Privacy Policy

Effective date: August 14, 2026 · Last updated: August 14, 2026

1. Who we are and what this policy covers

ProspectingView is a customer relationship management (CRM) and prospecting platform for commercial real estate professionals. It is operated by ProspectingView LLC (in formation), a United States company. In this policy, "ProspectingView", "we", "us", and "our" mean ProspectingView LLC.

This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and the choices and rights you have. It covers the ProspectingView web application at app.prospectingview.com, this website at prospectingview.com, and the email, telephony, document, and artificial-intelligence features offered through them (together, the "Service").

This policy is a live document that describes our actual practices. We update it before any material change in how data flows through the Service — including before adding any new subprocessor that would touch Google or Microsoft mail data — rather than after the fact. The URL of this page is stable and will not move.

2. Information we collect and why

We collect the following categories of information. For each category we describe the source and the purpose it is used for. We do not use any of it for advertising, and we do not run advertising on the Service.

We do not intentionally collect special categories of sensitive personal information (such as health, biometric, precise geolocation, racial or ethnic origin, or government identification numbers) and ask that customers not upload them into the Service. Where a customer's own business registration requires it, a taxpayer identification number may be collected solely to register that customer's text messaging with mobile carriers; it is encrypted at rest and used for no other purpose.

3. Our role: your data versus your customers' data

ProspectingView is a business-to-business tool, and there are two different relationships to keep straight.

• For our own customers — the brokerages, teams, and individuals who subscribe — we are the party deciding how account, billing, and usage data is handled, and this policy describes those decisions directly.
• For the CRM records our customers put into the Service — the property owners, tenants, and business contacts they prospect — our customer decides what to collect and why, and we process that information on their behalf as a service provider. We do not use it for our own purposes. If you are a person whose details appear in a ProspectingView customer's database and you want them corrected or deleted, contact that customer directly; if you do not know who they are, write to us at support@prospectingview.com and we will help route your request.

Being business-to-business does not exempt this data from privacy law. Business contacts are real people, and we treat their information accordingly.

4. Google user data, including Gmail

Connecting a Google account is optional and per user. Nothing about your Google account is accessed unless you personally complete Google's consent screen, and the consent screen tells you exactly which permissions are being requested before you agree.

What we access

When you connect Gmail, we request read-only access to your Gmail messages (gmail.readonly) plus your basic profile and email address so we know which mailbox is connected. We request read-only access; we cannot send, delete, or alter mail in your mailbox through this connection.

How we use it

Gmail data is used for one user-facing purpose: building the email history on your ProspectingView contact and deal timelines. We match messages to the people already in your ProspectingView database so that correspondence with a prospect appears alongside the calls, notes, and tasks for that prospect. At your explicit request, we also use that content to produce a summary of a conversation or to draft a reply that you review and edit before sending.

How we store it

Message headers, bodies, and metadata for matched messages are stored in our database, hosted in the United States, so the timeline loads without re-fetching your mailbox on every page view. Data is encrypted in transit and at rest. The OAuth tokens that let us reach your mailbox are encrypted with a dedicated key before storage.

How we share it

We do not sell Google user data and we do not transfer it to anyone for advertising. It is disclosed only to: (a) other users inside your own ProspectingView organization who have permission to view the associated contact record, which is the point of the feature; (b) the infrastructure and AI providers listed on our Subprocessors page, strictly to operate the feature you requested; and (c) where required by law.

Artificial intelligence and Google data

When you ask for a summary or a drafted reply, the relevant message content is sent to a third-party AI provider (see section 7) solely to produce that specific output for you. Google user data is never used to develop, improve, or train generalized artificial intelligence or machine-learning models — not ours, and not any third party's. We have contracted for zero-retention or no-training terms with the AI providers in this path.

Human access

Our staff do not read your synced mail. Human access to Google user data occurs only where you have given specific affirmative consent for a named support issue, where it is necessary for security purposes or to comply with applicable law, or where the data has been aggregated and anonymized for internal operations. Access is limited to the smallest number of people needed and is logged.

Retention and deletion

You may disconnect your Google account at any time from your ProspectingView account settings. Disconnecting immediately revokes and deletes our stored access tokens, stops all further syncing, and deletes the synced message content associated with that mailbox within 30 days. You may also revoke our access directly at myaccount.google.com/permissions. If you delete your ProspectingView account, all Google data associated with it is deleted on the schedule in section 12. To request deletion sooner, write to support@prospectingview.com.

5. Google API Services User Data Policy — Limited Use

In practice this means we commit that Google user data is: limited to providing or improving the user-facing features that you have chosen to use; never transferred to others except as necessary to provide those features, to comply with applicable law, or as part of a merger or acquisition with your consent; never used or transferred for serving advertising of any kind, including retargeting or personalized advertising; and never read by a human except in the narrow circumstances described in section 4.

6. Microsoft account data, including Outlook mail

Connecting a Microsoft work, school, or personal account is likewise optional and per user, and we apply the same protections to Microsoft data that we apply to Google data.

When you connect Outlook, we request read-only access to your mail through Microsoft Graph (Mail.Read), offline access so the connection survives without daily re-consent, and your basic profile and email address. Depending on your organization's settings, your tenant administrator may need to approve this access before you can connect.

Microsoft mail data is used for the same single purpose as Gmail data: matching correspondence to the contacts and deals in your ProspectingView database, and, at your request, generating summaries and drafts. It is stored in the same United States infrastructure, encrypted in transit and at rest, with access tokens encrypted under a dedicated key. It is not used for advertising, not sold, and not used to train generalized artificial-intelligence or machine-learning models. Human access is restricted on the same terms described in section 4.

You can disconnect an Outlook mailbox at any time from your ProspectingView account settings, which revokes and deletes our stored tokens, stops syncing, and deletes the synced content within 30 days. You may also revoke access from your Microsoft account's app-permissions page, and your tenant administrator can revoke it for your whole organization at any time.

7. Artificial intelligence and large language models

ProspectingView uses artificial intelligence for a defined and limited set of features. In every case the AI produces a proposal for a person to review — it does not act on your behalf without you.

• Import column mapping. When you upload a file, sample values and column headers are analyzed to propose how the file maps onto records. You confirm or correct the mapping before anything is written.
• Activity and email summarization. At your request, a contact's or deal's history — which may include connected-mailbox content — is summarized.
• Email drafting. At your request, a draft reply or outreach message is generated for you to edit and send yourself.
• Field enrichment. Values extracted from documents or records are proposed as field updates, which are applied only when a user accepts them.
• Call transcription and call intelligence. Recorded calls, where recording is enabled, may be transcribed and summarized.

To deliver these features, the specific content needed for the request is transmitted to third-party AI providers: Anthropic, models routed through OpenRouter, Modal (which hosts models we run ourselves), and AssemblyAI for speech-to-text. These providers, their purposes, and their data locations are listed on our Subprocessors page.

Customer content is not used to train third-party foundation models. We select and configure these providers on terms that exclude customer content from model training and that limit retention to what is needed to return the result and to meet the provider's own short-term abuse-monitoring obligations. We do not use your content to train models of our own that would be exposed to other customers. Where a provider cannot offer these terms for a given feature, we do not route customer content to it.

AI output can be inaccurate, incomplete, or out of date. It is not legal, financial, tax, brokerage, or professional advice, and it should be checked before you rely on it.

8. Calls, call recording, and transcription

ProspectingView places and receives telephone calls through our telephony provider. Call metadata — the numbers involved, direction, time, duration, and outcome — is always recorded in the activity log so the call appears on the right record.

Calls may be recorded. Where recording is enabled for a call, the platform plays an audible disclosure at the start of the call announcing that the call is being recorded. We play this disclosure regardless of which state or country the parties are in, because we take an all-party-consent posture — several states, including California, Florida, Pennsylvania, and Washington, require every party to a call to consent to its recording, and we apply that stricter standard everywhere rather than guessing at each party's location. If you do not consent to being recorded, say so and end the call; the recording will be deleted on request.

Recordings and their transcripts are stored in encrypted United States storage and are visible only to authorized users within the organization that made or received the call, and to our staff where necessary to operate or debug the Service. Recordings may be transcribed and summarized by the AI providers described in section 7. Recordings are retained for as long as the organization keeps them or until account deletion, and can be deleted individually at any time by an authorized user.

ProspectingView customers who use the dialer are responsible for their own compliance with recording-consent, calling-hours, and do-not-call rules where they operate; our Terms of Service set out that obligation.

9. Text messaging (SMS) and mobile information

Where a customer has completed the carrier registration required to send text messages, ProspectingView sends and receives SMS on their behalf. Message content, the numbers involved, timestamps, delivery status, and consent and opt-out records are stored against the relevant contact record.

Mobile phone numbers and the associated consent records are shared only with our telephony provider and the mobile carriers, strictly to deliver the messages you have consented to receive and to process your opt-outs. They are not shared with data brokers, marketing networks, or any other third party for promotional purposes, and they are not used to build advertising profiles.

You can stop messages at any time by replying STOP, UNSUBSCRIBE, or CANCEL to any message, and you can get help by replying HELP. We also honor opt-out requests made in any other reasonable way — in plain words in a reply message, on a phone call, or by email — and we apply an opt-out across channels. Message and data rates may apply, and message frequency varies. Full messaging terms are in our Terms of Service.

10. How we share information, and our subprocessors

We share personal information only in the following circumstances:

• Within your organization. Data in your workspace is visible to other users of that workspace according to the permissions your administrator sets.
• With service providers (subprocessors) who run infrastructure or perform functions on our behalf under contract — application hosting, database hosting, content delivery and file storage, telephony and messaging, transactional email delivery, address normalization and geocoding, artificial intelligence processing, and transcription. They may use the data only to provide their service to us. Each one is named, with its purpose and data location, on our Subprocessors page, which we keep current.
• To normalize addresses. When a property or contact address is imported or entered, we send that address to our geocoding provider to standardize its format and determine its coordinates, so the same building is recognized consistently instead of being duplicated. Only the address itself is sent — never the contact's name, phone number, email address, or any other field associated with it. Batched requests also carry an opaque internal reference number, used solely to match each result back to the right record. The provider is named on our Subprocessors page and may use the address only to return the result to us.
• For legal reasons — to comply with a law, regulation, subpoena, court order, or other valid legal process; to enforce our agreements; or to protect the rights, safety, and property of ProspectingView, our customers, or the public.
• In a business transfer — if we are involved in a merger, acquisition, financing, or sale of assets, information may transfer as part of that transaction. We will notify affected customers, and any Google or Microsoft user data would transfer only with the affected user's consent.

We do not share personal information with third parties for their own marketing purposes.

11. We do not sell personal data

We do not sell personal data, and we have not sold personal data in the preceding twelve months. We also do not share personal data for cross-context behavioral advertising as those terms are used in United States state privacy laws. We do not sell or share the personal data of anyone under 16 years of age, and we have no knowledge of collecting it. Disclosures to the service providers listed on our Subprocessors page are made under contracts that forbid them from using the data for their own purposes and do not constitute a sale.

12. Retention and deletion

We keep personal information only as long as we need it for the purposes described in this policy.

• Workspace content — CRM records, notes, activities, documents, recordings, and messages — is kept while the account is active and for 30 days after the account is closed, after which it is deleted from production systems.
• Connected-mailbox content from Google or Microsoft is deleted within 30 days of disconnecting the mailbox or closing the account, whichever comes first. Access tokens are deleted immediately on disconnection.
• Encrypted backups roll off on a schedule not exceeding 35 days, after which deleted data is gone from backups as well.
• Records we must keep by law — such as billing and tax records, and text messaging consent and opt-out records that carrier and telecommunications rules require us to retain — are kept for the period the applicable law requires, and are not used for any other purpose.
• Signed documents and their audit trails are retained while the account is active, because their value is evidentiary; customers can export them at any time.

You can request deletion sooner by writing to support@prospectingview.com.

13. Security

We take the protection of this data seriously and apply, at minimum: encryption in transit (HTTPS/TLS) and encryption at rest for the database and file storage; separate encryption keys for stored OAuth tokens and other high-value secrets; role-based access control within each customer workspace; strict logical separation of each customer's data; least-privilege internal access with multi-factor authentication for administrative accounts; audit logging; and regular dependency patching. No system is perfectly secure, and we cannot guarantee absolute security, but we will notify affected customers without undue delay if a breach of their personal information occurs, as required by applicable law.

14. Your rights and how to exercise them

Regardless of where you live and regardless of whether a particular statute applies to us, we offer everyone the following:

• Access — ask what personal information we hold about you and get a copy.
• Correction — ask us to fix information that is inaccurate.
• Deletion — ask us to delete your personal information, subject to data we must keep by law.
• Portability — get your workspace data in a portable format.
• Opt out — of marketing emails (every one has an unsubscribe link) and of text messages (reply STOP).
• Withdraw a connection — disconnect a Google or Microsoft mailbox at any time from your account settings.
• Non-discrimination — we will not deny you service, charge you a different price, or give you a lesser experience for exercising any of these rights.

To make a request, email support@prospectingview.com from the address associated with your account, or tell us enough for us to find your records. We will verify your identity before acting, and we respond within 45 days (extendable once by a further 45 days where the request is complex, in which case we will tell you). An authorized agent may make a request on your behalf with written proof of authorization. If we decline a request, we will tell you why and how to appeal; to appeal, reply to our decision with the word "appeal" and we will re-review it within 45 days.

If the information concerns you as a contact in a ProspectingView customer's database rather than as our own account holder, see section 3 — we will forward your request to that customer and assist them in fulfilling it.

15. State privacy rights (United States)

Residents of California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, and other states with comprehensive privacy laws may have rights to know, access, correct, delete, obtain a portable copy of, and limit certain uses of their personal information, and to opt out of sale, targeted advertising, and certain profiling. We do not sell personal data, do not use it for targeted advertising, and do not engage in profiling that produces legal or similarly significant effects, so those opt-outs have nothing to apply to — but every access, correction, deletion, portability, and appeal right listed in section 14 is available to you at the same address, at no cost.

California residents may additionally request disclosure of the categories of personal information we collected, the sources, the business purposes, and the categories of third parties to whom it was disclosed for a business purpose in the preceding twelve months — those categories are set out in section 2 and section 10 of this policy. California's "Shine the Light" law permits residents to ask about disclosures to third parties for their direct marketing purposes; we make no such disclosures.

16. Cookies, tracking, and Do Not Track

This public website sets no cookies and carries no analytics, advertising, or third-party tracking scripts. The ProspectingView application uses strictly necessary cookies to keep you signed in and to protect against cross-site request forgery; it does not use advertising or cross-site tracking cookies, and we do not permit third parties to collect personally identifiable information about your online activities over time and across different websites when you use the Service.

Do Not Track. Some browsers transmit a "Do Not Track" (DNT) signal. There is no industry or legal standard for how services must respond to it. Because we do not track users across third-party websites for advertising in the first place, we do not currently take any action in response to DNT signals or Global Privacy Control signals — there is no cross-site tracking to turn off.

17. Children's information

ProspectingView is a business tool intended solely for use by professionals aged 18 and over. It is not directed to children, and we do not knowingly collect personal information from anyone under 18, or knowingly collect, sell, or share the personal information of anyone under 16. If we learn that we have collected information from a child, we will delete it promptly. If you believe a child has provided us information, contact support@prospectingview.com.

18. Where information is processed

ProspectingView is a United States company serving United States customers. Personal information is stored and processed on infrastructure located in the United States, as set out on our Subprocessors page. If you access the Service from outside the United States, you understand that your information will be transferred to and processed in the United States, where data-protection laws may differ from those in your country.

19. Changes to this policy

We may update this policy as the Service changes. When we do, we revise the "Last updated" date at the top of this page and keep the policy at this same URL.

If a change is material — for example a new category of information, a new purpose, a new subprocessor that touches connected-mailbox data, or a change to how we share information — we will notify affected customers by email to the account address and by an in-application notice before the change takes effect, and where the law requires it we will obtain your consent. We update this policy before, not after, the practice changes. Continuing to use the Service after a change takes effect means you accept the updated policy.

20. How to contact us

For any privacy question, request, or complaint, write to support@prospectingview.com. This address reaches the person responsible for privacy at ProspectingView. Postal contact details for ProspectingView LLC are available on request and will be published here once the entity's registered address is on file.

See also our Terms of Service and our list of Subprocessors.