Ikigai AI Solutions ("we") makes Ikigai Team Assistant, a task system for real estate teams. This policy explains what we collect, why, where it is kept and for how long. Questions go to [email protected].
Who controls the data
Each team (usually a brokerage team or company) decides who is on it and what goes into it. We hold and process that data on the team's behalf to run the service.
What we collect
- Team members: names, email addresses, mobile numbers, roles and alert preferences, added by the team.
- Tasks and places: what the team puts in its task list, such as task titles, property addresses, due dates and notes.
- Messages: the words of requests sent by text message, Siri or the office screen, and the replies the assistant gives.
- Forwarded email: emails a team chooses to forward or copy to its team address, and the short summary made from each.
- Activity log: a record of every change, who made it, how and when.
- Usage records: counts of requests, texts and emails, used for billing.
- Technical data: sign in sessions, the notification address of each phone that has notifications turned on, and server logs needed to keep the service secure and working.
How we use it
- To run the service: understand requests, update the team's tasks, and send the alerts, reminders and summaries the team has set up.
- To bill the team for what it uses.
- To keep the service secure, fix problems and improve it.
We don't sell personal information and don't use it for advertising.
Mobile numbers and text messages
Mobile numbers are used only to send and receive the team's texts. We don't share mobile numbers with third parties or affiliates for marketing or promotional purposes. Text messaging opt in data and consent are never shared with any third party. Reply STOP to any text to stop them. More in our text messaging terms.
Service providers
We use a small number of providers to run the service, and share only what each needs for its job:
- AI providers, to understand requests and summarize forwarded email. They receive the words of the request or email and the team details needed to interpret it, and return a structured answer.
- A text message provider, to send and receive texts.
- An email provider, to receive forwarded email and send sign in links, alerts and summaries.
- Hosting and database providers, to run the service and store its data.
- The phone notification services run by Apple, Google and the browser makers, for team members who turn on notifications in the phone app. Each alert is encrypted before it leaves our servers, so these services carry it without being able to read it.
- The speech recognition built into the web browser, when someone uses Talk on the office screen or the phone app. Chrome turns speech into text on the computer or phone itself when it can; otherwise the browser maker's own speech service does it (Google for Chrome, Apple for Safari). Siri requests are turned into text by Apple before they reach us.
The task database is kept in Canada. Some of these providers process data in the United States, where it may be subject to the laws of that country.
How long we keep it
- Team data, tasks and the activity log: while the team's account is active, plus 90 days after it ends, then deleted. A team's owner can close the account and download all of its data from the office screen's Settings.
- Billing records (the team's name and how much it used each month, with no team member names or task details): 6 years, as tax law requires.
- The full text of forwarded emails: 30 days. The short summary stays with the task.
- Sign in links: each works once. Emailed links expire after 15 minutes, links texted to a phone after a day, and codes shown on the office screen after 10 minutes.
Security
Data is encrypted in transit. Each team's data is kept separate from every other team's. Keys used by Siri are stored only in scrambled (hashed) form and can be revoked from the office screen. Every change is logged and can be undone.
Your choices and rights
You can ask to see the personal information we hold about you, ask us to correct it, or ask questions about how it is handled. Your team's office can usually make changes directly; otherwise email [email protected] and we will reply within 30 days.
Changes
If we change this policy we will update the date above and, for important changes, tell team owners first.