How Nexus collects, uses, shares, and protects information across your transactions — including what our AI features do with your data and which third parties are involved.
Overview
Nexus Rlty LLC (“Nexus,” “we,” or “us”) provides software that helps agents, buyers, sellers, and their transaction partners run a real estate transaction from offer through closing. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.
It applies to our website, web application, mobile app, client portals, and related services (together, the “Platform”). It does not apply to the separate practices of your brokerage, lender, title company, or any other party you work with.
Information We Collect
We collect the following categories of information:
- Account information. Name, email address, phone number, mailing address, brokerage or license details, profile photo, and authentication data such as password hashes, session records, and two-factor secrets.
- Transaction data. Property details, offer terms, dates and deadlines, documents, disclosures, signatures, notes, tasks, and messages exchanged through the Platform.
- Financial information. Subscription and billing records. Card numbers are collected and stored by our payment processor, not by Nexus.
- Usage and device data. IP address, browser and device type, pages viewed, feature usage, access times, and security and error logs.
- Content you connect. If you link a mailbox or upload a file, the contents of the messages, attachments, and documents you bring into the Platform.
Information We Collect From Third Parties
A real estate transaction involves people other than you, so some of the information in your Nexus account does not come from you directly. We collect information about you from:
- Other parties to your transaction. Your agent, the opposing agent, buyers, sellers, lenders, title and escrow companies, inspectors, and transaction coordinators may add your contact details, documents, or terms to a transaction that includes you.
- Accounts you connect. If you authorize a mailbox or calendar connection, we receive the messages, attachments, and event details covered by the permissions you grant. You can disconnect at any time in your account settings, which stops future collection.
- Documents and links shared with you. When a document arrives by email or as a link, we retrieve and process its contents so it can be filed to the right transaction.
- Service providers and public sources. Identity and address verification results, address and property data from mapping and listing sources, payment status from our billing processor, and signature audit records from our e-signature provider.
What we do not do
We do not buy marketing lists, we do not enrich your profile with data brokers, and we do not build advertising profiles about you. Information we receive from third parties is used to run the transaction it belongs to.
How We Use Your Information
We use the information we collect to:
- Operate the Platform and facilitate your real estate transactions
- Prepare, deliver, and store documents and electronic signatures
- Send notifications, reminders, deadline alerts, and service messages
- Power the AI features described below
- Provide customer support and respond to your requests
- Secure the Platform, prevent fraud and abuse, and investigate incidents
- Measure and improve product performance and reliability
- Meet legal, regulatory, tax, and recordkeeping obligations
AI Features and Automated Processing
Parts of the Platform use artificial intelligence, including large language models supplied by third-party model providers. This section explains how your information is handled when those features run.
What AI is used for
Reading documents
Extracting dates, deadlines, parties, and terms from contracts, disclosures, inspection reports, and settlement statements.
Organizing your inbox
Matching incoming email to the right property or transaction, summarizing threads, and tagging by subject.
Drafting
Preparing suggested emails, summaries, and pre-filled forms from information already in your transaction.
Suggesting next steps
Proposing tasks, reminders, and follow-ups based on where a transaction stands.
What is sent to model providers
To perform a task, we send the model provider only what that task requires — typically the text of the document, email, or transaction record being processed, plus the instruction describing what to do with it. Credentials, payment card numbers, and password data are never sent to model providers.
Training and retention
- Our agreements with model providers prohibit them from using your content to train their models. Content sent for processing is retained only briefly for abuse monitoring, then deleted under the provider’s policies.
- We do not use your personal information or your clients’ documents to train general-purpose AI models, and we do not sell or license your data for anyone else’s model training.
- We may retain the output of an AI feature — an extracted deadline, a summary, a draft — as part of your transaction record, because that output is part of the work product you asked for.
Human review and control
- AI in Nexus is assistive. Actions that leave the Platform or change a transaction — sending an email, generating a document, updating a deadline — are presented to you for review and require your approval before they take effect, except where you have explicitly enabled an automation.
- We do not use AI to make decisions that produce legal or similarly significant effects about you without human involvement, such as decisions about credit, housing eligibility, or insurance.
- AI output can be incomplete or wrong. You remain responsible for reviewing anything you rely on, sign, or send. See the AI section of our Terms for the corresponding responsibilities.
Opting out
You can decline AI-assisted processing for your account by writing to privacy@nexusrlty.com. Some features, such as automatic deadline extraction and email matching, will not function without it, and other parties in a shared transaction may still use AI features on documents they control.
How We Share Your Information
We share information in these situations, and no others:
- With parties to your transaction. Agents, buyers, sellers, lenders, title companies, inspectors, and others you or your agent authorize, limited to what their role in the transaction requires.
- With service providers. Vendors that operate infrastructure on our behalf under contract, listed below. They may use your information only to provide their service to us.
- For legal reasons. When required by law, subpoena, or court order, or where necessary to protect the rights, property, or safety of Nexus, our users, or the public.
- In a business transfer. If Nexus is involved in a merger, acquisition, financing, or sale of assets, information may transfer as part of that transaction. We will notify you before your information becomes subject to a materially different privacy policy.
We do not sell your personal information, and we do not share it for cross-context behavioral advertising.
Third-Party Service Providers
The providers below process information on our behalf so the Platform can function. Each is bound by contract to protect it and to use it only for the purpose shown.
This list changes as our infrastructure changes. The version on this page is current as of the date above. Services you choose to connect yourself — a mailbox, a calendar, a lender portal — handle your data under their own privacy policies, which we do not control.
Cookies and Similar Technologies
We use cookies and local browser storage to keep you signed in, remember preferences such as your theme, and keep the Platform secure. We also record basic usage and error data to understand what is working and what is breaking.
We do not use advertising cookies and we do not allow third-party ad networks to track you across sites through the Platform. Blocking essential cookies will prevent you from signing in.
Data Security
We take administrative, technical, and physical measures to protect your information, including encryption in transit and at rest, scoped access controls, session and device management, optional two-factor authentication, and login history you can review in your account settings.
No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify you and any required regulator as the law directs.
Data Retention
We keep information for as long as your account is active and afterward only as needed for the purposes described here. Transaction and signature records are typically retained for the period required by real estate recordkeeping and brokerage rules in the applicable state, which is commonly several years after closing. When a retention period ends, we delete or de-identify the information.
Your Privacy Rights and Choices
Subject to legal limits, you may:
- Access, correct, or download the personal information in your account
- Request deletion of your account and data, except records we must retain
- Opt out of non-essential and marketing communications
- Decline AI-assisted processing, as described above
- Disconnect any mailbox, calendar, or other integration you authorized
Residents of Colorado, California, and other states with comprehensive privacy laws have rights to know, correct, delete, and obtain a portable copy of their personal information, and to appeal a denied request. Because we do not sell personal information or use it for targeted advertising or profiling with legal effects, there is nothing to opt out of in those categories.
To exercise a right, email privacy@nexusrlty.com. We will verify your identity before acting and respond within the time the applicable law allows. If your information was added by your agent or brokerage, we may direct your request to them as the party that controls that record.
Children's Privacy
The Platform is intended for people 18 and older. We do not knowingly collect personal information from minors. If you believe a minor has provided us information, contact us and we will delete it.
Changes to This Policy
We may update this Privacy Policy as the Platform changes. If we make a material change — including adding a new category of AI processing or a new category of data sharing — we will update the date at the top and notify you by email or through the Platform before it takes effect.