Effective Date: June 6, 2025 · Last Updated: June 6, 2025
1About DealTracker Ai
DealTracker Ai (dealtracker-ai.app) is a real estate transaction management platform that helps agents organize and track active deals. The companion Chrome extension integrates with Gmail to allow agents to apply Gmail labels to email threads, linking them to corresponding transactions in the DealTracker Ai dashboard.
This Privacy Policy applies to the DealTracker Ai web application and Chrome browser extension (collectively, "the Service"). By using the Service, you agree to the practices described herein.
2Google User Data We Access
DealTracker Ai requests limited access to your Google account solely to enable Gmail label management. We access only what is necessary to provide this functionality.
Google OAuth Scope
Data Accessed
Purpose
gmail.labels
Gmail label names and IDs associated with your account
To read, create, and display Gmail labels for transaction organization
gmail.modify
Email thread IDs (identifiers only — not email content, subject lines, or sender/recipient addresses)
To apply and remove Gmail labels on specific email threads linked to a transaction
We do not read your email content. The gmail.modify scope is used exclusively to apply or remove labels on thread identifiers. We never read, store, or process the body, subject, attachments, or metadata of any email message.
3How We Use Google User Data
Google user data accessed through the Gmail API is used exclusively for the following purposes:
Displaying your existing Gmail labels within the DealTracker Ai Chrome extension so you can select one to link to a transaction
Creating a new nested Gmail label (e.g., DealTracker/123 Main St) when a transaction is linked
Applying that label to a specific Gmail thread ID you select, linking the email thread to a transaction in your dashboard
Removing a label from a thread if you unlink it from a transaction
We do not use Google user data for advertising, marketing, profiling, or any purpose beyond the core labeling functionality described above. We do not sell, rent, or transfer your Google user data to any third party.
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
4Data We Do Not Access or Store
DealTracker Ai does not access, read, collect, or store any of the following:
Email message bodies · Email subject lines · Sender or recipient names or addresses · Email attachments · Contact lists · Calendar data · Google Drive files · Any other Google account data beyond the Gmail scopes listed in Section 2
OAuth access tokens issued by Google are used in real time to execute API calls and are not persisted to our servers or any external database.
5Data Protection Mechanisms
We implement the following technical and organizational safeguards to protect your Google user data:
OAuth 2.0 Authorization: All Google account access is handled through Google's OAuth 2.0 protocol. We never request or store your Google account password.
Minimal Scope Request: We request only the two Gmail scopes required for label management (gmail.labels and gmail.modify). No broader Gmail or Google account access is requested.
No Server-Side Token Storage: OAuth refresh tokens are stored securely on DealTracker Ai servers, encrypted at rest, and used solely to obtain fresh access tokens on your behalf. Access tokens are short-lived and not persisted.
HTTPS / TLS Encryption: All communication between the Chrome extension and DealTracker Ai servers, as well as between the extension and the Gmail API, is encrypted in transit using TLS (HTTPS).
No Email Content Processing: Our backend systems are architected to never receive, process, or log email content. Only label identifiers and thread IDs are handled.
Chrome Extension Security: The extension follows Chrome Manifest V3 security standards, including a restrictive Content Security Policy and minimal host permissions.
Access Controls: Access to DealTracker Ai's production systems is restricted to authorized personnel only, using role-based access controls and multi-factor authentication.
Revocable Access: You may revoke DealTracker Ai's access to your Google account at any time through your Google Account permissions page.
6Data Sharing and Third Parties
We do not sell, trade, or transfer your Google user data to outside parties. Limited sharing occurs only in the following circumstances:
Google LLC: API calls are made to Google's Gmail API on your behalf to perform label operations you initiate. Google's own privacy policy governs their handling of these requests.
Legal Compliance: We may disclose information if required to do so by law or in response to valid legal process (e.g., a court order or subpoena).
Business Transfer: In the event of a merger, acquisition, or sale of assets, user data may be transferred. You will be notified of any such change via email or a prominent notice on our website.
7Data Retention
DealTracker Ai retains only the minimum data necessary to operate the Service:
Transaction records (property address, status, linked label name) are retained for as long as your account is active or as needed to provide the Service.
Gmail thread IDs associated with a transaction are stored as references only and are deleted when you unlink the thread or close/delete the transaction.
OAuth tokens are not stored server-side and are not retained after your session ends.
You may request deletion of all your account data at any time by contacting us at the email address below. We will process deletion requests within 30 days.
8Your Rights and Controls
You have the following rights with respect to your data:
Access: Request a copy of the data we hold about you and your transactions.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your account and all associated data.
Revocation: Revoke Gmail access at any time via your Google Account settings without affecting your DealTracker Ai account.
Portability: Request an export of your transaction data in a machine-readable format.
DealTracker Ai is a professional business tool intended for use by licensed real estate agents and brokers. It is not directed at children under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have inadvertently received personal information from a user under the age of 13, we will delete such information from our records immediately.
10Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page and, where the changes are material, notify you by email or through a notice in the DealTracker Ai dashboard.
Your continued use of the Service after any changes constitutes your acceptance of the updated policy. We encourage you to review this page periodically.