Nextora Privacy Policy

This Privacy Policy explains how Nextora (“Nextora”, “we”, “our”, or “us”) collects, uses, stores, and shares information when you use our transaction and document operations platform, including email, integrations, document storage, and AI-assisted document review.

1. Information We Collect

We may collect the following categories of data:

• Account and profile information (name, email, company, role).
• Client and transaction data (contact details, property information, dates, notes, participants, and deadlines).
• Transaction documents and their contents, which may include signatures, financial details, and settlement information.
• Email data (sender and recipient details, message content, delivery events, and attachments).
• Broker-review and audit data (decisions, corrections, document versions, access events, and timestamps).
• Integration data, including authorization tokens and records received from services you connect.
• Usage, security, and diagnostic data (feature usage, logs, device/browser information, errors, and timestamps).
• Billing and subscription data (processed by payment providers, where applicable).

2. How We Use Information

• Provide, operate, and improve the Nextora platform.
• Organize transaction files, preserve document versions, route broker reviews, and maintain audit history.
• Provide AI-assisted classification, extraction, and pre-review for enabled features.
• After you connect Gmail and accept this policy, the Today workspace may automatically scan recent inbox messages for confirmed appointments, explicit to-dos, and transaction documents so it can keep your schedule and transaction intake current. Nextora does not reply to, delete, or modify those messages.
• For connected Gmail accounts, automatically search recent incoming messages for likely builder promotions, extract offer summaries and terms, and suggest matches to MLS listings. We do not automatically send those offers to clients.
• Send operational notices, security alerts, and service updates.
• Support customer service and troubleshooting.
• Comply with legal obligations and enforce our Terms.

3. Brokerage Data and Instructions

A brokerage or other business customer determines what client and transaction data is added to Nextora and who may access it. Nextora processes that data to provide the service and follow the customer's authorized instructions. Individuals whose information was supplied by a brokerage should generally direct record-access or correction requests to that brokerage first.

4. Data Sharing

We do not sell personal information. We do not share your information with third parties for marketing purposes. Authorized members of your brokerage workspace may see shared records and extracted business information that are relevant to their work. Sanitized builder-incentive summaries and terms may also be made available to other authorized Nextora users; source-message contents, mailbox links, and sender metadata are not included in that shared catalog. We may share data with trusted service providers that help us run the platform (for example, hosting and backups, email delivery, payments, connected integrations, AI processing, monitoring, and support), subject to contractual restrictions appropriate to the services they provide. We may also disclose information when required by law, to protect the platform or its users, or as part of a business transaction subject to appropriate safeguards.

5. Data Retention

Transaction files, document versions, and related audit history are designed to remain available for the brokerage's required recordkeeping period. Nextora currently applies a seven-year retention period after a transaction is filed or cancelled, unless a longer period, legal hold, investigation, or customer instruction applies. Closing an account does not require us to erase records that a brokerage must retain. Other data is retained only as long as reasonably needed for the service, security, disputes, and legal obligations.

6. AI Processing

When an authorized user enables or uses an AI feature, relevant document content and transaction context may be sent to an AI service provider to generate classification, extraction, or review assistance. AI findings are supporting information only; they do not approve a file or replace a broker's judgment.

For connected Gmail accounts, Gmail search first narrows recent incoming messages to likely builder promotions. Relevant candidate message content may then be sent to our AI service provider to identify possible offers. Nextora stores extracted summaries, conditions, matching details, and scan markers—not the full Gmail message body. Extracted incentive terms may be shown to other authorized Nextora users; private mailbox links, sender details, and source-message metadata are not included in that shared view.

The Today workspace may send bounded portions of relevant recent Gmail messages to our AI service provider to identify confirmed appointments and explicit work. Nextora stores resulting task metadata, source references, and scan markers rather than full Gmail message bodies. Transaction-document attachments may be processed and stored when they are routed into an authorized transaction workflow.

7. Security

We use technical and organizational safeguards that include access controls, encryption for sensitive stored values, private document storage, replicated backups, immutable document history, and security logging. No method of transmission or storage is completely secure, so absolute security cannot be guaranteed. We maintain procedures to investigate and respond to suspected security incidents.

8. Your Choices

• You may update account information inside your account settings.
• You may request access, correction, export, or deletion, subject to identity verification and recordkeeping obligations.
• You can disconnect optional integrations from account settings. Disconnecting Gmail stops future builder-incentive scans.
• You can stop automatic Gmail planning by disconnecting Gmail. Disconnecting Gmail removes Nextora's locally stored Gmail credentials.
• You may request deletion of extracted builder-incentive records, subject to security and legal retention requirements.
• You may opt out of non-essential emails where available.

9. Children

Nextora is a business service and is not intended for children under 13.

10. Changes to This Policy

We may update this policy from time to time. When we do, we will revise the effective date and post the updated version on this page.

11. Contact

For privacy questions, contact us at privacy [at] usenextora [dot] com.

You accept this Privacy Policy when creating an account. Existing account holders may be asked to accept an updated version once before using a newly disclosed data feature. By using Nextora, you acknowledge this Privacy Policy and our Terms of Service.