Privacy Policy

Effective Date: August 24, 2026

BrokerKnight is a brokerage operations software service provided by CloseFlow LLC dba BrokerKnight ("BrokerKnight," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit brokerknight.com, use the BrokerKnight application, communicate with us, or use related services that link to this Privacy Policy (collectively, the "Services").

By using the Services, you acknowledge the practices described in this Privacy Policy. If you use BrokerKnight on behalf of a brokerage or other organization, that organization may separately control information entered into its BrokerKnight account. In that situation, you should also review the organization's own privacy practices.

1. Information We Collect

Information you provide directly

We may collect information that you or your brokerage provide, including:

Name, email address, phone number, profile image, job title, role, and account preferences.
Brokerage name, office information, licensing or professional information, team membership, and account-administration details.
Client, lead, contact, transaction, property, compliance, document, task, note, and communication information entered into the Services.
Financial and transaction-related business information, such as commissions, fees, closing information, and subscription status. Payment card details are processed by our payment provider, Stripe; BrokerKnight does not store complete payment card numbers.
Content submitted through forms, support requests, free-trial requests, demonstrations, testimonials, reviews, surveys, or other communications.
Documents, images, templates, knowledge-base content, marketing content, and other materials uploaded to or created through the Services.

Because brokerage users decide what information to enter, the Services may contain personal information about clients, prospects, agents, vendors, and other third parties. Users are responsible for having an appropriate legal basis and authorization to provide that information to BrokerKnight.

Information collected automatically

When you use the Services, we may automatically collect:

Device, browser, operating-system, IP address, approximate location derived from IP address, and language information.
Log-in, authentication, session, security, audit, and activity information.
Pages or features viewed, links clicked, referring pages, dates and times, and other usage information.
Cookie, local-storage, pixel, and similar technology identifiers.
Email-delivery information, such as whether a message was delivered, opened, or a link was clicked, where those features are enabled.

Information from connected services

If you choose to connect a third-party service, we may receive information authorized by you and permitted by that service. Connected services may include Google, Microsoft, Meta, Stripe, and other providers.

Google account and Gmail

BrokerKnight may use basic Google identity information—such as your name, email address, and profile information—to authenticate you or identify your connected account.

If you separately connect Gmail, BrokerKnight requests permission to send email on your behalf. BrokerKnight uses this permission only when you intentionally compose and send an email through an authorized BrokerKnight workflow. BrokerKnight may retain the outgoing message and related delivery information in the applicable transaction or communication history.

BrokerKnight does not use Gmail permission to read, list, retrieve, synchronize, monitor, or import messages from your Gmail inbox. Incoming replies are not automatically imported into BrokerKnight.

BrokerKnight's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google Calendar

If you connect Google Calendar, BrokerKnight may create and manage a secondary calendar and events created through BrokerKnight. BrokerKnight requests only the permissions needed to provide the calendar features you select.

Google API Services and Artificial Intelligence

BrokerKnight’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

BrokerKnight’s Gmail integration requests only the https://www.googleapis.com/auth/gmail.send and https://www.googleapis.com/auth/userinfo.email scopes. The gmail.send scope is send-only and is used only to send messages that the user composes, reviews, and affirmatively directs BrokerKnight to send. The userinfo.email scope is used only to identify the Google account connected to BrokerKnight.

BrokerKnight does not use the Gmail integration to read or synchronize the user’s inbox, incoming replies, drafts, labels, mailbox contents, or Gmail attachments.

BrokerKnight uses the Google Calendar scope https://www.googleapis.com/auth/calendar.app.created solely to create and manage BrokerKnight-generated calendar events. Google Calendar API data is not transferred to OpenAI or any other AI provider and is not used to train, develop, or improve AI models.

BrokerKnight may offer AI-assisted drafting using eligible BrokerKnight-native or user-entered information. Contact email addresses, stored email correspondence, subjects, message bodies, recipients, sender details, message identifiers, attachments, and Google-derived Gmail data are not submitted to OpenAI or any other AI provider.

Google API user data—including raw, derived, aggregated, anonymized, cached, or stored Google-origin data—is not used to create, train, develop, or improve generalized or foundational AI or machine-learning models. AI-generated drafts are returned to BrokerKnight for human review. The user must review and affirmatively choose to send a message; Gmail acts only as the delivery mechanism for the final user-approved content.

Other integrations

If you connect another integration, we may exchange the information required to provide the requested feature, complete authentication, publish content, process payments, or maintain the integration. The third-party provider's own terms and privacy policy also apply.

2. How We Use Information

We may use information to:

Provide, operate, maintain, and improve the Services.
Create and administer accounts, brokerage workspaces, roles, permissions, and subscriptions.
Organize transactions, client relationships, documents, tasks, communications, knowledge, compliance materials, and brokerage oversight.
Authenticate users, maintain sessions, prevent unauthorized access, and protect the integrity and security of the Services.
Process free-trial, demonstration, support, billing, and service requests.
Send transactional, administrative, support, security, product, and—where permitted—marketing communications.
Enable integrations and user-directed actions, such as sending an email or creating a calendar event.
Provide artificial-intelligence-assisted features requested by users, such as drafting, summarizing, extracting, organizing, or searching content.
Monitor performance, diagnose errors, analyze usage, and develop new or improved features.
Enforce agreements, protect legal rights, comply with law, and respond to lawful requests.

We do not sell Google user data, use Google user data for advertising, or use it for purposes unrelated to providing or improving user-facing BrokerKnight features.

3. Artificial Intelligence Features

BrokerKnight may offer features that use artificial intelligence. When a user invokes such a feature, relevant prompts and selected content may be sent to an AI service provider to generate the requested output. Depending on the feature, that content may include document text, transaction or property information, brokerage knowledge, or marketing content.

Users should review AI-generated content before relying on or sharing it. AI output may be incomplete, inaccurate, or inappropriate for a particular transaction or legal requirement. Users should not use AI features as a substitute for professional judgment or legal, tax, financial, or regulatory advice.

BrokerKnight does not send Gmail inbox content to an AI provider because BrokerKnight does not read or synchronize Gmail inbox messages.

4. How We Disclose Information

We may disclose information in the following circumstances:

Within your brokerage workspace

Information may be visible to brokerage owners, administrators, agents, team members, clients, or other authorized users according to account roles, permissions, assignments, and the features being used.

Service providers

We may disclose information to vendors that help us host, secure, operate, support, analyze, communicate, process payments for, or improve the Services. These providers may include cloud-hosting, authentication, database, email, payment, analytics, customer-support, communications, storage, and AI providers. They may process information only to perform services for us, subject to their agreements and applicable law.

Connected services and user-directed disclosures

When you connect or use an integration, we may disclose information as necessary to complete the action you requested. We may also disclose information to a recipient or third party at your direction—for example, when you send an email, share a portal, publish content, or invite a user.

Legal, safety, and business purposes

We may disclose information when we reasonably believe it is necessary to comply with law or legal process; enforce our agreements; investigate fraud, abuse, or security incidents; protect users, BrokerKnight, or others; or establish, exercise, or defend legal claims.

If BrokerKnight or CloseFlow LLC is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be disclosed or transferred as part of that transaction, subject to applicable law.

Aggregated or de-identified information

We may use or disclose information that has been aggregated or de-identified so that it cannot reasonably identify an individual, where permitted by law.

We do not sell personal information for money. We do not sell Google user data or use it for advertising.

5. Cookies and Similar Technologies

BrokerKnight uses cookies, local storage, pixels, and similar technologies to operate the Services, maintain sessions, remember preferences, protect accounts, understand performance, and measure communications or site usage.

Some technologies are essential for authentication, security, and core functionality. Optional analytics or marketing technologies may be provided by third parties such as Google or Meta where enabled. Your browser may allow you to block or delete cookies, but disabling essential technologies may prevent parts of the Services from working.

Where required by applicable law, BrokerKnight will request consent before activating nonessential cookies or similar technologies.

6. Data Retention

We retain information for as long as reasonably necessary to provide the Services, maintain business and transaction records, comply with legal and regulatory obligations, resolve disputes, enforce agreements, protect security, and support legitimate business purposes.

Retention periods vary based on the type of information, the brokerage's configuration and instructions, contractual requirements, legal requirements, and whether an account remains active. Some information may remain in backups or audit records for a limited period after deletion. Brokerages and real estate professionals are responsible for determining and following the record-retention obligations that apply to their businesses and transactions.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. These may include access controls, authentication, role-based permissions, encryption in transit, security logging, and vendor-management practices.

No method of transmission, storage, or security is completely reliable. We cannot guarantee that information will never be accessed, disclosed, altered, or destroyed without authorization. Users are responsible for protecting their credentials, devices, connected accounts, and authorized-user access.

8. Your Choices and Requests

Depending on your relationship with BrokerKnight and applicable law, you may request access to, correction of, or deletion of certain personal information by emailing lisa@brokerknight.com. We may need to verify your identity and authority before fulfilling a request.

If your information is controlled by a brokerage using BrokerKnight, we may direct your request to that brokerage or assist the brokerage in responding. Certain information may be retained when required or permitted by law, for security, fraud prevention, dispute resolution, transaction-record obligations, or other legitimate purposes.

You may disconnect available integrations through the Services or by changing permissions in the third-party provider's account settings. Disconnecting an integration does not necessarily delete information previously created, sent, or stored through the integration.

You may unsubscribe from promotional emails by using the unsubscribe link in the message. We may continue sending service-related, security, billing, or administrative messages.

9. Children's Privacy

The Services are intended for business and professional use and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided personal information directly to BrokerKnight, contact us at lisa@brokerknight.com.

10. Third-Party Sites and Services

The Services may link to or integrate with third-party sites, applications, and services. BrokerKnight does not control and is not responsible for their privacy, security, or content. Review the applicable third party's policies before providing information or using the service.

11. United States Operations

BrokerKnight is operated from the United States. Information may be processed and stored in the United States and other locations where our service providers operate. Those locations may have data-protection laws different from those where you live.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the revised policy with a new effective date. If a change is material, we may provide additional notice through the Services or by email where appropriate. Your continued use of the Services after the effective date of an updated policy constitutes acknowledgment of the revised policy.

13. Contact Us

For privacy questions or requests, email:

CloseFlow LLC dba BrokerKnight
Email: lisa@brokerknight.com