HuettlHuettl

Privacy Policy

Effective Date: 2026-04-05 Last Updated: 2026-09-25

1. Introduction

This Privacy Policy explains how Huettl AI, Inc. ("Huettl," "we," "us," or "our") collects, uses, stores, shares, and protects information when you use our web application, website at huettl.ai, and related services (the "Service").

By using the Service, you agree to the practices described in this Policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, password (hashed), profile photo, role, and workspace details
  • Billing Information: Payment method details (processed by Stripe; we do not store full card numbers), billing address, and tax information
  • User Content: Leads, contacts, listings, transactions, tasks, notes, messages, media, voice profiles, and any other content you create or upload
  • MLS and listing content: MLS listing content, photos, descriptions, and links that you paste, upload, or link to the Service are stored in your workspace and processed to generate marketing content, CMAs, and other outputs you request

2.2 Information from Third-Party Integrations

When you connect Gmail, Google Calendar, or other integrations, we access data through those services' APIs, including:

  • Gmail: Email metadata (subject, sender, recipients, dates) and message contents you authorize us to access, plus the ability to create email drafts and send emails at your direction. Huettl never sends email from your Gmail account on its own initiative. Every email from your mailbox is created as a draft and is sent only when you direct and authorize it, so you remain in control of what leaves your account. (The transactional emails of Huettl e-sign — signing links you click to send, and the receipts and completed copies that go to signers when they sign — are sent from Huettl's own address, not your mailbox; see Section 2.5.) When you connect your mailbox, Huettl reads your last 60 days of mail once (senders, recipients, dates, subjects, message text, and attachments) to build your book of business: it files the clients, contacts, transactions, and notes it finds, and asks you about anything it cannot settle. After that first read, it reads new mail as it arrives so it can notice what needs to happen and propose your next move. What it files (people, transactions, notes, and any drafts it prepares) is stored in your workspace for you to review, edit, and approve. We do not keep a copy of your mailbox: message contents are read to do this work and are not stored as mail, apart from a snapshot of a specific message kept when you correct a reading so that the correction can be checked later.
  • Google Calendar: Calendar events, attendees, times, and locations. We do not maintain a permanent copy of your calendar; calendar reads are performed live per request. Short summary references to upcoming events may be stored in your daily briefing records so we can display the briefing again without re-querying Google.
  • Other integrations: Data relevant to the features you enable

The specific Google API scopes we request are:

  • gmail.readonly — Read your email messages and metadata
  • gmail.compose — Create email drafts and send emails on your behalf
  • calendar.events — View, create, edit, and delete events on your calendars

You can revoke these permissions at any time through your Google Account settings.

2.3 Automatically Collected Information

  • Usage Data: Pages visited, features used, clicks, session duration, and similar analytics
  • Device Data: IP address, browser type, device type, operating system, and referring URLs
  • Cookies: Session cookies and similar technologies for authentication and basic analytics

2.4 Information About Other People

Some of the information in your account relates to people other than you, such as your leads, clients, contacts, and the people you email or meet with. This information may reach us as User Content you enter or upload, or through your connected Gmail and Google Calendar (for example, the contents of a thread you ask the assistant to read).

You are responsible for having the necessary rights, permissions, and legal basis to share this information with the Service and to have us process it on your behalf. With respect to this information, you direct how it is used and we act on your behalf. Your responsibilities regarding the information of third parties are described further in our Terms of Service.

If you are an individual whose information was added to Huettl by one of our users, and you would like that information accessed, corrected, or deleted, please contact that user directly, or email us at support@huettl.ai and we will assist or route your request to the responsible account holder.

2.5 People Who Sign Documents Through Huettl e-sign

If a Huettl user (for example, your real estate agent) sends you a document to sign electronically, you do not need an account, and this section describes what we collect from you and why.

  • What we collect: Your name and email address (entered by the sender), the time you opened the document, the time you consented to electronic signing and the version of the disclosure you were shown, the time you signed, your IP address and browser identification at those moments, and the signature you typed or drew. We do not collect anything else from the signing page.
  • Why: Federal and state electronic-signature law (ESIGN and UETA) requires a record of who signed what, when, and from where, so that the signed document can be relied on. This record is the reason the feature exists and we collect nothing beyond it.
  • Who sees it: The sender's workspace can see the full record. Every signer receives the completed document and a signing certificate that lists each signer's name, email, consent and signing times, IP address, and browser, because each signer is a party to the signing. Anyone holding the signed document can open its receipt page, which shows names, emails, and times but not IP addresses or browsers.
  • Service providers: The signing emails are delivered by Resend (Section 5); the document and signature images are stored in Vercel's private file storage; the record is stored in our Neon database.
  • How long: Signing records and the executed document are retained indefinitely so that a signed document can be produced whenever a party needs it, including after the sender's account is closed.
  • Your choices: You can decline to sign electronically on the signing page and ask the sender for a paper copy at no charge. To ask about, correct, or request deletion of your information, email support@huettl.ai; where a record must be kept under electronic-signature or real-estate record-keeping law, we will tell you and explain what we can and cannot remove.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Process subscriptions, payments, and billing
  • Authenticate users and secure accounts
  • Generate AI drafts of emails, marketing, and content at your direction
  • Sync with Gmail and Google Calendar to deliver features you enable
  • Run automated background processes on your data (for example, daily briefings that summarize upcoming tasks and events, and follow-up checks that identify leads who haven't been contacted recently). These processes read your connected inbox and calendar as described in Section 2.2 and propose actions for your approval; nothing is sent, booked, or written to your accounts without it, except a campaign you have switched to send automatically. Voice profile learning occurs only when you explicitly trigger a scan of your Sent folder
  • Send transactional emails (including Stripe-issued payment receipts; additional account notices and security alerts are delivered when those features are enabled)
  • Respond to support requests
  • Detect and prevent fraud, abuse, and security incidents
  • Improve the Service (aggregate, anonymized analytics only)
  • Comply with legal obligations

4. Google API Services User Data Policy — Limited Use Disclosure

Huettl's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, data obtained through Google APIs (including Gmail and Google Calendar):

  • Is used only to provide or improve user-facing features that are prominent in the Service
  • Is not transferred to third parties except as necessary to provide or improve user-facing features, comply with applicable law, or as part of a merger, acquisition, or sale of assets with user consent
  • Is not used for serving advertisements
  • Is not used to train generalized AI or machine learning models
  • When Huettl's AI features process your Gmail or Calendar data, the relevant email content or calendar details are sent to our AI service providers (Anthropic, OpenAI) solely to provide those features to you. This happens automatically when Huettl reads your mail and calendar (once when you connect your mailbox, then as new mail arrives, as described in Section 2.2), and when you ask the AI assistant for something, such as drafting a reply to an email. These providers do not use this data to train their models. They may retain it for a limited period solely to monitor for abuse and to operate their service, in accordance with their API terms, and we enable zero- or limited-retention settings where available. The data is not used for any other purpose
  • Is not read by any human, except (a) with your explicit affirmative consent, (b) for security purposes such as investigating abuse, (c) to comply with applicable law, or (d) for internal operations where the data has been aggregated and anonymized

5. How We Share Information

Service provider list last updated: 2026-09-14. We update this list when we materially change our service providers.

We do not sell your personal information. We share information only in the following limited circumstances:

  • Service Providers: Trusted third parties that help us operate the Service, including:
    • Stripe, Inc. — Payment processing
    • Anthropic, PBC — AI model inference for chat assistance, email drafting, content generation, and analysis. When you use AI features, relevant context is sent to the provider, which may include: your business profile (name, brokerage, market area), content of emails you ask the assistant to read or reply to, listing details, lead information, and calendar events. This data is not used to train the provider's models, and is retained only briefly, if at all, for abuse monitoring and service operation under the provider's API terms; we enable zero- or limited-retention settings where available
    • OpenAI, Inc. — AI model inference for reading and filing your mail and documents, marketing content, and creative writing, processed under the same terms as above
    • Google LLC — Gmail and Calendar integration (per your authorization)
    • Microsoft Corporation — Outlook mail and calendar integration (per your authorization)
    • Resend, Inc. (delivering through Amazon Web Services SES) — Transactional email: sign-in codes, support mail, and Huettl e-sign emails (signing links, receipts, and completed documents with their signing certificates)
    • Functional Software, Inc. (Sentry) — Error monitoring; when the app fails, technical details of the failing request may be sent, which can include a URL or account identifier
    • Tavily, Inc. — Web search for comparative market analysis research (property addresses and market queries are sent to retrieve public listing data)
    • Creatomate BV — Media rendering for marketing flyers and promotional videos (listing details and photos are sent for template-based rendering)
    • Jina AI GmbH — Web page content extraction when you paste URLs for the AI assistant to read
    • Vercel, Inc. — Hosting, infrastructure, and file storage (uploaded documents, documents sent for signature and their signed copies, signature images, photos, and videos are stored in private Vercel Blob storage)
    • Neon, Inc. — Database hosting
  • Workspace Members: If you belong to a shared workspace, other members of that workspace may see content you create within it, based on their role
  • Legal Compliance: When required by law, subpoena, court order, or to protect rights, safety, or property
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, subject to this Policy

All service providers are contractually required to protect your information and use it only for the purposes we authorize.

6. Data Storage and Security

  • Encryption: Data is encrypted in transit (TLS) and at rest
  • Isolation: Each workspace is logically isolated; we enforce strict access controls
  • Access: Only authorized personnel may access production systems, and only for legitimate business reasons
  • Retention: We retain your information for as long as your account is active and as needed to provide the Service. You can delete your account at any time in the app (Settings → Delete account), which permanently deletes your account and the workspaces you solely own, along with their data. If you own a workspace that other people also use, transfer its ownership or contact support before deleting. You can also email support@huettl.ai to request deletion. Some data may be retained where required by law. Electronic-signature records and executed documents (Section 2.5) are retained after account deletion so that they can be produced for the parties who signed
  • Breach Notification: In the event of a data breach affecting your personal information, we will notify affected users within 72 hours of discovery where feasible, and in any event in accordance with applicable law

No system is 100% secure. While we take reasonable measures to protect your information, we cannot guarantee absolute security.

7. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request that we correct inaccurate information
  • Deletion: Request that we delete your personal information
  • Export: Request a portable copy of Your Content
  • Opt-out: Unsubscribe from marketing communications at any time
  • Withdraw consent: Disconnect Google integrations or other consented features at any time

To exercise these rights, email support@huettl.ai. We will respond within 30 days. If your information was provided to us by one of our users (for example, because you are a contact or client of theirs), see Section 2.4 for how to make a request.

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell your personal information.

8. Cookies

We use cookies and similar technologies for:

  • Authentication: Session cookies to keep you logged in

We use Vercel Web Analytics for aggregated, anonymous usage analytics. This service is cookieless and does not track individual users across sites.

You can disable cookies in your browser, but doing so will prevent you from staying logged in.

9. Children's Privacy

The Service is not intended for anyone under 18. We do not knowingly collect information from children under 18. (We set this age at 18 to align with the age of contractual capacity under U.S. law.) If you believe a child has provided us with information, contact support@huettl.ai and we will delete it.

10. United States Only

The Service is operated from the United States and is intended for use by residents of the United States only. We do not currently offer the Service to users in the European Union, United Kingdom, or other international markets. If you access the Service from outside the United States, you do so at your own initiative and are responsible for compliance with local laws. Your information will be transferred to, stored, and processed in the United States.

11. Fair Housing and AI-Generated Content

The Service generates drafts of marketing content, emails, CMAs, and other materials using artificial intelligence. AI output can reflect biases present in training data. You are solely responsible for reviewing any AI-generated content before publishing or sending it to ensure compliance with the Fair Housing Act, the Equal Credit Opportunity Act, your state and local fair housing laws, and your MLS's and REALTOR® association's codes of conduct. AI-generated CMAs are not appraisals, and AI-generated content is not legal, financial, or professional advice.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or an in-app notice before the changes take effect. The "Last Updated" date at the top of this Policy reflects the most recent changes.

13. Contact Us

Questions, concerns, or requests regarding this Privacy Policy should be sent to:

Huettl AI, Inc. Email: support@huettl.ai Mailing address: PO Box 5142, Grand Forks, ND 58206 Website: https://huettl.ai

Huettl© 2026