Realty Backdesk

Privacy Policy

Last updated: October 13, 2026

Realty Backdesk (“Backdesk,” “we,” “us”) is a service operated by KeyPunch Labs LLC, an Ohio limited liability company. This policy explains what information we collect, how we use and protect it, and how long we keep it. It applies to our website, realtybackdesk.com, and to the Realty Backdesk service we provide to real estate agents (“clients”).

Information we collect

Website visitors

Our website doesn't use cookies, analytics or advertising trackers. Our hosting provider processes standard technical information such as IP addresses to deliver the site and protect it from abuse. If you email us, we receive the information you choose to send.

Clients

  • Contact and account details you give us, such as your name, email address and brokerage.
  • Mailbox data you provide so we can deliver the service: either a mailbox export you upload (for example, from Google Takeout), or, where you authorize it, read-only access to your email account through Google or Microsoft. Mailbox data includes message headers (senders, recipients, dates, subjects) and message text. We don't open, download or follow attachments, images or links contained in your email.
  • Information we derive from your mailbox data to deliver the service: lists of dormant contacts, contact profiles and draft emails.

People in a client's mailbox

A client's mailbox contains information about the people they have corresponded with. We process that information only on the client's behalf, only to deliver the service to that client, and we never contact those people ourselves.

How we use information

We use mailbox data only to provide the service the client has asked for: identifying dormant contacts, building their profiles, drafting follow-up emails, and delivering the resulting report. We use contact details to communicate with clients about the service. We don't sell personal information, and we don't use it for advertising.

AI processing

We use AI models through Amazon Bedrock, running in US AWS regions, to analyze mailbox content and draft emails. The models receive only the content needed for the task. Mailbox data is never used to train AI or machine-learning models, whether ours or anyone else's. Every fact in a profile is checked against the email it cites before it is shown to the client.

Google user data

Realty Backdesk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, for data we receive from Google APIs (such as Gmail):

  • We use it only to provide and improve the user-facing features of Realty Backdesk described above.
  • We don't transfer it to others except as necessary to provide the service, to comply with applicable law, or as part of a merger or acquisition with notice to you.
  • We don't use it for advertising, and we don't sell it.
  • No person reads it unless the client has given affirmative consent for specific messages, it is necessary for security purposes such as investigating abuse, or it is required to comply with applicable law.
  • We don't use it to develop, improve or train generalized AI or machine-learning models.

Who we share information with

We use Amazon Web Services (including Amazon Bedrock) to host and process data in the United States, and Google Workspace for our own business email. These providers process data on our behalf under their contractual terms. We may disclose information if required by law. We don't share mailbox data with anyone else.

Retention and deletion

We delete mailbox data, and everything derived from it, including profiles and drafts, at the end of the client's engagement or within 30 days of the client's request, whichever comes first. When a client has connected an email account, we revoke our access when the engagement ends. We keep basic business records, such as contact details and invoices, as long as needed for legal and accounting purposes.

Security

Data is encrypted in transit and at rest. Access to systems holding client data is restricted and protected by multi-factor authentication. Credentials for connected email accounts are stored encrypted and are never shown to anyone, including the client's own browser.

Your choices

  • Clients can ask us at any time to delete their data or end their engagement.
  • If you connected a Google account, you can also revoke our access at any time at myaccount.google.com/permissions.
  • Anyone can ask what information we hold about them, or ask us to correct or delete it, by contacting us.

Children

Realty Backdesk is a business service and isn't directed to anyone under 18.

Changes to this policy

If we change this policy, we'll update the date above. For material changes, we'll notify clients before the change takes effect.

Contact

Questions or requests: zack@realtybackdesk.com.