Suite201Privacy Policy
How Suite201 handles information — for the staff who use it, and for the consumers whose information they store in it.
Effective August 31, 2026
Who this covers. Suite201 is a private, staff-only platform used by a real estate brokerage to run its business. Accounts are created by a brokerage administrator — there is no public sign-up. Two different kinds of people appear in this policy: users (brokerage staff who sign in) and clients (consumers whose information staff store here, such as buyers, sellers and prospects).
1. Who operates Suite201
Suite201 is operated by dwello Home Group ("we", "us"). It is built to serve multiple brokerages, each of which is a separate tenant. Reach us at privacy@suite201hq.com.
For information a brokerage stores about its own clients, that brokerage decides what is collected and why; we process it on their behalf and under their instructions.
2. What we collect
About users (staff)
- Account and profile — name, work email, phone, role, title, licence details, and a profile photo if one is uploaded.
- Authentication — a password (stored only as an Argon2id hash), or a Google sign-in; two-step verification settings, and a record of devices you have chosen to trust.
- Usage — pages opened, actions taken, and timestamps, so the product can show activity feeds, read state and audit history.
- Approximate location — if you allow it in your browser or on your device, your last known coordinates, used only to estimate drive time between appointments. It is not a location history and it is not shared with anyone.
- Content you create — notes, tasks, internal team chat, documents and calendar entries.
About clients (consumers)
- Contact and enquiry details — name, email, phone, mailing address, the property enquired about, budget, timeline, financing status and free-text notes recorded by an agent.
- Communications — the content of text messages, emails and call logs exchanged with the brokerage, and where a call is recorded, the recording and its transcript.
- Website activity — for consumers who use a brokerage's public website, pages and listings viewed, searches run, and saved favourites.
- Signing records — for electronically signed documents: the signature image, the signer's name and email, timestamps, IP address, and a verification identifier retained as the audit trail.
Listing data
Property listing information is licensed from the Multiple Listing Service (MRED) through MLS Grid. It describes properties, not our users, and is used and displayed under the terms of that licence.
3. Why we use it
- To run the brokerage's operations — managing enquiries, transactions, calendars, documents and internal communication.
- To contact clients on the brokerage's behalf, by email, text message or phone.
- To produce and preserve records that law or professional practice requires, including electronic signature audit trails.
- To keep the service secure — detecting misuse, protecting accounts, and investigating problems.
- To improve the product's reliability and design.
We do not sell personal information, and we do not use it for advertising or share it with advertising networks.
4. Automated processing and AI
Some features send content to AI services to summarise, draft, categorise or transcribe it — for example, drafting a suggested reply, summarising a lead's history, extracting details from a note, or transcribing dictation and call audio. The content sent can include client information.
Three commitments about this:
- A person stays in the loop. AI-generated text is a draft. Messages to clients are sent by a person, not automatically.
- No decisions about people from protected characteristics. These features are not used to score, rank, filter or steer clients on the basis of race, colour, religion, sex, familial status, national origin, disability, or any other class protected by fair housing law — nor on proxies for them. Fair housing obligations apply to a tool exactly as they apply to a person.
- Prompts are not training data. Our AI providers process this content to return a result for us; it is not used to train their public models.
5. Phone calls and recording
Where a call feature records audio, everyone on the call is told at the start of the call, before recording begins, and may decline or hang up. Illinois — where we operate — requires the consent of all parties to record a private conversation, and other states require the same; the disclosure is how that consent is asked for and given.
Recordings and transcripts are kept as part of the brokerage's business records and are available to that brokerage's authorised staff.
6. Text messages
Brokerage staff send text messages to clients who have given the brokerage their number in the course of an enquiry or transaction. Messages come from a number belonging to the brokerage.
- Reply STOP to any message to stop receiving them; reply HELP for help.
- Message and data rates may apply.
- We do not sell or rent phone numbers, and we do not send marketing messages on behalf of third parties.
7. Who we share it with
We use the following service providers. Each receives only what its function requires, and each is bound to protect it and to use it only to provide the service to us.
| Provider | What it handles |
|---|---|
| Google (Workspace) | Sign-in; sending and reading mail from a connected mailbox; calendar and file access where a user connects it |
| Postmark | Sending account and document email |
| Twilio | Text messages, calls, and login codes sent by text |
| Anthropic | AI drafting, summarising and extraction |
| Deepgram | Speech-to-text for dictation and call audio |
| MLS Grid / MRED | Licensed property listing data |
| Cloudflare | Content delivery and storage of listing images |
| Railway | Application hosting and the database |
| Apple, Google | Delivery of push notifications to devices |
We also disclose information when the law requires it, to protect someone's safety or our legal rights, or to a successor if the business is transferred — in which case this policy continues to apply until replaced.
8. Keeping tenants separate
Each brokerage's data is isolated at the database level: every record carries its tenant, and the database enforces that a request can only reach rows belonging to the tenant it is signed in to. Separation is not a matter of the application remembering to filter — the data store refuses anything else.
9. Security
- Traffic is encrypted in transit (HTTPS).
- Passwords are stored as Argon2id hashes; connected-mailbox credentials are encrypted at rest with AES-256-GCM; sign-in links and device tokens are stored only as hashes.
- Two-step verification is available to every user, by text message, email or authenticator app, with single-use backup codes.
- Access follows a role and permission model — staff see what their role allows.
No system is perfectly secure. If a breach affects personal information, we will notify affected parties and any authority the law requires, without undue delay.
10. How long we keep it
- Business records — enquiries, transactions, communications and signing audit trails are retained while the brokerage's relationship with the client continues, and afterwards for as long as real estate recordkeeping obligations require (in Illinois, generally at least five to seven years).
- Staff accounts — retained while the account is active; deactivated accounts stop working immediately, and the record is kept where it is part of a business or audit trail.
- Diagnostic logs — kept short-term, generally under 30 days.
11. Your choices and rights
If you are a user (staff)
You can review and change your profile, sign-in method, two-step verification and trusted devices in Settings. Your account is managed by your brokerage's administrator: they can create, suspend and remove it. To have your account and personal profile deleted, ask your administrator, or write to us at privacy@suite201hq.com and we will act on it with them.
Location sharing is optional and controlled by your browser or device settings; declining it removes only the drive-time estimate.
If you are a client (consumer)
Contact the brokerage you have been dealing with to see, correct or delete what it holds about you, or write to us and we will pass the request to them and support it. You may stop text messages at any time by replying STOP, and marketing email by using the unsubscribe link.
Depending on where you live, you may have rights to access, correct, delete or port your information, and to be free from discrimination for exercising them. We honour these requests regardless of whether a particular threshold makes them legally mandatory for us. We do not sell or share personal information as those terms are used in state privacy laws.
12. Children
Suite201 is a workplace tool and is not directed to children. We do not knowingly collect information from anyone under 16. If you believe a child's information has reached us, write to us and we will remove it.
13. Where data is held
Data is stored and processed in the United States. If you use the service from elsewhere, you are sending information to the United States.
14. Changes
If we change this policy we will update the effective date above, and for a significant change we will tell users in the app before it takes effect.
15. Contact
dwello Home Group — privacy@suite201hq.com. We answer privacy requests within 30 days.