Privacy Policy

Last updated: July 12, 2025

Dotted & Done (“we,” “us,” or “our”) respects your privacy. This Privacy Policy explains what information we collect, how we use it, and how we keep it safe. By using our website or submitting any information through our forms or services, you agree to the terms outlined below.

1. Information We Collect

We collect personal information from real estate professionals to support transaction coordination services. This may include:

• Name, email, phone number, and brokerage affiliation

• Information about buyers and sellers involved in a transaction

• Property addresses and transaction details

• Uploaded documents such as real estate contracts, disclosures, preapprovals, loan and title documents

• Vendor contact details and service-related information

All information is collected directly from licensed agents through website forms, email, or other communication and is used solely to fulfill the requested services.

2. Your Consent

By using our website, submitting a form, or working with us, you consent to the collection and use of your information as described in this policy.

3. Third-Party Information (Buyers & Sellers)

We may receive personal information about buyers and sellers, such as names, email addresses, phone numbers, and signed documents, as part of coordinating a transaction. This data is handled solely to support the transaction at the agent’s request and is never sold, shared, or used for marketing. We treat this information as confidential.

If you are a buyer or seller and have questions about how your information was shared, please contact your real estate agent directly.

4. Payment Information

Invoices are issued through QuickBooks. We do not collect or store buyer or seller payment information. Agent billing preferences may be stored securely when voluntarily provided. No payments are processed through this website at this time.

5. Communications & Email Sign-Up

You may receive confirmation emails after submitting a form, which could include a copy of your submission and any uploaded documents.

We may also send occasional emails with updates, resources, or information related to our services. These emails are sent personally and not as part of automated mass mailings.

You can unsubscribe or opt out of marketing communications at any time by replying to any email or contacting us directly.

All other correspondence is limited to transaction coordination and billing unless otherwise agreed.

6. Data Storage & File Handling

We store documents in secure, cloud-based services such as Google Drive, iCloud, and agent-specific platforms (like ZipForms, Glide, CRMLS, and DocuSign). Access is limited to the transaction coordinator and other involved parties such as escrow, title, and lender as needed.

Please note that while many documents are sent via standard email (consistent with industry practice), some may not be encrypted. We use two-factor authentication on all primary platforms and email accounts.

7. Website Analytics

We use Google Analytics to track anonymous website usage data such as page views and time on site. This helps us improve our services. No personal data is attached to these analytics.

We do not currently use retargeting ads, tracking pixels, or behavioral advertising tools.

8. Tools & Platforms We Use

To provide services, we use the following trusted third-party platforms:

• Squarespace (website and hosting)

• Cognito Forms (encrypted form submissions)

• QuickBooks (invoicing).
  Payments may be processed by third-party providers such as Stripe, ACH, or by check. We do not store your payment information

• Google Workspace (email and storage)

• Real estate platforms such as ZipForms, Glide, and local MLS, and electronic signature services like DocuSign. We upload transaction documents using these platforms and may access broker-specific proprietary systems, which are outside our control.

• AFrame (transaction management, document storage, timelines, and contact management)

• Calendly (scheduling)

These services are governed by their own privacy policies. We do not control how third-party providers manage or secure data, but we make efforts to use only reputable platforms.

9. Data Retention

We retain transaction records and client information for at least three years to comply with industry best practices and liability protection. We may retain data longer if required by law or for internal recordkeeping.

We do not currently offer a formal data deletion process for buyers or sellers. If you are an agent and wish to review or request deletion of stored data, please contact us.

10. Your Privacy Rights (California Residents)

Under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), you have the right to:

• Know what personal information we collect and how it’s used

• Request access to or correction of your personal information

• Request that we delete your personal information (with some exceptions)

• Opt out of the sale of personal information (we do not sell data)

To make a request, email us at jessica@dottedanddone.com

11. Children’s Privacy

This website and our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.

12. Policy Updates

We may update this policy from time to time. The latest version will always be posted on this page with the “Last updated” date.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your information, please contact:

Jessica Lam
Owner, Dotted & Done.
jessica@dottedanddone.com