← Back to app

Privacy Policy

Last updated October 29, 2026

This policy describes what data we collect, why, who receives it, and how long we keep it. EU, UK, and Swiss residents can exercise their rights as described in Section 11.

1. Who we are

The Berchtold Group (“Berchtold,” “we,” “us”) operates Berchtold, the all-in-one CRM for real estate teams and brokerages, at app.berchtold.ai (the “Service”). For privacy questions, contact [email protected].

We are the controller of the data about the people who use the Service: account, billing, and usage data. For the data your organization puts into the Service about other people (your clients, contacts, email recipients, and website visitors), we act as a processor on your behalf. Your organization decides why that data is collected and is responsible for its own privacy notice. Our Data Processing Addendum sets out the terms of that processing.

2. Data about the people who use the Service

Account data. Your name, email address, password (hashed by Firebase Authentication), profile photo, time zone, language, notification preferences, and the names of your organization and workspaces.

Legal acceptance. When you accept these policies, we record the version, the time, your IP address, and your browser user agent on your account.

Billing data. If your organization subscribes, Stripe processes the payment method and billing address. We store the billing email, legal name, billing address, tax ID, and the safe-to-display card fields (brand, last 4 digits, expiration). We never see full card numbers. Stripe handles card data under its privacy policy and PCI DSS Level 1 controls.

Usage data. We log actions in the Service, agent runs, and MCP tool calls with your user ID, email address, browser user agent, and the organization and workspace involved. We use these logs to enforce rate limits, measure AI usage, and fix errors. Google Tag Manager and Google Analytics measure how people use the app.

Push notifications. If you turn on push notifications, we store your browser's push subscription and a short description of the device.

Outside transaction coordinators and deal guests. When a workspace invites you to work on one deal, we store your email address, name, the deals you can open, and who invited you. Your changes to the deal are recorded with your name. Your access ends 30 days after the deal closes.

3. Data your organization puts into the Service

We process the following on behalf of your organization, as its processor.

4. Connected accounts

When a person or admin in your workspace connects an account, we store its access tokens, encrypted with Google Cloud KMS, and the data the Service reads from it. Some connections sync on a schedule: Gmail every 15 minutes, and ActiveCampaign and iHomefinder each day.

Gmail. Each person can connect their own Gmail account to log their email with clients in the CRM. With read-only access, the Service reads the sender, recipients, date, and subject of messages from the last 90 days and new messages as they arrive. It reads the message text only when a contact in that person's CRM book sent or received the message. For those messages it stores the subject and up to 4,000 characters of the text on the contact and its open deal. An AI model (Anthropic's Claude) reads that text to suggest updates to the record. For other messages it stores only a coded message ID and a time. A thread marked private keeps only a line that an email took place.

Berchtold's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Gmail data only to provide these features to you. We do not use it for advertising, we do not sell it, and we do not use it to train AI models. People at Berchtold do not read it unless you ask us to, it is necessary for security, or the law requires it.

Google Drive. Each person can connect their own Drive to save reports as Google Docs or Sheets and to copy files they choose into the workspace media library. The Service does not process other Drive files.

Facebook and Instagram (Meta). When a Facebook Page or Instagram Business account is connected, we receive, with your authorization, the Pages and linked Instagram accounts, long-lived access tokens (encrypted with Cloud KMS), the performance of posts published through Berchtold, and the comments on those posts. We use this only to publish for you, report on your own posts, and help you reply to comments. We do not use it for advertising. When you remove the Berchtold app in your Facebook settings, we delete the stored tokens, channels, and comment data.

Canva. Each person can connect their own Canva account to make listing marketing designs from the workspace's Canva brand templates. With the person's authorization, we read their Canva user ID, team ID, and display name, the brand templates an admin chooses, and the names of those templates' data fields. When the person makes designs, we send one of the workspace's own listings to their Canva account: up to 10 of its photos and its details, such as the address, price, and open house time. Canva makes the designs in the person's account. When the person saves a design to Berchtold, we store it as PNG files in the workspace's media library and the listing's deal documents. We do not send the designs or the listing photos to an AI model. When a person disconnects Canva or is removed from the workspace, we revoke Berchtold's access at Canva and delete the stored tokens.

Disconnecting an account deletes its stored tokens. Data already logged in the CRM, such as an email on a contact, stays until you delete it. To end Google's grant of access too, remove Berchtold in your Google Account settings.

5. Data on your organization's website

Your organization can add Berchtold's tracking script, chat widget, and sign-up forms to its website. Your organization is responsible for telling its visitors and, where the law requires it, asking for their consent.

6. How we use information

AI processing. To provide the AI features, the Service sends the content involved to the AI providers listed in Section 8, under their commercial terms for business customers. Under those terms, they do not use it to train their models. We do not use your content to train AI models.

We do not sell personal data or share it with advertisers.

7. Legal bases (GDPR)

If you are in the EU, UK, or Switzerland, we rely on:

For data we process on behalf of your organization, your organization chooses the legal basis.

8. Sub-processors

These services process personal data for us to run the Service:

These services receive data only when a person in your workspace connects them. Their own terms govern the data they hold:

The same list is Annex 1 of our Data Processing Addendum. Customers subject to the GDPR, UK GDPR, or Swiss FADP can request a counter-signed DPA from [email protected].

9. International transfers

We are based in the United States, and our database runs in Google Cloud's US multi-region. Personal data of people outside the US is transferred to the US under Standard Contractual Clauses (SCCs) and, where applicable, the EU-US Data Privacy Framework. Our DPA describes the transfer mechanisms.

10. Data retention

11. Your rights

Depending on where you live, you may have the right to:

If you are a client, contact, email recipient, or website visitor of one of our customers, contact that organization first. We help our customers respond to these requests. To exercise any right, email [email protected]. We respond within 30 days.

12. Cookies and browser storage

In the app. We use first-party cookies and browser storage to keep you signed in and to remember preferences, such as the theme, the navigation layout, recent pages, assistant sessions, and email drafts. Google Analytics, loaded through Google Tag Manager, sets its own cookies to measure use of the app. We do not use advertising cookies.

On your organization's website. See Section 5.

13. Security

We protect personal data with TLS in transit and encryption at rest in Google Cloud. Access tokens for connected accounts are encrypted with a separate data key for each token, wrapped by a Google Cloud KMS key. Every request is checked against the person's role and permissions, and key actions, such as creating an organization or subscribing, require a verified email address. Stripe handles card data; we never store card numbers.

Report a security issue to [email protected].

14. Children

The Service is not directed at children under 18. We do not knowingly collect personal data from children.

15. Changes

We announce material changes to this policy by email and in the app at least 14 days before they take effect. The version you accepted is recorded on your account.

16. Contact

Privacy questions: [email protected]
Data Processing Addendum: /legal/dpa or a counter-signed copy from [email protected]