Privacy Policy

We collect the data we need to run the leasing-desk automation — lead conversations, property details, and workspace settings — and nothing else. We don't sell your data. We don't train AI models on it. Our AI provider doesn't train on it either, under their commercial API terms. If you're a Connecticut resident, you have the right to see, correct, or delete your data — email us at support@relaystate.aiand we'll respond within 45 days.

RelayState.ai ("RelayState," "we," "us") is operated by Ideal Automations LLC, a Connecticut limited liability company. Questions or DSAR requests go to support@relaystate.ai.

Two sides of the product; two categories of data.

From customers (the real-estate agents who pay us)

• Account info: name, brokerage, email, phone, password (hashed)
• Billing info via our payment processor (we never see your card details — they do)
• Gmail account access via Google OAuth, only for reading and replying to Zillow / rental-portal inquiries on your behalf. The specific OAuth scopes we request are: gmail.readonly (read message metadata and content), gmail.send (send messages on your behalf), and gmail.modify (label and organize incoming messages). We use these scopes strictly to power the lead-response feature you signed up for — this is the "Limited Use" scope of your data under Google's API Services User Data Policy. You can revoke this access at any time in your Google Account permissions page
• Property data you enter or import — addresses, rents, qualifying rules, tour hours
• Portal usage — which pages you visit, which leads you act on

From leads (the renters who inquire on your listings)

• Name and contact info from the inquiry (whatever Zillow / Apartments.com / etc. passes through)
• Conversation content — the back-and-forth between the lead and RelayState
• Self-reported qualifying info the lead types: income, move-in date, occupants, pets, housing voucher status, eviction history (when volunteered)

What we don't collect

• Social Security numbers, driver's license numbers, passport numbers
• Financial account numbers, credit-card data (our payment processor handles that, not us)
• Credit reports, background checks, eviction reports — we never pull these; leads only self-report
• Precise geolocation data
• Health, biometric, immigration-status, sexual-orientation, or religious data

• Providing the service: answering lead inquiries, qualifying leads against your criteria, surfacing qualified leads to you
• Billing and account management via our payment processor
• Product improvement: aggregate analytics on how the product performs (never sold or shared externally)
• Fraud, abuse, and security monitoring
• Responding to your support requests

We do notuse your data — or any lead's data — for advertising, targeted marketing, or resale.

Only the vendors we need to run the service. All are contractually bound to protect the data.

• Anthropic (Claude) — powers RelayState's reply generation and lead scoring. We send lead conversation content and property metadata to Anthropic's API to generate replies and score qualified leads. Under Anthropic's Commercial Terms of Service, they are prohibited from training their models on our API traffic, and their data-retention window for API inputs and outputs is limited to a short abuse-monitoring window per their published policy.
• Google — you connect your own Gmail account via Google OAuth so RelayState can read and reply to rental inquiries from your inbox. Google's terms apply to their handling of that data.
• A payment processor — handles billing and payments (we never see your card details).
• Cloud hosting and infrastructure providers — run the portal and the RelayState reply engine.
• An error-monitoring service — receives technical error reports (no lead conversation content).
• A transactional email service — sends operational emails such as verification codes and tour-booking notifications.

We share data with law enforcement only when required by valid legal process.

We never sell your data or leads' data. Not to advertisers, not to data brokers, not to lead-generation networks. Full stop.

RelayState is an AI assistant powered by large language models. It reads inbound lead messages, qualifies leads against the criteria you configured (income multiplier, move-in window, pet policy, voucher acceptance, etc.), and drafts replies.

RelayState does not make housing decisions.When a lead doesn't clearly qualify, RelayState routes them to a "borderline" bucket in the agent's portal — the licensed real-estate agent reviews and decides. RelayState does not issue rejections autonomously. This is by design and matches HUD guidance on AI in tenant screening.

LLM training:Neither we nor our AI provider train any machine-learning models on your data or on lead conversations. The provider's commercial API terms explicitly exclude our data from training. If that ever changes, we will update this notice before the change takes effect.

If you're a lead, RelayState will identify itself as an AI assistant in its first message to you, and will confirm on request.

Under the Connecticut Data Privacy Act (CTDPA), you have the right to:

• Access the personal data we hold about you
• Correct inaccurate personal data
• Delete your personal data
• Portability — receive a copy in a usable format
• Opt out of sale, targeted advertising, and profiling with legal or significant effect (we don't do any of these — the opt-out is a formality)
• Appeal if we deny a request

To exercise any of these, email support@relaystate.aifrom the address associated with your account (or, if you're a lead, from the address you used to inquire) and tell us what you want. We'll respond within 45 days as required by CTDPA. There's no charge for the first request per 12-month period.

If you're outside Connecticut, we'll honor equivalent requests as a matter of policy regardless of whether your state law requires it.

Different categories, different retention windows:

• Account data (customer name, brokerage, email, phone, workspace settings): kept for as long as your account is active, plus 90 days after cancellation to handle billing reconciliation and any deletion requests. Deleted after that unless a longer legal hold applies.
• Lead data (name, contact info, conversation content, self-reported qualifying info): kept for 24 months from the date of the lead's last activity, then deleted. Earlier deletion on request from the lead or the customer.
• Billing records (transaction history, invoices): retained 7 years per U.S. federal tax and financial recordkeeping requirements. Cannot be deleted on request while within the legal-hold window.
• Anthropic API traffic (message content sent to the LLM): retained by Anthropic only for the short abuse-monitoring window in their Commercial Terms, then deleted. Not retained by us separately beyond what we store in the workspace log above.
• System logs (server access logs, error traces): 90 days.

You can request deletion at any time by emailing support@relaystate.ai. We honor deletion requests within the timeframes required by law (45 days under CTDPA), except where we are required to retain records under the legal-hold windows above.

We use TLS for all data in transit, restrict access to production systems on a need-to-know basis, and use OAuth (not passwords) for Google API access. We're a small team; if we discover a security incident affecting your data, we'll notify affected customers promptly and in any case within the timeframe required by law.

RelayState is a B2B service for licensed real-estate professionals. It is not directed at children under 13 and we do not knowingly collect data from them. If you believe we've inadvertently done so, email support@relaystate.aiand we'll delete it.

Our servers are in the United States. If you use the service from outside the U.S., your data will be processed in the U.S. Please don't use RelayState if that's not acceptable to you.

We may update this notice as the product or the law changes. Material changes (new data uses, new sharing categories, changes to training practices) will be emailed to account holders and noted at the top of this page. Continuing to use the service after a material change means you accept the updated notice.

Privacy questions, DSAR requests, complaints, or anything else: support@relaystate.ai. We read every email that comes to that address.

Ideal Automations LLC · Connecticut, USA