financing, or sale of business assets, with notice to affected users where required by law; or (d) with your consent.

10. Marketplace, partners & referrals

If you use the lead Marketplace, Partner network, or Referral tools, certain profile information and lead details you choose to share are made visible to other OneMan Suite customers you connect or transact with through those features. Review what you share before using them — OneMan Suite is not responsible for how another independent agent handles data you voluntarily share through these features (see Section 11 of our Terms of Service).

11. Data retention and deletion

• Your account and Customer Content are retained for as long as your subscription is active.
• If you cancel, your account remains accessible through the end of your current billing period. Before final deactivation we prompt you to export a CSV of your contacts. Account and Customer Content are permanently deleted approximately 30 days after cancellation.
• Call recordings and transcripts are retained on the same schedule as other Customer Content unless you delete them sooner from within the Service.
• We may retain limited records after deletion where required for legal, tax, fraud-prevention, or dispute-resolution purposes.
• You can request earlier deletion of your account data by emailing privacy@onemansuite.com.

12. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or export your personal information, and to opt out of certain processing. This includes rights under the California Consumer Privacy Act (CCPA/CPRA), other U.S. state privacy laws, and, for individuals in the EEA/UK, the GDPR/UK GDPR. To exercise these rights, email privacy@onemansuite.com. We will verify your identity before fulfilling a request. We do not sell or “share” personal information as those terms are defined under CCPA/CPRA, and we will not discriminate against you for exercising your rights.

If you are a contact or lead in someone else's account

If a real estate agent or team has entered your information into OneMan Suite as a contact or lead, that agent — not OneMan Suite — controls that data and is the appropriate party to contact about access, correction, or deletion requests. You can also contact us at privacy@onemansuite.com and we will route your request to the relevant customer or assist directly where we are able to under our processor obligations.

13. Data security

We use administrative, technical, and physical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction, including encryption in transit, access controls, and hosting with reputable infrastructure providers. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify affected users and any relevant authorities as required by applicable law.

14. International data transfers

OneMan Suite is operated from and primarily serves customers in the United States, and information is generally processed and stored in the United States. If you access the Service from outside the United States, you understand your information will be transferred to, stored, and processed in the United States, which may have data protection laws different from those in your jurisdiction.

15. Children's privacy

The Service is intended for business use by licensed real estate professionals and their teams and is not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact privacy@onemansuite.com and we will delete it.

16. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the “Effective” date above and, where appropriate, notify you by email or in-app notice. Continued use of the Service after changes take effect constitutes acceptance of the revised policy.

17. Contact us

Questions about this policy or your data can be sent to privacy@onemansuite.com. For general support, use support@onemansuite.com.