1. INTRODUCTION
This Privacy Policy explains how Respeno LLC ("Respeno", "we", "us", or "our") collects, uses, discloses, and protects personal information when you use the Respeno platform (the "Platform") or interact with us in connection with our services.
Respeno LLC is an Oklahoma limited liability company with its principal office at 2604 W Idaho Ave, Chickasha, OK 73018.
This Privacy Policy applies to all users of the Platform, including:
- Production Companies that operate on the Platform
- Brokerages and their administrators
- Agents who use the Platform
- FSBO Homeowners who use the Platform directly
- Homeowners and sellers whose listings or properties are managed through the Platform
- Report recipients who receive communications generated by the Platform
- Anyone who visits Respeno's website or contacts us
By using the Platform, you agree to the practices described in this Privacy Policy.
2. INFORMATION WE COLLECT
We collect personal information in several ways:
2.1 Information You Provide
When you create an account, configure your profile, place orders, or otherwise use the Platform, we collect:
Identifying information
- Full name
- Email address
- Phone number
- Postal/business address
Professional information
- Real estate license number
- MLS membership(s) and MLS ID(s)
- Brokerage affiliation
- Production company affiliation
- Designated broker name and broker license number (for brokerages)
- Tax ID / EIN (for production companies and brokerages)
Listing and property information
- Property addresses
- Property descriptions
- Owner / seller name and contact information (entered by agents on behalf of clients)
- Listing photos, videos, floor plans, and other media
- Listing status (active, sold, archived, etc.)
Payment information
- Payment card details — collected and processed by our payment processor (Stripe), not stored by Respeno
- Billing addresses
- Payment history and invoices
Communications
- Messages and content of communications sent through the Platform
- Customer support inquiries
2.2 Information Generated by Your Use
Account activity
- Login times, IP addresses, browser type, device information
- Pages and features accessed
- Actions taken (orders placed, listings created, photos uploaded, etc.)
Consent records
- Records of in-platform attestations (made by agents) related to communications, including the disclosure text shown, recipient identity, timestamp, IP address, and user agent — see Section 9
Audit log
- Records of platform-side actions for security and accountability purposes — see Section 9
Analytics
- Aggregate usage patterns
- Page views, click events, and engagement metrics on listing pages and reports
- Per-photo view tracking on public listing pages
2.3 Information from Third Parties
- Authentication providers (if you sign in via a third party)
- Payment processors (transaction confirmations)
- Mapping and geocoding services (when we resolve addresses)
2.4 Cookies and Similar Technologies
We use cookies and similar technologies for:
- Authentication (keeping you logged in)
- Preferences (remembering settings)
- Security (preventing fraud and abuse)
- Analytics (understanding how the Platform is used)
You may disable cookies in your browser, but doing so may impair Platform functionality.
3. HOW WE USE INFORMATION
We use personal information to:
Provide the Services
- Create and maintain accounts
- Process orders and deliver media
- Schedule shoots and assign photographers
- Manage listings and licensing
- Generate reports, AI descriptions, and analytics
- Facilitate communications between users
Operate the Platform
- Authenticate users and protect accounts
- Maintain security and prevent abuse
- Troubleshoot issues and improve features
- Maintain audit logs and consent records
Communicate
- Send transactional emails and SMS (order confirmations, delivery notifications, system alerts)
- Send marketing communications (where you have opted in)
- Respond to inquiries
Comply with Law
- Tax reporting and financial recordkeeping
- Responding to legal process
- Defending against legal claims, including TCPA, CAN-SPAM, and similar regulatory inquiries
Improve the Platform
- Aggregate, anonymized usage analytics
- Training and improvement of AI features (using de-identified inputs only; we do not use personally identifying information about homeowners or sellers for AI training)
4. LEGAL BASES (FOR DATA SUBJECTS WHO REQUIRE THEM)
Where applicable law requires a legal basis for processing, we rely on:
- Performance of a contract (to provide Services to you)
- Legitimate interests (operating the Platform, improving features, security)
- Consent (where you have opted into specific processing such as marketing)
- Legal obligations (tax, audit, regulatory compliance)
5. HOW WE SHARE INFORMATION
We share personal information in the following circumstances:
5.1 With Other Platform Users
- Production Companies see information about Brokerages and Agents who place orders with them
- Brokerages see information about their affiliated Agents and listings
- Agents see information about their assigned shoots, photographers, and deliveries
- Homeowners receive reports and communications generated by Agents through the Platform
5.2 With Service Providers (Subprocessors)
We use third-party service providers to operate the Platform. Each is contractually required to use personal information only as needed to provide their services. Current subprocessors include:
| Service Provider | Purpose | Location |
|---|---|---|
| Supabase, Inc. | Database, authentication, storage | US-West-2 (Oregon, USA) |
| Resend | Transactional email delivery | USA |
| Twilio Inc. | SMS delivery | USA |
| Stripe, Inc. | Payment processing | USA |
| Dropbox, Inc. | File storage and delivery | USA |
| Google LLC | Maps and geocoding services | USA |
| Vercel, Inc. | Web application hosting | USA (primary region varies) |
| AI providers (e.g., OpenAI, Anthropic) | AI-generated content features (MLS descriptions, etc.) | USA |
| Analytics provider(s) | Aggregate usage analytics | USA |
This list may change as we add or change service providers. We will update this Privacy Policy when material changes occur.
5.3 For Legal Reasons
We may disclose personal information when required by law, valid legal process, or to:
- Protect the rights, property, or safety of Respeno, our users, or others
- Investigate or prevent fraud, abuse, or security incidents
- Enforce our Terms of Service
5.4 In Connection with a Business Transaction
If Respeno is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred. We will provide notice if such a transfer would materially change the handling of your information.
5.5 With Your Consent
We may share personal information for other purposes with your consent.
5.6 We Do Not Sell Personal Information
Respeno does not sell personal information for advertising or any other purpose, as those terms are defined under the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), or similar state laws. We also do not share personal information for cross-context behavioral advertising.
6. CONSENT CAPTURE FOR COMMUNICATIONS
The Platform includes a built-in consent capture system for communications subject to TCPA, CAN-SPAM, and similar regulations.
6.1 How It Works
When an Agent initiates a communication to a homeowner, seller, or other third-party recipient (such as a property report email or SMS notification), the Platform requires the Agent to complete an attestation that the recipient has provided consent. The attestation includes:
- The recipient's identity and contact information
- The communication type
- A clear disclosure of what consent is required
- A required affirmation by the Agent
6.2 What We Record
Each attestation is recorded as an audit entry containing:
- The Agent's identity
- Timestamp, IP address, and user agent
- The disclosure text shown at the time of attestation
- The recipient identity
- The associated listing (if applicable)
- Subsequent opt-out events (if the recipient unsubscribes or replies STOP)
6.3 Why We Keep These Records
Consent records support:
- Compliance with TCPA, CAN-SPAM, and applicable state laws
- Response to complaints from recipients
- Defense against regulatory inquiries
- Transparency to recipients who request information about how their data was used
6.4 Recipient Rights to Consent Records
Recipients of Platform-generated communications may request:
- Copies of consent records relating to their information
- Correction of inaccurate information
- Deletion of their information (subject to legal retention requirements)
- Opt-out from future communications (which is also available directly through unsubscribe links or STOP keywords)
Contact privacy@respeno.com to make such a request. We will verify identity before responding.
7. PHOTOGRAPHIC AND VIDEO CONTENT
The Platform processes photographs and videos of properties. Such content may inadvertently include:
- Identifiable individuals (where present at the property)
- Personal belongings visible in interior shots
- Distinctive features of the property
7.1 Production Company and Agent Obligations
Production Companies and Agents who upload photographic content represent that they have obtained necessary consents and releases, including:
- Authorization to photograph the property
- Model releases for identifiable individuals
- Parental consent and model releases for any minors
7.2 No Minors Without Consent
Respeno strictly prohibits the upload of content depicting minors without verified parental consent and signed model releases. Content believed to violate this policy will be removed and may result in account suspension.
7.3 Removal Requests
Individuals identifiable in property photography may request review or removal of content depicting them. Contact privacy@respeno.com.
8. DATA RETENTION
We retain personal information as long as necessary to provide the Services and for the following specific periods:
8.1 Active Account Data
For as long as your account is active.
8.2 After Account Termination
- Grace period: 30 days during which data remains accessible
- Export window: 60 to 90 days during which you may request a data export
- Deletion: After the export window, data may be permanently deleted, except where retention is required for legal, tax, or audit reasons
8.3 Consent Records
Consent records are retained for seven (7) years from the date of the attestation or last related communication, whichever is later. This retention period reflects the statute of limitations window for TCPA claims and similar regulatory exposure.
8.4 Audit Logs
Platform audit logs are retained indefinitely for security, integrity, and legal defense purposes. Audit logs are kept in secured storage with access limited to authorized platform administrators.
8.5 Financial Records
Financial records (invoices, payment history, tax-related information) are retained for at least seven (7) years to comply with tax and accounting requirements.
8.6 Archived Listing Media
Photos and videos delivered for listings remain accessible per the licensing terms applied at delivery (typically: active license, then 30-day post-sold grace, then archive). Archived media is retained in case extended licenses are purchased.
8.7 Anonymized and Aggregate Data
We may retain anonymized or aggregate data indefinitely for analytics and Platform improvement purposes.
9. AUDIT LOG
The Platform maintains an internal audit log of significant actions, including:
- Account creation, modification, and deactivation
- Role assignments and permission changes
- Production company and brokerage configuration changes
- Important operational events
The audit log captures the identity of the user performing the action, before-and-after data states, timestamps, IP addresses, and user agents.
Audit log access is restricted to platform administrators with the highest level of authorization (platform_super_admin role). Audit log records are used for:
- Security investigation
- Compliance and accountability
- Defense against legal claims
- Resolution of user disputes
10. SECURITY
We implement administrative, technical, and physical safeguards designed to protect personal information, including:
- Encryption of data in transit (HTTPS/TLS)
- Encryption of data at rest in supported subsystems
- Role-based access controls within the Platform
- Authentication and session management
- Regular security review
- Subprocessor security obligations
No security measure is perfect. You are responsible for maintaining the security of your account credentials. Notify us promptly of any suspected unauthorized access.
11. YOUR PRIVACY RIGHTS
Depending on where you reside, you may have rights with respect to your personal information.
11.1 General Rights (Available to All Users)
- Access: Request a copy of personal information we hold about you
- Correction: Request that we correct inaccurate or incomplete information
- Deletion: Request deletion of personal information (subject to retention requirements described in Section 8)
- Opt-out of marketing: Unsubscribe from marketing emails (unsubscribe link in each email) or stop SMS communications (reply STOP)
- Portability: Request your data in a portable format
11.2 California Residents (CCPA / CPRA)
California residents may additionally have the right to:
- Know what categories of personal information we have collected, sold, or shared
- Receive a list of specific pieces of personal information collected
- Direct us not to sell or share personal information (we do not sell or share, but you may exercise this right to confirm)
- Limit use of "sensitive personal information" (where applicable)
- Non-discrimination for exercising your rights
To exercise California rights, contact privacy@respeno.com or use the request form on the Platform. We will verify identity before responding.
11.3 Other States
Residents of other states (Virginia, Colorado, Connecticut, Utah, and others with comprehensive privacy laws) may have similar rights. Contact privacy@respeno.com.
11.4 Authorized Agents
You may designate an authorized agent to make requests on your behalf, subject to verification.
11.5 Response Time
We will respond to verifiable requests within the time required by law, generally 45 days, extendable in certain circumstances.
11.6 Limits
We may decline or limit requests where:
- Required by law (such as retention obligations)
- Necessary for ongoing legal claims
- The request relates to information of other individuals
12. CHILDREN'S PRIVACY (COPPA)
The Platform is not directed at children under 13 years of age (or under 16 in jurisdictions with higher thresholds). We do not knowingly collect personal information from children.
If we become aware that we have collected personal information from a child without parental consent, we will delete it promptly. If you are a parent who believes your child has provided personal information to us, contact privacy@respeno.com.
13. MARKETING COMMUNICATIONS
13.1 Email
- Transactional emails (order confirmations, delivery notifications, system alerts): sent as part of providing the Services. You cannot opt out of transactional emails while maintaining an active account.
- Marketing emails: sent only with your consent (opt-in). You may unsubscribe at any time using the link in each marketing email.
13.2 SMS (TCPA Compliance)
- SMS communications are sent only with your express opt-in consent, captured at the point of phone number collection
- Each SMS includes opt-out instructions (typically "Reply STOP to opt out")
- Once you opt out, you will not receive further SMS unless you re-subscribe
- Message and data rates may apply
13.3 In-Platform Notifications
We may display notifications within the Platform to active users. These are part of using the Service.
14. INTERNATIONAL DATA TRANSFERS
Respeno is based in the United States, and personal information is processed in the United States.
If you access the Platform from outside the United States, you understand that your information will be transferred to, processed, and stored in the United States. United States law may not provide the same level of data protection as your home jurisdiction. By using the Platform from outside the United States, you consent to this transfer.
The Platform is not currently designed for compliance with EU GDPR or UK GDPR. If you are located in the European Economic Area, the United Kingdom, or Switzerland, please contact privacy@respeno.com before using the Platform.
15. THIRD-PARTY LINKS AND SERVICES
The Platform may contain links to third-party websites or services (such as Production Company websites, MLS systems, or social media). This Privacy Policy does not apply to those third parties. We encourage you to review their privacy practices.
16. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. When we do:
- We will post the updated Privacy Policy on the Platform with a new Effective Date
- For material changes, we will provide notice (such as by email or in-Platform notification) at least 30 days before the changes take effect
- Continued use of the Platform after the Effective Date constitutes acceptance
17. CONTACT US
For privacy questions, requests, or concerns:
Email: privacy@respeno.com
Mail: Respeno LLC Attn: Privacy 2604 W Idaho Ave Chickasha, OK 73018
Legal contact: legal@respeno.com
For California residents and other state law requests, please specify your state of residence and the nature of your request. We will verify identity before responding.