Rental Lead AI Agent — Privacy Policy

Last updated: October 24, 2026

1. Introduction

Rental Lead AI Agent is an AI-assisted rental lead communication and workflow management application currently under development.

This Privacy Policy explains how information may be accessed, collected, used, stored, processed, and disclosed in connection with the Rental Lead AI Agent website and application.

The application is operated by Real360 Media & Marketing ("we," "us," or "our").

For questions about this Privacy Policy or the handling of personal information, contact:

Email: realestateagent0437@gmail.com

Website: https://www.real360services.com

2. Information We Process

Depending on the features enabled and the information provided, Rental Lead AI Agent may process:

Contact and prospect information

Names, email addresses, telephone numbers, rental property interests, desired move-in dates, and other information provided during rental inquiries.

Email and communication information

Email message content, sender and recipient information, subject lines, timestamps, message identifiers, Gmail conversation identifiers, and other relevant communication metadata.

Rental inquiry and application-related information

Information voluntarily submitted by prospective renters, which may include household preferences, rental requirements, income-related information, housing voucher information, and other relevant qualification details.

Conversation history

Prior inquiries, responses, corrections, stated preferences, and communication history associated with a particular prospect or rental opportunity.

Operational information

Records relating to system processing, message classifications, response validation, workflow status, communication restrictions, and application errors.

Google account information

Information made available through Google APIs when a Google account owner explicitly authorizes access.

3. How We Access and Use Google Gmail Data

Rental Lead AI Agent uses Google's OAuth authorization system to access Gmail information with the Google account owner's permission.

Gmail permissions

The application's current Google OAuth consent configuration includes:

gmail.readonly: Allows the application to read authorized Gmail messages, conversation history, and related email metadata.

Existing separately authorized rental lead workflows may also have permission to prepare Gmail drafts through gmail.compose. The permissions available depend on the authorization granted to the specific Google account and OAuth client.

The new Rental ISA v12 communication workflow remains under development. Its Gmail drafting and sending functions have not been activated.

How Gmail information is used

Authorized Gmail information is processed for the following rental lead management purposes:

Identifying and organizing incoming rental inquiries.
Reading messages and relevant conversation history.
Associating messages with the appropriate prospect and rental property.
Identifying rental questions, preferences, and changes in prospect information.
Preparing AI-assisted responses using relevant communication context.
Maintaining the correct Gmail conversation thread.
Supporting communication validation, workflow records, and human review.

Relevant message content and metadata may be processed through Google Cloud services and authorized AI service providers as described in this Privacy Policy.

Access and authorization

Gmail access is limited to permissions authorized by the Google account owner. These permissions may provide access beyond individual rental inquiries, but information is intended to be processed only for the application's disclosed functions.

We do not sell Gmail information, use it for targeted advertising, or use Google user data to train generalized artificial intelligence models.

Google account owners can review or revoke third-party application access through their Google Account security settings.

4. How We Use Information

We process information to support rental lead communication and related business workflows, including:

Organizing rental inquiries.
Preparing responses to prospective renters.
Maintaining relevant conversation history.
Applying documented property and communication rules.
Identifying pending questions and follow-up needs.
Supporting review of proposed communications.
Maintaining application reliability, security, and operational records.

Information submitted by a rental prospect may also be processed by the real estate professional or property manager responsible for the rental opportunity, consistent with their applicable privacy practices and legal obligations.

Rental Lead AI Agent is not intended to independently make final tenant-selection, leasing, or housing eligibility decisions.

5. Artificial Intelligence Processing

Rental Lead AI Agent uses artificial intelligence technology provided through the OpenAI API to support rental inquiry management and communication.

How AI is used

Depending on the workflow, AI may assist with:

Understanding incoming rental inquiries and identifying questions.
Extracting information provided by prospective renters.
Recognizing changes to previously stated preferences.
Reviewing relevant conversation history.
Preparing context-aware rental inquiry responses.
Identifying information requiring additional review.

Information shared with the AI provider

To perform these functions, Rental Lead AI Agent may transmit relevant information to OpenAI for processing, including:

The content of rental-related email messages.
Relevant portions of previous prospect conversations.
Rental property information and documented requirements.
Prospect-provided preferences and information necessary to

6. Storage and Service Providers

Rental Lead AI Agent uses cloud infrastructure and integrated software services to support its operations.

Services involved in the current architecture include:

Google Cloud Platform: Application execution, operational infrastructure, and related cloud services.

Google Cloud Firestore: Storage and retrieval of relevant prospect, opportunity, and conversation information.

Google Gmail APIs: Authorized access to email messages and preparation of email communication.

Google Sheets: Storage and retrieval of configured property rules and workflow records where applicable.

AI service providers: Processing relevant information to support AI-assisted extraction and response generation.

Service providers may process information only for authorized purposes consistent with the services they provide, applicable agreements, and data protection requirements.

7. Google API Services User Data and Limited Use

Rental Lead AI Agent, operated by Real360 Media & Marketing, accesses Google user data only with appropriate authorization and for the rental inquiry communication and management functions disclosed in this Privacy Policy.

Compliance with Google's Limited Use Requirements

Rental Lead AI Agent's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

Permitted use of Google user data

Information obtained through authorized Gmail access is used to support the application's disclosed functions, including:

Identifying and organizing rental inquiries.
Retrieving relevant email conversation history.
Maintaining continuity between messages from the same rental prospect.
Preparing and validating responses to rental-related questions.
Supporting user-authorized rental communication workflows.

Google user data is not used for unrelated purposes.

Restrictions on sharing and transfer

We do not sell Google user data or transfer it to data brokers, advertising platforms, or information resellers.

Information may be shared with authorized service providers only as necessary to deliver disclosed, user-authorized application functionality and in accordance with Google's applicable policies.

Such processing may include cloud hosting, conversation storage, and AI-assisted response generation.

Advertising and AI model training

Google user data is not used for targeted advertising, behavioral advertising, or advertising personalization.

Google user data is not used to create, train, or improve generalized artificial intelligence or machine-learning models.

Relevant information may be processed by an AI service provider to perform an authorized, user-facing application function, subject to applicable Google policies and provider requirements.

Human access

Access to Google user data by personnel, contractors, and service providers is restricted to circumstances permitted by Google's Limited Use requirements, including appropriately documented user consent, necessary security investigations, or applicable legal obligations.

Security and access controls

Real360 Media & Marketing is developing and maintaining safeguards intended to protect Google user data, including authenticated access, controlled permissions, secure cloud services, and restrictions on unauthorized communication.

User control

Google account owners can review and revoke the application's access through their Google Account security settings.

For questions concerning Google user data, access, or deletion requests, contact:

realestateagent0437@gmail.com

8. Data Retention and Deletion

Real360 Media & Marketing has established a proposed standard retention period of 12 months after the last meaningful prospect interaction for rental inquiry information maintained within Rental Lead AI Agent.

This retention policy is intended to cover:

Rental prospect contact information and inquiry records.
Gmail-derived communication content and metadata stored by the application.
Prospect conversation history and updated preferences.
Related prospect and rental opportunity information maintained in Google Cloud Firestore.
Associated operational records, subject to applicable security and legal retention requirements.

The retention period is measured from the most recent documented interaction associated with the prospect's rental inquiry. A subsequent interaction may restart the retention period.

Deletion procedures

Rental Lead AI Agent is currently in private development. Automatic enforcement of the 12-month retention period has not yet been implemented or verified.

Real360 Media & Marketing is establishing a documented manual review and deletion procedure for applicable records. Automated retention and deletion controls are planned for implementation and verification before production activation.

Until those procedures are operational, the proposed 12-month period should not be interpreted as a guarantee that all existing development records are automatically deleted at that time.

Exceptions

Information may need to be retained longer when necessary to comply with applicable laws, legitimate recordkeeping obligations, security investigations, legal disputes, or other lawful requirements.

Records that must be retained for these purposes will be subject to the applicable requirements.

Data deletion requests

Individuals may request deletion of eligible personal information maintained by Rental Lead AI Agent by contacting:

realestateagent0437@gmail.com

Requests will be reviewed with appropriate identity and authorization verification and handled according to applicable legal obligations and available deletion procedures.

Deleting application-stored records does not automatically delete original messages maintained independently in Gmail or records held by other real estate professionals, property managers, or third-party services.

9. Information Security

We recognize the importance of protecting email communications and personal information.

Our intended security practices include authenticated access, controlled permissions, secure communication channels, appropriately protected credentials, separation of prospect records, and restrictions on unauthorized message creation or sending.

No electronic system can guarantee absolute security. Security measures are reviewed as the application develops.

10. Sharing and Disclosure

Personal information may be disclosed:

To authorized service providers supporting application functionality.
To the real estate professional or property manager responsible for an inquiry.
When authorized by the relevant user or necessary to perform a requested service.
When required by applicable law or a lawful legal process.
When reasonably necessary to investigate security incidents or protect the application and its users.

We do not sell personal information obtained through Google APIs.

11. Privacy Requests

Individuals may contact us to request information about personal data associated with the application, request corrections, or inquire about deletion.

Requests are subject to identity verification, applicable law, legitimate recordkeeping requirements, and the responsibilities of the relevant real estate professional or property manager.

Privacy contact: realestateagent0437@gmail.com

Google account owners can also review or revoke authorized third-party application access through their Google account settings.

12. Third-Party Services

Rental Lead AI Agent may interact with third-party services, including Google, rental listing platforms, AI providers, and other authorized software services.

Those services may maintain separate privacy policies and terms that govern information processed independently by them.

13. Application Development Status

Rental Lead AI Agent is currently in private development and controlled testing.

Not all features described on the website are active or publicly available. Additional privacy disclosures may be necessary before new communication channels, external users, or new categories of information are introduced.

14. Changes to This Privacy Policy

We may update this Privacy Policy when application features, data practices, legal requirements, or service providers change.

Updates will be posted on this page with a revised date. Material changes will be communicated where required by law or applicable platform policies.

15. Contact Information

Real360 Media & Marketing