Whose customer data is it, where is it, and how is it protected?

Whose data is it?

The conversations the assistant runs on your office's behalf, lead details, appointments and reports belong to you alone. This data is not shared with other offices, not sent to third-party ad networks and not used for model training; we secure this contractually with the service providers we work with. For the data of customers who write to your office, your office is the party that decides; Realtiq processes that data only to provide the service, on your office's behalf.

What data is processed?

For the assistant to work, the messages of people who write to your office number, their WhatsApp numbers and the criteria they share in the conversation (transaction type, area, rooms, budget) are processed, and your portfolio spreadsheet is read. The data processed for the forms and the Live Demo on our website, the purposes and retention periods are explained in detail in the Privacy Policy and the KVKK Disclosure Notice, together with the current list of providers we work with.

Where is it hosted?

Database and application servers are hosted in Türkiye or the EU region. For offices particular about data ownership, we consider dedicated hosting arrangements on request.

Who can access it?

All traffic travels over encrypted connections (TLS). Dashboard access is role-based: the administrator, office manager and agent roles work with separate permissions. The manager sees every lead in the office; an agent sees only the leads assigned to them. One office's data never appears in another office's dashboard.

Access to your portfolio spreadsheet

We access your portfolio spreadsheet during setup with read-only permission: we cannot write to it or edit it. You can revoke access at any time from Google Sheets' sharing screen, and syncing stops the moment you do. The setup steps are in setting up your portfolio sheet.

WhatsApp connection

The assistant currently connects to your office's business number through WhatsApp's linked-devices feature: your phone stays with you and you can end the connection at any time from WhatsApp → Settings → Linked Devices. Regardless of the connection method, your number can be restricted by WhatsApp; that risk almost always comes from bulk and unsolicited messaging. The assistant only replies to people who write to you and never sends anyone a first message on its own. Details in connecting your WhatsApp number.

Protection shield

Every incoming message passes through a protection shield before it reaches the assistant. Insults, flirting, messages designed to mislead the system (prompt injection) and media files such as images, video, audio and documents are blocked; bursts of messages in a very short time are caught too. Everything blocked is collected in the CRM Error Log: your lead list stays clean and any message blocked by mistake remains visible. How it works is explained in how the protection shield works.

The Live Demo runs in isolation

The Live Demo on realtiq.io runs in an environment separate from the real WhatsApp flow. Demo messages are never written to your real customer records; a monthly usage cap and bot protection keep it safe.

Deletion, export and leaving

Data collection, storage and deletion processes were designed around KVKK requirements. Deleting or exporting data at a customer's request is done with an audit trail. If you want to stop using Realtiq, you can leave at any time and your data is exported when you go. Send requests to realtiq@realtiq.io.

When choosing real-estate software

We collected the questions to ask before trusting any real-estate software with your customer data as a checklist in KVKK and customer data in real-estate software. For the full legal framework, see the KVKK Disclosure Notice, the Privacy Policy and the Terms of Use.