This policy applies to all information collected or submitted through dotloop’s websites, including dotloop.com. We collect personal information directly from you during the account creation process and when you upload, create, sign, and complete documents using dotloop. This may include the information contained within your transaction documents. We often also collect information about you from someone else on your behalf, such as your real estate agent, brokerage, or local MLS. We collect this information to complete your transactions, communicate with you about your transactions, to improve and expand our services, and for internal purposes, such as gaining insight into the broader real estate market.
If you have a paid account with us, you are an “Account Owner,” and we’ll ask you to provide payment information to maintain your account. When we do so, those parts of our website use framing technology that preserves the look and feel of our website but allows your payment data (such as a credit card number) to be sent securely and directly to our payment processor instead of to dotloop. We do not collect or store any of your payment card data.
We may collect non-personally identifiable information such as occupation, language, ZIP code, area code, unique device identifier, location, and the time zone where dotloop.com is used so that we can understand user behavior and improve our website to better suit our users. For example, we may tell an advertiser that X number of individuals visited a certain area on our website, or that Y number of men and Z number of women filled out our registration form, but we do not share personally-identifiable information in this way.
Like most websites, we gather certain information automatically. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (like HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data. We use this information to analyze trends in the aggregate and administer and improve our sites.
We use the information you provide when processing or completing a transaction on dotloop to provide our services. Dotloop and its affiliates may also use the information collected from you to provide you with additional information about services, partners, promotions, and events you may be interested in. Every marketing email from dotloop or its affiliates contains instructions on how to opt out of receiving further marketing emails. While we do not sell your personal information to third parties, we may share your information with third parties who offer services that we think you’ll be interested in (“Third Party Sharing”).
We also use the information you provide about someone else for communications required during the transaction process; for example, if you’re an agent, we’ll use your client’s email address to let them know they need to sign a document. If you provide personal information about your client(s) to us in order to complete a transaction, you represent and warrant that you have obtained their consent to do so. We may share that information with outside parties to complete a transaction for Third Party Sharing.
If you want to opt out of such Third Party Sharing, please email us with your request at email@example.com. We use return email addresses to answer the email we receive.
We may share information provided to us on or after January 1, 2016 with Zillow Group and its subsidiaries (“Affiliate Sharing”). We or these affiliates may use the information we collect for our internal purposes, for example, to understand and gain insight into trends in the real estate market and to improve our home valuation models. These insights are applied at an aggregate level; neither we nor our affiliates will use data from individual transactions or properties to obtain leverage regarding specific transactions or inform decisions about individual properties. If you have registered for a user account (a “Registered User”), you can opt out of Affiliate Sharing by emailing us at firstname.lastname@example.org. As a Registered User, you control the sharing permissions applicable to your view of your loop(s); other participants in the same loop(s) may make different choices regarding whether to share their loop views, which may contain similar or duplicative information. If you opt out of Affiliate Sharing prior to the Effective Date of this policy, none of your information will be shared with our affiliates; if you opt out after the Effective Date, your choice will be effective only for information you provide after you opt out.
We also provide a number of third-party integrations, such as with Customer Relationship Management (CRM) systems, back-office software, and other tools that enhance and improve our customers’ businesses. When those users enable those integrations, data from dotloop may be shared with those systems. We’re not responsible for those tools or how they’re used; they’re governed by their own policies, which you should review or ask your real estate professional about.
We may provide your personal information to our service providers. These companies provide services to help us with our business activities such as improving system performance or offering customer service. These companies are authorized to use your personal information only in order to provide these services to us.
If we enter into a business transaction, such as a merger with or an acquisition by another company, or a sale of some or all of our assets, your personal information may be among the assets that are transferred or disclosed as part of such a transaction. If this happens, we’ll let you know by email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
We also disclose information where we are required to do so by law, such as to comply with a subpoena or similar legal process; when we believe in good faith that disclosure is necessary to protect the rights, privacy, safety or property of dotloop, Zillow Group, or any other person or entity; to prevent and combat fraud; or where the information is already public. Where we are required to disclose your information pursuant to legal process, we will attempt to let you know before disclosure unless we are prohibited from doing so by law.
Finally, we never use or share the personal information provided to us online except as described in this policy without also providing you an opportunity to opt out or otherwise prohibit such unrelated uses.
To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place physical, electronic, and managerial procedures to help safeguard and secure the information we collect online. When you enter sensitive information (such as a credit card number) on our order forms, we encrypt the transmission of that information using secure socket layer technology (SSL). You should note, though, that the internet is not a 100% secure environment. We can’t guarantee that information you provide or that we maintain may not be accessed, copied, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards. If you have any questions about security on our website, you can contact us at email@example.com.
If you are a Registered User, you can retrieve, correct, or update your information by accessing your account on dotloop.com or by contacting us at the contact information listed below. We will usually respond to your request within 45 days; if for any reason we need more time, we’ll let you know. If you are a client of an Account Owner or Registered User, you can obtain the information related to your transaction from that Owner or User. We do not provide data contained in dotloop to non-account holders without a subpoena. With regard to data shared with our affiliates, you can exercise your rights under the California Consumer Privacy Act or similar laws by submitting a request here.
If you want to obtain data from a dotloop account (including activity logs and contents of documents) and you are not the Account Owner, you must either obtain the consent of the account holder or provide us with a properly-served subpoena or court order as required by law. You can find information about serving a subpoena here.
We’ll keep your information for as long as your account is active or as needed to provide you services, or as long as we’re required to by law. We’ll use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
We do our best to ensure that your personal information is as accurate as necessary and generally retain personal information as long we need it to fulfill the purposes for which it was collected.
We operate in the United States. Any information provided through dotloop.com will be processed and stored in the United States, where privacy laws may offer different levels of protection from those in other countries. As we mentioned, your personal information may be subject to access by and disclosure to law enforcement agencies in the United States.
In most cases and subject to legal or contractual restrictions, you are free to withdraw your consent and discontinue using our services at any time upon reasonable, advance notice.
Our website may contain links to other websites. We’re not responsible for the content or privacy practices employed by other sites. You should review the privacy policies of these websites before disclosing any personal information to or through them.
We may display personal testimonials of satisfied customers on our site in addition to other endorsements. With your consent we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at firstname.lastname@example.org.
If you choose to use our referral service to tell a friend or colleague about our site or share a document, we’ll ask you for that person’s name and email address. We’ll automatically send email inviting them to visit the site or register. We use this information only to send email and to track the success of our referral program.
Your friend or contact may email us at email@example.com to request that we delete this information.
In this section, we’ve provided some legally required disclosures under state privacy laws. There shouldn’t be anything surprising in this section; we’ve tried to explain our privacy practices in plain English throughout the rest of the policy.
Under the California Consumer Privacy Act or CCPA, California residents have certain rights regarding their data, including:
|Category and sources of Information||How we use it||Types of individuals affected||How we share it|
|Identifiers: We collect this information from our users. We also generate identifiers internally.||To enable use of our sites, services, and products, to communicate with you, to understand how our users interact with our sites, and to improve our offerings||People who access our sites or mobile applications||We share this data with our service providers, affiliates, and with business partners or others to whom you instruct us to send this information|
|Personal information under California Civil Code section 1798.80: We collect this information from our users||To enable use of our sites, services, and products, to communicate with you, to understand how our users interact with our sites, and to improve our offerings||Account Owners, Registered Users, and loop participants||We share this data with our service providers, affiliates, and with business partners or others to whom you instruct us to send this information|
|Protected classifications||We don’t collect this data||None||None|
|Commercial information: We collect this information from our customers, and generate it internally during transactions with our customers||To transact with you if you use our services or products, and to enable your real estate transactions||Account Owners, Registered Users, and loop participants||We share this data with our service providers, affiliates, and with business partners or others to whom you instruct us to send this information|
|Biometric information||We don’t collect this data||None||None|
|Electronic network activity information: We collect this information from our users and customers||To enable use of our sites, services, and products, to communicate with you, to understand how our users interact with our sites, and to improve our offerings||People who access our sites or mobile applications|
|Geolocation data: We collect this information from our users and customers||To enable use of our sites, services, and products, to understand how our users interact with our sites, and to improve our offerings||People who access our sites or mobile applications and allow us to collect their location data||We share this data with our service providers.|
|Audio, electronic, visual, thermal, olfactory, or similar information: We collect this information from our users and customers||To identify you and to provide customer support or other services||People who call us||We share this data with our service providers|
|Professional or employment-related information: We collect this information from our customers and business partners||To enable use of our sites, services, and products, and to enable you to complete your real estate transactions||Account Owners, Registered Users, and loop participants|
|Education information||We don’t collect this information||None||None|
|Inferences: We generate these internally||To understand how our users interact with our sites, to develop and offer more relevant and useful services and products, and to improve the products and services we offer||Account Owners, Registered Users, and loop participants||We don’t share|
Should you have other questions or concerns about this Policy, please email us at firstname.lastname@example.org. You may also write to us at:
700 West Pete Rose Way
Cincinnati, OH 45203
Last updated: July 17, 2020
You can access earlier versions of this policy here: March 15, 2018