Privacy Policy

AgentCoffee ehf. (“AgentCoffee,” “we,” “us,” or “our”) is committed to ensuring the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, and protect your information, and it explains your rights in relation to your data. By using AgentCoffee services, you agree to the practices described in this policy.

If you have any questions regarding this Privacy Policy or wish to exercise any of your data rights, please contact us at support@agentcoffee.com.

What Personal Data Do We Collect?

In providing our services, we may collect the following types of personal data:

• Personal Identification Information: Includes your name, email address, phone number, and any other identifying details you or your employer provide to us.
• Technical Information: Details about the device you use to access AgentCoffee, including IP address, browser type, device settings, time zone, and operating system.
• Usage Data: Information on how you interact with our CRM and website builder, such as the pages you visit, features you use, and length of time spent on each area.
• Client-Provided Data: As a CRM, we collect personal data about individuals provided by our clients. This may include contact information, notes, and communication records that help real estate agents manage their professional relationships.
• Third-Party Data: Information from third-party sources you choose to connect to our platform, such as integrations with other software for scheduling, email, or document sharing.

We may also receive information from your employer, colleagues, or suppliers if they provide us with your details as part of setting up or managing your account on our platform.

Special Categories of Data

We may occasionally collect or process special categories of personal data if you or a client chooses to provide it. This includes data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health information, or data regarding sexual orientation. We handle such data in strict compliance with applicable data protection laws and only as necessary to fulfill our contractual obligations.

Data Sources

We may collect personal data through various sources, including:

• Direct Input: Data you provide directly, such as during account creation, when filling out forms, or through communications with us.
• Employer or Colleagues: Information provided by your employer or colleagues, particularly when they add your details to AgentCoffee’s CRM on your behalf.
• Automatic Collection: Data collected automatically when you interact with our services, such as device and usage information, gathered through cookies and similar tracking technologies.
• Third-Party Integrations: Data from connected third-party services that you choose to integrate with AgentCoffee, such as email services or scheduling tools. We collect this data to enhance the CRM’s functionality and streamline your professional interactions.

Purpose and Legal Basis for Data Collection

AgentCoffee collects and processes personal data only when there is a lawful basis for doing so. The primary purposes and legal bases include:

• Performance of a Contract: We process data to fulfill our contractual obligations, such as creating accounts, providing CRM and website builder services, and enabling seamless functionality within the platform.
• Legitimate Interests: Data may be processed to improve AgentCoffee services, ensure security, and provide customer support. This processing is necessary for the normal operation and improvement of our business and does not materially impact your rights or freedoms.
• Compliance with Legal Requirements: We may process data to comply with laws and regulations, including those related to anti-fraud, anti-money laundering, and other regulatory obligations.
• User Consent: In some cases, we may ask for your consent to process data for specific purposes, such as marketing communications or optional integrations with third-party platforms. You can withdraw your consent at any time by contacting us.

Data Sharing

AgentCoffee may share your personal data in the following cases:

• Service Providers and Subcontractors: We may share data with trusted service providers, contractors, or agents who perform functions on our behalf, such as payment processing, IT support, or data storage. These partners only receive the information necessary to fulfill their role, and they must adhere to strict confidentiality and data protection obligations.
• Legal and Regulatory Compliance: To comply with applicable laws, regulations, or legal processes, we may disclose data to regulatory authorities, government agencies, or law enforcement, particularly for purposes related to fraud prevention or legal compliance.
• Business Transactions: In the event of a merger, acquisition, restructuring, or sale of assets, personal data may be transferred as part of the transaction. In such cases, we will notify affected users to ensure they are informed of any changes in data handling.
• With User Consent: If you specifically request it or consent to data sharing with another party, we will share data accordingly.

Data Storage and International Transfers

AgentCoffee stores personal data on secure servers managed by DigitalOcean, LLC in London. Some data may also be processed in Iceland as part of our operations. When data is transferred outside Iceland or the European Economic Area (EEA), we ensure that such transfers are conducted in compliance with applicable data protection laws.

Security Measures

AgentCoffee is committed to protecting your personal data. We implement a range of technical and organizational measures to ensure data security, including:

• Data Encryption: We use encryption protocols to protect data during transfer and storage.
• Access Controls: Only authorized personnel have access to your data, and access is restricted based on job function and necessity.
• Regular Monitoring: Our systems are regularly monitored and updated to protect against unauthorized access, data breaches, and other potential security risks.
• Secure Infrastructure: We rely on secure infrastructure providers, such as DigitalOcean, which employ industry-standard security measures to safeguard stored data.

Despite these measures, no system can be entirely secure. In the unlikely event of a data breach, we will act promptly to contain and mitigate the impact and notify affected users as required by law.

Your Rights

Under data protection laws, you have rights concerning your personal data, including:

• Right of Access: You may request a copy of your personal data that we hold.
• Right to Rectification: If your data is inaccurate or incomplete, you have the right to request its correction.
• Right to Erasure: In certain cases, you may request the deletion of your personal data.
• Right to Object: You may object to certain types of data processing, such as marketing.

Please note that while we honor these rights regarding data we control, AgentCoffee also acts as a service provider to our customers (e.g., real estate agents), who may store data on their own customers within our CRM. In such cases, AgentCoffee only processes this data as instructed by our customers, who are the data controllers. Therefore, we may be limited in disclosing or acting upon requests regarding data that our customers manage. If you have concerns regarding data your real estate agent has stored within AgentCoffee, please contact them directly.

To exercise your rights or for further information, please contact us at support@agentcoffee.com.

Data Retention

AgentCoffee retains personal data only for as long as necessary to fulfill the purposes for which it was collected, including for contractual or legal obligations. Specific retention periods may include:

• Account and Service Data: Retained for the duration of your contract or account with AgentCoffee. Upon account closure, we may retain limited data as required for legal, audit, or regulatory purposes.
• Client-Managed Data: Data stored by our customers within AgentCoffee’s CRM is managed according to their instructions. If you request deletion of data controlled by a third party (such as your real estate agent), please contact them directly.
• Compliance and Legal Obligations: Certain data may be retained for extended periods to comply with applicable laws, prevent fraud, or resolve disputes.

In some cases, we may anonymize your personal data for research or statistical purposes, in which case it will no longer be associated with you and may be used indefinitely without further notice.

Changes to This Privacy Policy

AgentCoffee may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or data protection practices. When substantial changes are made that may impact your rights or obligations, we will take reasonable steps to notify you, such as via email or by posting a notice on our website. We encourage you to review this Privacy Policy periodically to stay informed of our data practices.

Contact Information

If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us at support@agentcoffee.com.