Privacy Policy | B Square AgentOS

Information we handle

Account and access information: identity and contact information used for sign-in, authentication identifiers, agent profile information, and organization, team and role information used to determine workspace access.
Business records: client contact details, enquiries, buyer requirements, notes, follow-up activity, appointment details entered into business records, and other information you or your authorized team provide.
Listings and media: MLS listing facts, property photos, agent portraits, uploaded files, marketing drafts and generated materials used in the workspace.
Audio, video and likeness information: voice messages submitted for transcription, recordings you upload or save to the service, reference photos, and voice samples or avatar materials submitted for marketing identity features. These features may produce transcripts, generated portraits, digital avatars and cloned voices. Likeness and voice information may be sensitive under applicable law.
AI and workflow information: prompts, conversation history, attachments, relevant workspace context, generated responses, workflow inputs, outputs and execution records.
Service information: technical information needed to operate and secure the service, such as IP addresses and other network information, request and error records, browser and device information, authentication cookies, and connection configuration and credentials for services you choose to use.

The information processed depends on the features you use and your workspace permissions.

Where information comes from

We receive information directly from you when you sign in, enter business records, upload materials, record or submit audio, use the assistant or contact us. We also receive information from authorized colleagues and workspace administrators, B Square Realty's CRM and enquiry systems, MLS sources, authentication providers and services you connect. Technical information is generated when your browser and device communicate with the service and its providers.

Client information may be provided by an agent or through an enquiry rather than by the client directly in AgentOS. If your information appears in a business record and you do not have an AgentOS account, you may still contact us about it using the address below.

How we use information

We use information to authenticate users, determine access, provide client and listing tools, create marketing materials, operate workflows and AI assistance, and maintain service security and reliability. We also use information to respond to support and privacy requests and meet applicable obligations.

Workspace information is made available through authorized business features according to account, organization and role permissions. When you publish a marketing page or public agent profile, the content selected for publication becomes publicly accessible. Review the content before publishing it.

Storage and service providers

AgentOS uses backend business databases, CRM services, AI conversation and workflow storage, and media storage to provide its features. Information is disclosed to the recipients needed for the features you use:

Workspace users: authorized agents, administrators and colleagues can access records according to their business roles and permissions.
Authentication and CRM: Clerk provides sign-in and session services; Twenty CRM supports business records.
AI and media services: configured model providers, including OpenAI models accessed through Cloudflare AI Gateway using stored provider credentials, process prompts and relevant inputs. Requests may also be processed by the underlying model provider. ElevenLabs processes submitted voice audio for transcription and text for narration.
Infrastructure and connected services: hosting, database, media storage, monitoring and other providers process information necessary to operate the service or execute a connection or workflow you use.
Public audiences and action recipients: published pages and profiles expose selected content publicly; information sent or shared through a business action is available to its intended recipients.

The provider and information processed depend on the feature and model used. Provider-held data is subject to the relevant service arrangements and provider policies; these arrangements do not replace our responsibilities under this policy or applicable law.

Service providers may process information outside your state or country, where privacy protections may differ. We may also disclose information when necessary to address security or abuse, comply with applicable law, or respond to a valid legal request. For Google API data, the more specific restrictions in the Google Calendar section apply to all recipients.

Cookies and browser storage

Authentication services use cookies and related technologies to provide sign-in, session management and security. AgentOS also uses local and session storage for language preferences, navigation and references to unfinished work. Recording features may save takes on your device for recovery before you choose to upload them.

You can manage cookies and site data through your browser. Blocking authentication cookies can prevent sign-in; clearing site data can remove preferences and locally saved work. Microphone and camera access require browser permission, which you can revoke in browser settings. Revoking device permission does not delete recordings already submitted.

AgentOS does not currently include advertising pixels or cross-site advertising tracking tools, and its application code does not change its handling of information in response to a browser Do Not Track signal. Third-party services may process device and usage information under their applicable policies.

AI assistance

When you use AI features, the service may send your request, attachments and relevant authorized business context to the configured AI provider to generate a response or prepare a supported action. Conversation and workflow records may be stored to restore your work and support service operation.

Submitting an assistant voice message sends the audio to our backend and the transcription provider to produce text. If you send the resulting text to the assistant, it becomes part of that conversation. Marketing portrait, avatar, voice and video features may send photos, samples, scripts and selected business information to their image, speech or video providers to create the requested materials.

Share only information appropriate for the task and that you are permitted to provide. AI outputs can be incomplete or inaccurate; review them before use. Provider retention and data-use terms depend on the provider and service arrangement. We do not represent that every configured provider has identical retention or training settings. Contact us before submitting information if you need details of the provider arrangements for a particular feature.

Google Calendar has a separate optional AI data-use setting and stricter provider-routing and no-training requirements, described below. Instagram content requested through AI or an authorized external MCP client is handled under the general AI and connected-service arrangements above, not Calendar's separate setting. Connection credentials are never included in AI prompts or workflow inputs.

Rechat

Current status: the optional personal Rechat workflow connection is being prepared for limited testing, not general availability. It is disabled unless server credentials and an enabled test agent are configured. Real authorization and business actions remain subject to verification.

You authorize one Rechat account and brand for workflow calls. We process the account identifier, email or display name, brand identifier, authorization status and encrypted access and refresh tokens. A short-lived browser cookie and a one-time authorization record bind the request to your AgentOS account and browser. We do not collect your Rechat password.

When you request a resource or run a configured workflow, we retrieve necessary contact attributes and tags, task information, MLS listing details, transaction and checklist information, templates and rendered instances, social-post information, print campaign records or regional market statistics. Supported workflow writes send your selected contact attributes, task or transaction fields, template variables or print-record references to Rechat. Template rendering and saved instances can involve Rechat's own processing and storage.

Rechat data is accessed on demand, not automatically imported into AgentOS's client, listing or transaction database. Connection metadata and encrypted credentials are stored in our backend business database. Requested inputs and outputs may remain in workflow snapshots, operational write receipts and conversations under our general retention arrangements. This release does not send email, create market-report email subscriptions, publish social posts, place physical print orders or sign documents.

When you actively use the assistant, authorize an external MCP client, or enable an AI workflow step, necessary Rechat content may be passed to the relevant AI or external service under the general arrangements in the AI assistance section. Rechat does not use Calendar's separate consent setting. Connection credentials are excluded from these inputs; this integration does not call Rechat's AI caption service. External clients have their own data practices.

Disconnecting blocks further calls and clears local credentials and temporary authorization records while retaining a disabled connection reference and independently retained workflow or conversation history. It does not delete Rechat records or undo completed actions. AgentOS does not currently confirm remote authorization revocation: remove AgentOS access in Rechat as well. Account deletion clears Rechat connection identity data and credentials held by AgentOS, with retryable local cleanup. Requests about independently retained history can be sent to info@bsquarerealty.com. We cannot recall copies already sent to Rechat, AI providers or external clients.

Instagram

Current status: the optional personal Instagram connection uses Bring Your Own Token (BYOT). You paste a long-lived Instagram User Access Token from Meta Developer; AgentOS does not run Instagram password login or a platform-hosted OAuth login for this release.

Account access and publishing

One connected Instagram Business or Creator account is supported per agent and organization through Instagram API with Instagram Login (Bearer Token), without requiring a Facebook Page. The token must grant instagram_business_basic for account and published-content access, and instagram_business_content_publish for images, carousels and Reels. This release does not provide comments, messages, Insights, advertisements or Stories.

We process account identifiers, usernames, published-media identifiers, captions, media links, timestamps and publishing quota information. For publishing, we process the selected images or videos, their ordered references, captions and supported Reel cover settings. Meta receives the media and publishing instructions, and published content becomes available on Instagram under your account's settings. You must have permission to publish the selected material, including MLS media and identifiable people.

Publishing follows workflows you configure, including schedules and any review steps you add. There is no mandatory per-post AgentOS approval: an enabled workflow without a review step can publish automatically. Adding a review step is your choice. Check the account, content and schedule before enabling a workflow.

Storage, recipients and retention

Account connections, encrypted tokens, publishing jobs, container identifiers, ordered media references and results are stored in AgentOS's backend business database. Tokens remain server-side and are not returned to the browser, workflow inputs, AI or external MCP clients. We do not maintain a continuously synchronized copy of your Instagram library.

Selected internal images are converted to JPEG. Meta can fetch the selected media through short-lived, unguessable download links; these links do not expose the rest of the asset library. Temporary publication-media records and image copies expire after 24 hours and are cleaned up by background processing. Original AgentOS marketing assets remain subject to their separate retention and deletion rules. Videos are inspected rather than transcoded.

Publishing history, workflow records and conversations are retained independently of connection status under the retention rules below. Instagram content used in AI or sent to another connected service is subject to that feature's disclosed processing and the recipient's arrangements. External MCP clients control their own storage and model settings. Account, media and caption content is not intentionally sent to error-monitoring systems.

Disconnecting and deleting data

Disconnecting stops new access and subsequent publishing steps, attempts token permission revocation, clears credentials and temporary media, and leaves invalid connection references for workflow repair. Publishing history remains. Requests already submitted to Meta may still complete; disconnecting cannot reliably recall a post or cancel an external effect. You remain responsible for rotating or revoking tokens in Meta Developer.

Account deletion queues cleanup of associated AgentOS-held Instagram data independently of whether you have a Google Calendar connection. Cleanup includes associated publication jobs, identified workflow records and definitions, conversation records and source associations; related workflows or conversations may be removed as a whole to avoid leaving their copies of the information behind. Active steps are stopped and in-flight requests are allowed to settle before completion is confirmed. Meta app-level deauthorization and data-deletion webhooks are not used for BYOT connections in this release.

Deletion does not remove original Instagram posts, recall copies held by Meta or another external service, or automatically delete independent original marketing assets. You can manage authorization and posts in Instagram, or contact info@bsquarerealty.com to request access, correction or deletion of AgentOS-held information. We may verify your identity and explain any applicable retention limitations.

Google Calendar

Availability: Google Calendar is optional and available to authorized AgentOS users when the service's Google OAuth configuration is active. You must separately authorize your Google account and select the calendars AgentOS may use. This policy describes the integration's data handling.

Intended access and use

Google account information: when you authorize the connection, we receive your Google account identifier and email address to identify the account connected to your AgentOS workspace. Google authorization is optional and is not the sign-in method required for AgentOS. We use this information to manage the connection, not for advertising or unrelated profiling.

The connection supports reading schedules and managing business appointments through workflows, such as property showings and client follow-ups. We handle calendar identifiers, names, access roles and time zones, and event identifiers, titles, descriptions, locations, dates and times, attendees, reminders, recurring rules, exceptions and change metadata.

Google authorization requests openid and email to identify the connected Google account, calendar.calendarlist.readonly to list available calendars, and calendar.events to read, create, update and delete events. We do not request calendar administration or sharing permissions. These Google permissions are broader than your selections within AgentOS: you separately choose which calendars to synchronize and access, and select a writable default calendar. Workflow event deletion requires confirmation. Attendee updates are sent by default unless a reviewed action explicitly selects otherwise.

We share, transfer or disclose Google account information and Google Calendar data only to the recipients below for the stated purposes, subject to the Limited Use restrictions in this section. This includes information derived from Google data.

Google: Google's authorization and Calendar services receive the credentials and calendar or event instructions necessary to connect your account, synchronize selected calendars, and perform the scheduling actions you request. When an action sends attendee updates, Google delivers the selected event details to the event attendees.
Infrastructure providers: DigitalOcean hosts our backend and database infrastructure, which process and store the connected Google account identifiers, encrypted tokens and synchronized calendar records. Cloudflare provides the network proxy and transport protection for requests to our service. These providers process data to operate and secure AgentOS.
AI processing, only when enabled: Cloudflare AI Gateway and OpenAI process the necessary calendar content for built-in assistant requests only when you enable Calendar AI data use, under the routing and no-training restrictions below. Google connection tokens are never sent to the model.
Services and clients you authorize: an external MCP client you authorize, or a connected service selected in a workflow you approve, can receive the calendar content needed for that action. The recipient depends on the client or workflow you select; enabling synchronization alone does not authorize these transfers.
People with permitted access: you receive your calendar data through your authenticated AgentOS account. Other users receive selected information only through authorized scheduling or sharing actions. B Square Realty personnel may access Google data only under the limited human-access exceptions below, including your specific agreement for support.
Security and legal recipients: we may disclose the necessary information to parties addressing a security incident or to authorities where required by applicable law, subject to Google's Limited Use requirements.

We do not sell your Google user data or share it with advertisers or data brokers. We share, transfer or disclose only the Google user data necessary to provide the features you request, to address security needs, or to comply with applicable law, subject to Google's Limited Use requirements. Service providers receive only the data needed to perform the processing described above. Transfers to an external MCP client or another connected service require your authorization; connecting Google Calendar alone does not authorize those transfers. We do not share your Google user data with other people or third parties for unrelated purposes. The general provider list elsewhere in this policy does not mean that every provider receives Google data.

How we protect sensitive Google user data

Encryption in transit: the public AgentOS service and Google API connections use HTTPS/TLS to protect Google account information, calendar content and authorization credentials during transmission.
Encrypted stored credentials: Google access and refresh tokens are encrypted on the backend using AES-256-GCM before storage. Tokens remain server-side and are excluded from browser responses, AI prompts, workflow inputs and external MCP tool responses. This credential encryption does not mean that all stored calendar event fields are individually encrypted.
Access controls: authentication and backend authorization checks restrict calendar connections and records by organization and agent. Your selected calendars limit the calendars available through the integration; the separate Calendar AI setting controls calendar access through AI entry points.
OAuth connection protection: authorization uses PKCE, expiring single-use state and a browser-bound authorization check to help prevent authorization-code interception and unauthorized account linking.
Data minimization and removal: connection secrets are excluded from AI and workflow content, calendar content is not intentionally submitted to monitoring or training datasets, and disconnection removes credentials and synchronized local copies as described below.

These safeguards protect sensitive Google user data against unauthorized access, disclosure and misuse. No transmission or storage system can guarantee absolute security. Contact info@bsquarerealty.com with security or privacy concerns.

Synchronization, storage and deletion

Selected calendars are synchronized into AgentOS's backend database, including recurring series and exceptions, rather than stored only on your device. Access and refresh tokens are encrypted on the backend and never provided to the browser, workflow inputs, AI or external MCP clients. Google change notifications and periodic checks keep these copies current.

Disconnecting in Connections stops access and synchronization, pauses associated triggers, requests Google authorization revocation, and removes tokens, subscriptions and synchronized local calendar copies. Workflow references remain so you can repair them; disconnection does not erase independently retained workflow or conversation history. Account deletion queues automatic cleanup of AgentOS-held calendar copies, credentials and associated workflow snapshots and conversation records. Failed cleanup is retried before deletion is confirmed. This rule does not authorize deletion of Google original events or copies already sent to external services.

You can also request deletion of AgentOS-held calendar data through the privacy contact below. Revoking Google authorization stops future authorized access and synchronization; it is separate from deleting the AgentOS account or requesting deletion of stored data. Original events in your Google Calendar will not be automatically deleted when your AgentOS account is deleted.

Optional AI assistance; no model training

A separate Calendar AI data-use setting is off by default. When you enable it, your requests or explicitly approved workflows may provide necessary calendar content to the AgentOS assistant. Calendar resource reads and calendar-derived run or conversation context require this setting. Turning it off prevents subsequent calendar-content access through these AI entry points; it does not recall data already transmitted.

Built-in calendar AI requests use the verified Cloudflare AI Gateway OpenAI BYOK assistant route. Gateway prompt and response payload logging is disabled, and OpenAI API data is not used for model training by default. Disabling response storage does not mean zero retention. Only that model may process the content; a request fails rather than falling back to an unrestricted route. Calendar data and derived information are not used to create, train or improve shared or general-purpose AI models and are not intentionally submitted to monitoring, model evaluation or training datasets.

If you authorize an external MCP client and enable calendar data use, that client may obtain the necessary content through the authorized tools. Its own model selection, storage, training and privacy settings are controlled by that client, not AgentOS. Similarly, an approved workflow can send selected content to another service you connect. Review the recipient's policies before authorizing these transfers. We cannot promise to remove external copies after transmission.

Limited Use

AgentOS's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements, and the applicable Google Workspace API policies. These restrictions also apply to information derived from Google data.

Google Calendar data will be used only for the disclosed, user-facing scheduling features. It will not be sold or transferred to advertising platforms or data brokers, used for advertising or credit decisions, or used to create, train or improve shared or general-purpose AI or machine-learning models.

We do not use Google APIs or Google user data to create, edit or distribute AI-generated non-consensual intimate imagery (AI NCII). AgentOS's permitted purpose is professional real estate work and user-authorized business scheduling; non-consensual intimate imagery is prohibited under our Terms of Service.

Transfers will be limited to providing the disclosed features with your consent, necessary security purposes or applicable legal requirements. A transfer as part of a merger, acquisition or sale of assets would require your explicit prior consent, as required by Google's policy.

Humans will not read Google Calendar data unless you specifically agree to access to that data, access is necessary for security or applicable law, or the data is aggregated and anonymized for permitted internal operations. Authorizing synchronization or scheduling does not by itself authorize unrestricted human access.

Release safeguards

Google OAuth account authorization, event actions, synchronization and deletion require operational verification before the service is enabled. Google Calendar permissions verification is separate from application brand verification. Any change to permissions, providers or data use will be reflected here before the changed processing is enabled.

Security and retention

AgentOS uses authentication and backend authorization checks to restrict business data access to authorized users. Sensitive connection credentials are handled on the backend. We use technical and organizational measures appropriate to the information processed; no service can guarantee absolute security.

We retain information for the purposes described in this policy, taking into account the duration of the business relationship, whether a record or asset is still needed, deletion requests, and applicable legal, dispute-resolution and security needs. Business records, assistant conversations and media do not all have automatic expiry periods.

Workflow execution snapshots currently have a configured maximum age of 90 days. This limit applies to those snapshots, not to all conversation history, business records, generated media or provider-held copies. Provider retention depends on the feature and applicable service arrangement.

Deletion from the active service may be separate from removal of provider-held records, operational records and backup copies, where such copies exist. If some information must be retained, its purpose and applicable restrictions will be considered in responding to your request. The Google Calendar section above explains its distinct synchronized-copy, disconnection and account-deletion rules.

Your choices and deletion

Use available workspace controls to review and update your profile and records. The assistant's conversation list includes a Delete action for your conversations. That action removes the selected conversation from AgentOS conversation storage; it does not automatically remove separate business actions, generated assets, provider-held records or backups.

For requests to access, obtain a copy of, correct or delete personal information, email info@bsquarerealty.com with the subject "AgentOS privacy request" and identify the account or business record concerned. You do not need an AgentOS account to contact us. Do not send passwords or access tokens. We may need to verify your identity and authority, and may request only the information needed for that verification.

Depending on your location and applicable law, you may also have rights to restrict or object to processing, withdraw consent, obtain portable information, use an authorized agent, appeal a request decision or complain to a privacy regulator. Use the same contact address to exercise an applicable right or ask about a decision. Where the law provides these rights, we will handle requests within its applicable time limits and will not discriminate against you for exercising them.

Deletion requests are subject to applicable legal exceptions and the rights of others. We will explain material limitations relevant to your request. Removing workspace access, revoking microphone or camera permissions, or signing out does not automatically delete previously submitted information or business records.

Google authorization and calendar events

For an enabled Google Calendar connection, you can revoke Google's authorization through your Google Account connections. Revoking authorization removes permission for future access; it does not itself delete copies previously stored by AgentOS. To request removal of AgentOS-held Google data, identify the connected account and data concerned in your privacy request. Do not include your Google password or tokens.

Deleting information from AgentOS is separate from deleting original events in Google Calendar. This policy does not promise automatic removal of Google Calendar events when access is revoked or an AgentOS account is removed. Use Connections to disconnect and clear synchronized local copies, or contact us about account deletion and retained history.

Who the service is for

AgentOS is a professional business service for authorized real estate agents, not a service directed to children under 13. If you believe a child has provided personal information through AgentOS, contact info@bsquarerealty.com so we can investigate and address the information as required by applicable law.

This policy describes AgentOS. It does not replace any separate privacy notices applicable to the B Square Realty public website, employment relationships, brokerage transactions or services you use directly from another provider.

Changes and contact

We may update this policy as the service and its data handling change. The date at the top identifies this version. For material changes, we will provide notice through the service or an appropriate direct communication before the change takes effect where required. New or materially different uses of Google data will be disclosed before processing begins, with renewed consent where required. Updating this page alone is not consent to a new use.

B Square Realty Inc is responsible for the AgentOS privacy practices described here. For questions, privacy requests or concerns about our response, contact info@bsquarerealty.com.