Privacy Policy

Last updated October 29, 2026

1. 1. Who we are and our role

   Arivana Technologies LLC is responsible for the personal information we collect about visitors to this website, about real estate agents who book a call or engage us (“Agents”), and about people who apply to work with us.

   When an Agent sends us a transaction, we handle information about the Agent’s clients and the other parties to that transaction on the Agent’s behalf and at their direction. Agents are responsible for having the right to share their clients’ information with us and for giving their clients any notices their brokerage or the law requires.

2. 2. Information we collect

   Information you give us.

   • Booking a call. Your first and last name, email address, phone number, brokerage, roughly how many deals you do a year, whether you work with a transaction coordinator now, and how you heard about us.
   • Sending a contract. Your name, email address, and phone number; the contract and any other files you upload; the property address; which side of the transaction you represent; and your clients’ names, email addresses, and phone numbers.
   • Transaction files. While we coordinate a deal we receive and keep the documents and details that come with it, such as purchase agreements, amendments, disclosures, inspection reports, repair requests, offers, net sheets, closing dates and deadlines, and the contact details of lenders, title and escrow officers, inspectors, the other agent, and other parties to the transaction. These documents can include financial details such as the purchase price, earnest money, and loan terms.
   • Agent portal and client pages. Documents you prepare or send for signature, signatures and the details recorded with them, files you or your clients upload, and the content you enter to generate offers, agreements, repair lists, and listing descriptions.
   • Job applications. Your name, phone number, email address, and experience.
   • Communications. The emails, texts, calls, and messages you exchange with us and with your transaction coordinator. Phone calls with Arivana are recorded and transcribed. We keep call recordings, transcripts, summaries, voicemails, call times and lengths, and the numbers involved.
   • Text messages. The text messages we send and receive, the photos and files attached to them, their delivery status, and records of numbers that have opted out.

   Information we collect automatically. When you use the Services we may collect log data such as your IP address, browser and device type, the pages you view, and timestamps. We use it to keep the Services secure, fix problems, and understand how they are used.

   Information from others. We receive information about a transaction from the other people working on it, such as the other agent, lenders, and title or escrow companies, and from the transaction and listing systems your brokerage or MLS uses when you give us access to them.

3. 3. How we use information

   We use personal information to:

   • Coordinate your transactions: open the file, track deadlines and contingencies, gather documents and signatures, and keep everyone moving toward closing.
   • Communicate with you, your clients, and the other parties to a transaction about its status and next steps.
   • Respond to booking requests, schedule calls, and tell you about our services and pricing.
   • Operate the agent portal and client pages, including e-signatures.
   • Use call recordings and transcripts to keep an accurate record of the transaction and to write summaries and notes for the file.
   • Generate the AI-assisted content you ask for, as described in Section 6.
   • Invoice for our services and keep business records.
   • Review job applications.
   • Keep the Services secure, prevent fraud and abuse, and fix and improve them.
   • Comply with legal obligations and enforce our terms.

4. 4. How we share information

   We do not sell personal information. We share it only as described here.

   Mobile numbers and text messaging consent are not shared with third parties or affiliates for marketing or promotional purposes. None of the sharing described below includes text messaging opt-in data or consent.

   • Parties to your transaction. Coordinating a deal means sharing documents and details with the people who need them to close it, such as your clients, the other agent, lenders, title and escrow companies, inspectors, appraisers, and your brokerage. We share what each of them needs for their part of the transaction.
   • Service providers. We use vendors to host the website and the portal, store files, send email and text messages, collect e-signatures, manage our content, and provide AI processing. They may use personal information only to provide their services to us.
   • Legal and safety. We may disclose information to comply with law, regulation, legal process, or a government request; to enforce our terms; or to protect the rights, property, or safety of Arivana, our clients, or others.
   • Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

5. 5. Your clients' information

   We use the information you send us about your clients only to coordinate the transactions you hand us. We do not market to your clients, and we do not use their information for any purpose of our own beyond operating and securing the Services.

   If you are a buyer or seller whose agent works with us and you have questions about your information, please start with your agent. You can also contact us at privacy@arivana.com and we will work with your agent to help.

6. 6. Artificial intelligence features

   Some features in the agent portal use artificial intelligence to do what you ask, such as reading the figures out of an offer, pulling findings out of an inspection report, filling in an agreement, or drafting a listing description. Call transcripts may also be processed by our AI providers to write summaries. To provide these features we send the input you supply to AI providers, including Anthropic, which process it on our behalf to return the result. We do not allow our AI providers to use your data, including call transcripts, to train their models. AI output can contain errors, so review it before you rely on it or send it to anyone.

7. 7. Cookies

   This website uses very few cookies. We do not use advertising or cross-site tracking cookies. When an authorized editor previews unpublished content, we set a cookie so the preview displays correctly. The agent portal uses cookies that are strictly necessary to keep you signed in and make it work. Where the law requires it, we will ask for your consent before setting any other cookies.

8. 8. How long we keep information

   We keep personal information for as long as we need it to provide the Services, meet our legal and record-keeping obligations, resolve disputes, and enforce our agreements. Transaction files are kept after closing for as long as real estate record-keeping rules and our agreements with Agents require. Text messages and call summaries are kept with the file’s records, and call recordings, transcripts and voicemails are kept with the transaction file for as long as real estate record-keeping rules and our agreements require. We keep opt-out records so we never text you again after you reply STOP. Booking requests and job applications are kept until you ask us to remove them or we no longer need them. When we no longer need information, we delete or anonymize it.

9. 9. How we protect information

   We use technical and organizational measures designed to protect personal information, including access controls, encryption in transit, and limiting access to the people and providers who need it. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If you believe your information has been compromised, contact us right away.

10. 10. Your rights and choices

    Depending on where you live, you may have the right to access, correct, delete, or get a copy of your personal information, and to opt out of certain uses of it. We do not sell personal information or share it for cross-context behavioral advertising.

    You can unsubscribe from marketing emails using the link in those messages. To make any other request, contact us at privacy@arivana.com. We will respond as the law requires and will not treat you differently for exercising your rights. Some information, such as completed transaction records, may need to be kept to meet legal obligations even after you ask us to delete it.

11. 11. Children's privacy

    The Services are meant for real estate professionals and other adults and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has given us personal information, contact us and we will delete it.

12. 12. Changes to this policy

    We may update this policy from time to time. When we make material changes, we will update the date at the top of this page and, where appropriate, let you know another way. Using the Services after an update means you accept the revised policy.

13. 13. Contact us

    If you have questions or requests about this policy or your personal information, contact us at privacy@arivana.com.

    Arivana Technologies LLC
    5100 Michigan Ave
    Nashville, TN 37209