This policy explains how IfStatic Technologies Pvt Ltd ("IfStatic", "we", "us") handles personal data in EstateFlow, our call CRM for real-estate businesses, under India's Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and its rules.
1. Two kinds of data, two roles
- Account data: details about the agency and the people who use EstateFlow. We decide how this is used, so for it we are responsible as the data fiduciary.
- Customer data: the leads, contacts, call logs, notes and files an agency keeps in EstateFlow about its own clients. The agency decides how this is used and is the data fiduciary; we process it only on the agency's behalf and on its instructions. If you are an agency's client and want to ask about your data, please contact that agency first. We will help them answer you.
2. What we collect
When you sign up and use the dashboard
- Agency details: name, address, state, GSTIN and logo, if you add them.
- People's details: name, email, mobile number, role and password (stored only as a one-way hash).
- Billing records: plan, invoices and payment status. Card, UPI and bank details are collected and held by our payment partner, never by us.
- Technical data: IP address, browser and device type, and logs of sign-ins and errors, used to keep the service secure and working.
When you write to us from this website
The contact form sends what you type (your name, mobile number, and the email, agency, city, team size and message if you add them) to our team by email, so we can call, WhatsApp or email you back. We use it only to answer you, and we don't add you to any mailing list.
Measuring our ads
This website and the EstateFlow web app use the Meta Pixel, so we can tell which of our Facebook, Instagram and WhatsApp ads bring people to us. When you open a page, or tap the WhatsApp button on this website, your browser sends Meta the address of the page, your IP address, your browser details and a cookie that the pixel sets (named _fbp). If you are signed in to Facebook or Instagram, Meta may link the visit to your account and use it to measure and show ads, under Meta's own privacy policy.
In the web app we keep this narrow: only the first page you open in a visit is reported, Meta does not read what is on the screen, and the super-admin console never loads the pixel. The pixel never sees your leads, calls, listings or anything else you keep in EstateFlow. You can block it with your browser's tracking protection or an ad blocker, and choose how Meta uses it in your Facebook or Instagram ad settings.
From the Android app
The app needs phone and call permissions to do its job. With them it uses:
- Phone state: to know when a call starts and ends, so it can show the lead card during the call.
- Call log: the other party's number, whether the call was incoming, outgoing or missed, when it happened and how long it lasted. This is sent to your agency's EstateFlow account so the call appears on the right lead.
- Display over other apps: to show the lead card on top of the call screen.
The app never records calls or captures what is said, and it does not read your contacts, messages or other apps' data. Numbers an agent marks as personal are never shown or logged again.
Scanned visiting cards and documents
When you scan a visiting card or import a PDF or photo, the image is sent to OpenAI (or, if we move this to it, Google Cloud Vision) to read the names and contact details on it, and is kept with the lead or import so you can check it. Both process it under their cloud and API terms and do not use it to train their models.
Pasted property listings
When you paste a property listing or a picture of one on the Add property page, the text or image is sent to OpenAI to read its details into a draft for you to check. EstateFlow does not store the pasted text or image; we keep only a count of reads for your plan's limit. OpenAI processes it under its API terms and does not use it to train its models.
Shortlist links
When an agency sends you a shortlist link, the page shows your first name, what you said you're looking for, and the agent's contact details to anyone who has the link. It works for 30 days unless the agency extends or switches it off. It sets two small cookies, only to count visits and to remember which properties you marked as interesting.
3. Why we use it
- To provide EstateFlow: show lead cards, log calls, send reminders and run your dashboard.
- To bill you and issue invoices, and to meet our legal and tax obligations.
- To keep the service secure, prevent misuse and fix problems.
- To send you messages about your account, such as password resets, invoices and renewal reminders. We do not send marketing without your consent.
We do not sell personal data, and we never use the leads, calls or listings you keep in EstateFlow for advertising. The only data Meta receives is the page visit described under Measuring our ads.
4. Who we share it with
Only with service providers that help us run EstateFlow, under contracts that limit them to doing so:
- our hosting provider, which stores the service and its data on servers we manage;
- our payment partner, which processes subscription payments;
- OpenAI, which reads scanned cards and documents, and pasted property listings into drafts;
- Google Cloud Vision, if we move the reading of scanned cards and documents to it;
- our email provider, which delivers account and billing emails;
- Meta, which receives page visits from the Meta Pixel on this website and the web app (see Measuring our ads).
We may also disclose data when the law requires it, for example to comply with a court order.
5. How long we keep it
- Account and customer data: for as long as your account exists. If you close your account, we delete your data within 30 days, except where the law requires us to keep it.
- Invoices and billing records: for 8 years, as Indian tax law requires.
- Backups are overwritten on a rolling schedule, so deleted data leaves them within 35 days.
- Files uploaded for an import are deleted once the import is finished or discarded.
6. How we protect it
Data travels over encrypted connections (HTTPS). Passwords are stored as one-way hashes. Each agency's data is kept separate, and within an agency, roles control who can see and export what. Access to our servers is limited to the people who run them.
7. Your rights
You can ask us to tell you what personal data we hold about you, to correct or complete it, or to erase it, and you can withdraw consent you have given. Agency owners can export their leads from the dashboard at any time. To use these rights, email contact@ifstatic.com. We will reply within 30 days. If you are not satisfied, you can complain to the Data Protection Board of India.
8. Children
EstateFlow is a business tool and is not meant for anyone under 18. We do not knowingly collect children's data.
9. Grievance officer
Grievance Officer, IfStatic Technologies Pvt Ltd
Centurian Park, O2 Valley, Greater Noida West, Uttar Pradesh 201009, India
Email: contact@ifstatic.com
Phone: +91 84487 84942
We acknowledge complaints within 24 hours and aim to resolve them within 15 days.
10. Changes to this policy
If we make a significant change, we will tell you by email or in the dashboard before it takes effect. The date at the top shows when this version of the policy took effect.