Privacy Policy

1. Introduction

Backhouse Inc. ("Backhouse", "we", "us", or "our") operates the Backhouse platform, a workspace application for real estate professionals. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

By using Backhouse, you consent to the data practices described in this policy. If you do not agree with the terms of this policy, please do not access or use the service.

2. Information We Collect

Account Information: When you create an account, we collect your name, email address, and authentication credentials. If you sign in through a third-party provider (such as Google), we receive your name and email address from that provider.

Workspace Information: We collect the workspace and organization details you provide, including workspace name, type, and member information.

Payment Information: When you subscribe to a paid plan, payment information is collected and processed by Stripe, our third-party payment processor. We do not store your full credit card number, bank account number, or other sensitive payment details on our servers. We receive limited information from Stripe such as the last four digits of your card, card brand, and billing address to display in your account.

Usage Data: We automatically collect information about how you interact with the service, including pages visited, features used, actions taken, timestamps, browser type, device information, and IP address.

Communications: If you contact us for support or other inquiries, we collect the contents of those communications along with your email address.

3. How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the Backhouse platform; create and manage your account and workspaces; process transactions and send related information such as confirmations and invoices; send you technical notices, security alerts, and support messages; respond to your comments, questions, and customer service requests; monitor and analyze usage trends to improve the service and user experience; detect, investigate, and prevent fraudulent transactions and other illegal activities; and comply with legal obligations.

4. Analytics

We use PostHog, a product analytics platform, to understand how users interact with Backhouse. PostHog collects usage data including page views, clicks, feature usage, session recordings, and device information. This data helps us improve the product experience and identify issues.

In addition to client-side activity, our servers send PostHog product events that describe account and workspace lifecycle, for example, when an account is created, a workspace is set up, or a key action is taken. These events are associated with your user ID and may include your email address so that your activity can be linked to your account across sessions and devices.

PostHog also serves as the source of record for event-driven communications: product events are forwarded from PostHog to Customer.io (see Section 6) to trigger lifecycle emails such as onboarding and re-engagement. Transactional emails (such as magic-link sign-in) are sent directly through Customer.io and are not gated by analytics consent.

PostHog may use cookies or similar technologies to collect and store this information. You can learn more about PostHog's data practices at posthog.com/privacy.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to maintain your session, remember your preferences, and understand how you use the service. Cookies are small data files stored on your device.

Essential Cookies: Required for the service to function, such as authentication session cookies. These cannot be disabled.

Analytics Cookies: Used by PostHog to collect usage data as described above. You can manage these through your browser settings.

Visitor Identification and Marketing Cookies: When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email address. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout. You also have the option to opt out of the collection of your personal data in compliance with GDPR by visiting https://www.rb2b.com/rb2b-gdpr-opt-out.

Most web browsers are set to accept cookies by default. You can configure your browser to remove or reject cookies, but this may affect your ability to use the service.

6. Third-Party Service Providers

We share information with third-party service providers that help us operate the service. These providers are contractually obligated to use your information only to provide services to us and are prohibited from using it for their own purposes.

Amazon Web Services (AWS): Cloud infrastructure and hosting. Your data is stored on AWS servers in the United States.

Cloudflare: Content delivery, DNS, and edge computing services. Cloudflare processes request data to route traffic and protect against threats.

Stripe: Payment processing. Stripe collects and processes payment information in accordance with their privacy policy at stripe.com/privacy.

PostHog: Product analytics as described in Section 4.

RB2B / Retention.com: Website visitor identification. These partners use cookies and similar technologies to associate visits to our marketing site with business contact information, including a professional email address, so we can follow up with relevant communications. You can opt out at https://app.retention.com/optout. You can learn more at rb2b.com/privacy.

Customer.io: Email delivery and customer lifecycle messaging. Customer.io sends our transactional emails (such as magic-link sign-in and account notifications) and receives a copy of product events forwarded from PostHog in order to trigger lifecycle campaigns such as onboarding and re-engagement. Data shared with Customer.io includes your email address, name, user and workspace identifiers, and the product events associated with your account. You can learn more at customer.io/legal/privacy-policy.

Anthropic: AI processing as described in Section 7. We send relevant workspace data to Anthropic to power the assistant's drafting, extraction, classification, and question-answering. Under our commercial terms, Anthropic does not use this data to train its models or retain it beyond what is needed to serve the request and meet trust and safety obligations. You can learn more at anthropic.com/legal/privacy.

7. AI Processing

Backhouse is an AI assistant, and doing its work means processing your data with a third-party AI provider, Anthropic. When the assistant drafts a reply, pulls prices and deadlines from a contract, classifies or summarizes a document, or answers a question about your business, we send the portions of your workspace data that the task requires to Anthropic for processing. This can include email content, contact details, transaction terms, and document text, limited to what the task in front of it needs.

Anthropic processes this data solely to generate responses for you. Under our commercial agreement, your data is not used to train Anthropic's models, is not retained by Anthropic beyond the short period needed to serve the request and meet trust and safety obligations, and is not shared with Anthropic's other customers.

AI-generated output, such as a drafted email, an extracted set of deadlines, or a document summary, is stored in your workspace alongside the rest of your data and follows the same access controls and retention rules described in this policy. The assistant drafts and prepares; consequential actions such as sending an email or requesting a signature happen only when you approve them.

We do not use your content to train our own models, and we do not sell it or share it for any third party's own purposes.

8. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

We may disclose your information in the following circumstances: to comply with a legal obligation, subpoena, or court order; to protect the rights, property, or safety of Backhouse, our users, or others; to enforce our Terms of Service; in connection with a merger, acquisition, or sale of assets, in which case you would be notified of any change in ownership or use of your personal information; and with your consent or at your direction.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS) and at rest, regular security assessments, and access controls limiting employee access to personal data.

However, no method of electronic transmission or storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

10. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with the service. If you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal, tax, or compliance purposes.

Content sent to our AI provider to generate a response is handled as described in Section 7. It is not retained by that provider for training or other purposes. The AI-generated results stored in your workspace, such as drafts, extracted deadlines, and summaries, are retained for as long as your account is active and are deleted or anonymized when you delete your account, on the same schedule as your other workspace data.

Usage and analytics data may be retained in an aggregated, anonymized form for longer periods to improve the service.

11. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

Access: You may request a copy of the personal information we hold about you. Correction: You may request that we correct inaccurate or incomplete information. Deletion: You may request that we delete your personal information, subject to certain exceptions. Portability: You may request a copy of your data in a structured, commonly used format. Objection: You may object to certain processing of your personal information.

To exercise any of these rights, please contact us at support@trybackhouse.com. We will respond to your request within 30 days.

12. California Privacy Rights

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information, including the right to know what personal information is collected, used, shared, or sold, and the right to request deletion of your personal information.

We do not sell personal information as defined by the CCPA. To exercise your rights under the CCPA, please contact us at support@trybackhouse.com.

13. Children's Privacy

Backhouse is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date.

Your continued use of the service after any changes to this policy constitutes your acceptance of the updated policy.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at support@trybackhouse.com.