Privacy Policy - DealFlowPro

Effective Date: October 14, 2025
Last Updated: October 14, 2025

1. Introduction

DealFlowPro ("we," "our," or "us"), a service of Zuma Capital Group, respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our real estate investment analysis platform.

Data Minimization

We collect only the information necessary to provide our services and analyze investment opportunities.

2. Information We Collect

Personal Information

Account Information: Name, email address, phone number, company name
Profile Data: Investment preferences, criteria, and property interests
Communication Data: Messages, support requests, and feedback

Property and Investment Data

Lead Information: Property details, pricing, location data from processed emails
Financial Data: Investment calculations, analysis results, underwriting models
Email Content: Property listing emails processed through Gmail integration (content is analyzed but not permanently stored unless you save specific leads)
Documents: Uploaded rent rolls, offering memorandums, financial statements
AI Analysis: Document content and email text processed by AI for data extraction (processed data retained, original content may be temporarily cached)

Technical Information

Usage Data: How you interact with our platform, features used
Device Information: IP address, browser type, operating system
Session Data: Login information and platform navigation

3. How We Collect Information

Directly from You: Registration forms, profile updates, manual data entry
Email Integration: Gmail API integration to automatically process property emails with your authorization
Document Upload: Property documents you upload (rent rolls, offering memorandums, financial statements)
Automatically: Basic usage tracking and session management
Government APIs: FEMA flood data, HUD Fair Market Rent data, Census geocoding (using property addresses)

Document Authorization Responsibility

Users are responsible for ensuring they have proper authorization to upload and analyze confidential documents, including compliance with any confidentiality agreements with brokers or third parties. We process documents in accordance with the authorization you provide, but you maintain responsibility for ensuring you have the legal right to share such documents with our platform.

4. How We Use Your Information

Core Services

Process forwarded property listing emails through Gmail integration
Extract property data from documents using AI analysis
Perform flood zone risk assessment using FEMA data
Generate financial analysis and underwriting reports
Track leads through your investment pipeline
Calculate investment metrics (IRR, cash-on-cash returns, etc.)

Market Analysis

Retrieve Fair Market Rent data from HUD APIs
Analyze property locations using Census data
Assess school districts and demographic information
Generate market comparisons and area analysis

Platform Operations

Maintain your investment criteria and preferences
Send notifications about new property matches
Provide customer support and troubleshooting
Improve our analysis algorithms and features

5. Information Sharing and Disclosure

We DO NOT sell your personal information to third parties.

We may share information in these limited circumstances:

Service Providers

Cloud hosting and data storage providers
Email processing services (Gmail API)
AI analysis services (Claude AI)
Customer support platforms

Legal Requirements

When required by law or legal process
To protect our rights, property, or safety
To prevent fraud or security threats
In connection with business transfers or acquisitions

With Your Consent

When you explicitly authorize sharing
For specific integrations you request
To provide services you've requested

6. Data Security

We implement industry-standard security measures:

Encryption: All data transmitted and stored is encrypted
Access Controls: Limited access on a need-to-know basis
Regular Security Monitoring: Ongoing security assessments and monitoring
Secure Infrastructure: Enterprise-grade cloud hosting with industry-standard security certifications
Staff Training: Regular security awareness training

7. Data Retention

Account Activity Definition

An account is considered "active" when:

Your subscription is current and paid, OR
You have logged into the platform within the last 12 months

An account becomes "inactive" when your subscription is cancelled AND you have not logged in for 12 consecutive months.

Retention Periods Based on Account Status

14-Day Money-Back Guarantee Cancellations

Financial Records: Retained for 7 years (required by tax law) - includes payment receipts, refund records, and basic transaction data
Customer Data: Retained for 90 days after refund - includes uploads, property analysis, documents, and lead tracking information
After 90 Days: All customer data automatically deleted except financial records
Immediate Deletion: Available on request for non-financial data

Standard Subscription Cancellations (After 14-Day Period)

Financial Records: Retained for 7 years (required by tax law)
Customer Data: Retained for 90 days after cancellation - includes all analysis data, uploads, and documents
Export Window: You have 30 days after cancellation to export your data before access is revoked
After 90 Days: All customer data automatically deleted except financial records
Immediate Deletion: Available on request for non-financial data within 30 days

Inactive Accounts (No Login for 12+ Months)

Account Data: Retained for 1 year after becoming inactive, then automatically deleted
Property Data: Retained for 1 year after becoming inactive, then automatically deleted
Notification: We will email you 30 days before deletion with option to reactivate or export your data

Other Data Types

Email Communications: Retained for 12 months unless deletion requested
Technical Logs: Retained for 1 year for security and troubleshooting
Financial Transaction Records: Retained for 7 years to comply with tax regulations

Data Lifecycle Management

Active Accounts: Full document storage and analysis data available
Cancelled Accounts (0-90 days): All data retained for recovery and legal protection
Cancelled Accounts (90+ days): Customer data deleted; only financial records retained
Inactive Accounts (12+ months): Account flagged for deletion with 30-day notice period

Your Right to Deletion

You may request immediate deletion of your data at any time by contacting info@dealflowpro.io. We will complete deletion within 30 days of your request, subject only to legal requirements such as:

Financial records required for tax compliance (7 years)
Records required for pending legal matters or disputes
Records required by applicable law or regulation

All other data will be permanently deleted from our systems within 30 days of your deletion request.

8. Your Rights and Choices

Access and Control

View Your Data: Access all personal information we have about you
Update Information: Modify your profile and preferences anytime
Delete Account: Request complete account and data deletion
Data Portability: Export your data in a standard format

Communication Preferences

Email Settings: Control notification types and frequency
Marketing Opt-out: Unsubscribe from promotional emails

California Privacy Rights (CCPA)

California residents have additional rights including:

Right to know what information is collected
Right to delete personal information
Right to opt-out of data sales
Right to non-discriminatory treatment

9. Cookies and Tracking

We use cookies for:

Essential Functions: Login, security, basic site functionality
Preferences: Remembering your settings and customizations

You can control cookie settings through your browser, though some features may not work properly if disabled.

10. Third-Party Services

Our platform integrates with the following specific services:

Gmail API: For processing property listing emails (with your explicit authorization)
FEMA National Flood Hazard Layer: For flood zone risk assessment
HUD API: For Fair Market Rent data
U.S. Census Geocoding API: For property location analysis
Claude AI (Anthropic): For intelligent document parsing and analysis
Google Sheets API: For data storage and lead management
AWS Cloud Services: For secure document storage and application hosting
Stripe: For secure payment processing and subscription management

Each third-party service has its own privacy policy that governs their use of your information. Government APIs (FEMA, HUD, Census) are used only for property analysis and do not retain your personal information.

11. Age Requirement

DealFlowPro is intended for business use by individuals 18 years or older. We do not collect information from minors.

12. International Access

If you access our service from outside the United States, your information will be processed in the US in accordance with this Privacy Policy and applicable international data protection laws.

13. Data Breach Notification

In the event of a data breach affecting your personal information, we will notify you within 72 hours via email and provide details about the incident and steps being taken.

14. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated through:

Email notification to registered users
Prominent notice on our website
In-platform notifications

Continued use of our service after changes constitutes acceptance of the updated policy.

15. Contact Us

For privacy-related questions or requests:

Email: info@dealflowpro.io
Business: DealFlowPro, a service of Zuma Capital Group

Response Times

General inquiries: 3-5 business days
Data access requests: 30 days
Data deletion requests: 30 days
Security concerns: 24 hours

This Privacy Policy was last updated on October 14, 2025 and is effective immediately for new users and 30 days after notification for existing users.