Last updated: November 11, 2025
EcoAdmin ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our real estate transaction management and digital workspace application.
When you register with EcoAdmin, we collect professional details including your name, email, phone number, unique username, state license number, brokerage information, and company affiliation. This information is necessary for identity verification, fraud prevention, and licensing compliance with the Department of State (DOS).
We collect information about team members and company administrators including names, email addresses, phone numbers, roles, and permissions. This data is used for collaboration, access control, and team management within your brokerage.
All real estate transaction details are collected and stored, including property addresses, sale prices, offers, commission information, Memo of Sale (MOS) documents, closing documents, and transaction status. This information is essential for managing the complete transaction lifecycle from offer to closing.
We collect contact information for your clients, co-agents, attorneys, vendors, and other transaction participants including names, email addresses, phone numbers, and communication preferences. This data enables communication and collaboration throughout transactions and is stored in your CRM system.
We store all documents you create, upload, and manage through our platform including purchase agreements, Memos of Sale, closing documents, custom forms, and closing checklists. This includes all populated form data, digital signatures, and document metadata such as creation dates and signing timestamps.
Commission invoices, payment splits, billing records, and financial transaction details are collected to facilitate proper compensation and financial reporting within transactions and brokerages.
When open house attendees scan QR codes and sign in through our system, we collect their contact information, buyer/agent identification, budget, location preferences, and whether they are working with another agent. This data is automatically imported into your Potential Clients CRM.
We collect device information, IP addresses, browser types, operating systems, and usage data to ensure proper functionality, security, and continuous service improvement.
We use the collected information for the following purposes:
To provide and maintain real estate transaction management and document automation services.
To verify professional licenses and prevent fraud through Department of State integration.
To auto-populate forms and eliminate redundant data entry through our smart form technology.
To manage user accounts, roles, permissions, and team collaboration within your company.
To facilitate e-signature workflows and document distribution to transaction participants.
To process offers, generate Memos of Sale, and manage the complete closing workflow.
To generate commission invoices and manage financial workflows for closing transactions.
To organize and share documents through secure Folders with clients and transaction partners.
To capture and manage leads from open house check-ins and populate your CRM.
To enable listing pages and marketing materials with property information and QR codes.
To generate vendor recommendations and facilitate referral management.
To provide customer support and respond to your inquiries.
To improve our application and develop new features and functionality.
We share professional licensing information with the Department of State and other relevant licensing bodies as required for license verification and fraud prevention purposes.
We share documents, transaction information, and communication through your explicit permission with co-agents, attorneys, other transaction participants, and clients as part of the normal transaction workflow. You control what information is shared with each party through our granular document sharing features.
We share documents with e-signature providers (such as DocuSign, HelloSign) and other document management services to facilitate digital signing workflows and ensure proper execution of agreements.
We integrate with various MLS systems to pull property data for listing pages and market information. Property data sharing is governed by MLS rules and regulations.
We may share your information with trusted third-party service providers including calendar services (iCal, Google Calendar), payment processors, cloud storage providers, and notification services. These providers are contractually obligated to protect your data according to their own privacy policies.
Brokerage administrators and company managers may access transaction data, user activity logs, and company-level analytics for administrative and compliance purposes within their organization.
We may disclose your information if required by law, court order, or government regulation, or if we believe such action is necessary to comply with legal obligations or protect our rights.
We implement appropriate technical and organizational measures to protect your data. All sensitive information including license numbers, financial data, and transaction documents is encrypted both in transit and at rest using industry-standard encryption protocols.
Access to your data is restricted through role-based permissions and team-level controls. We maintain audit logs of all significant actions including logins, document modifications, and permission changes for security and compliance purposes. Regular automated backups are performed to prevent data loss.
Transaction records, documents, and financial information are retained for the duration necessary to comply with real estate regulations, tax requirements, and legal obligations. Most transaction records should be retained for a minimum of three to seven years depending on jurisdiction and transaction type.
Contact information and CRM data are retained as long as your account is active. You may request deletion of non-transaction data by contacting us, but transaction records and closing documents must be maintained according to legal requirements.
If applicable in your jurisdiction, you have the following rights:
Right to access your personal data and receive a copy of it.
Right to rectification of inaccurate or incomplete data.
Right to erasure (right to be forgotten) for non-transaction data.
Right to restrict processing of your personal data.
Right to data portability to transfer your data to another service.
Right to object to processing of your personal data.
Right to withdraw consent at any time.
Please note that certain data, particularly transaction records and closing documents, cannot be deleted due to legal obligations and regulatory requirements. To exercise your rights, please contact us at the email address provided below.
EcoAdmin operates on an agent-centric model where your account and transaction history are associated with your individual profile. If you change brokerages, you retain access to your historical data and transaction information. However, certain sensitive documents and folders may remain with your original brokerage as required by their policies and legal obligations.
Brokerages can upload and manage custom forms as part of their master form library. These forms are stored securely and can be customized by users. Custom form templates and associated data are managed according to your brokerage's internal policies and are subject to brokerage admin oversight.
EcoAdmin integrates with various third-party services including MLS systems, calendar applications, e-signature providers, and notification services. These integrations are necessary for providing full functionality but may have their own privacy policies. We encourage you to review the privacy policies of these third-party services.
EcoAdmin is designed for professional real estate use and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Email: [email protected]
Address: [Your Business Address]
Phone: [Your Contact Number]