Privacy Policy

TC Pilot is operated by HousePilot Inc. (“we,” “us,” “our”). This policy explains what information we collect when you use https://tcpilot.com, the client dashboard, or interact with us by phone, SMS, or email, and what we do with it.

1. Who we are

TC Pilot, a division of HousePilot Inc.
2315 S Bascom Ave
Campbell, CA 95008
CA DRE #02437570
Email: privacy@tcpilot.com

2. What we collect

• Account information: your email address, name, brokerage, DRE license number, and, if you give us one, your mobile phone number. We use email-based sign-in codes rather than passwords, so we never store a password for your account.
• Transaction information: property addresses, contract terms and dates, and the contact details of escrow officers, title officers, lenders, and cooperating agents.
• Documents you send us: anything uploaded to the dashboard or emailed to keyli@tcpilot.com, including contracts and disclosures that contain personal information belonging to your clients.
• Communications: the content of emails, SMS messages, and calls with us, including call recordings or transcripts where we tell you a call is being recorded.
• Usage data: basic, anonymised analytics about which pages are visited (page URL, referrer, browser type). We do not use third-party advertising trackers.

3. How we use it

• To coordinate your transactions: building timelines, preparing and routing documents, and communicating with the parties to your deal.
• To keep your brokerage file complete and compliant in your brokerage's designated system.
• To send you transaction status updates, deadline reminders, and requests for missing items.
• To operate your account, including sign-in codes and service notices.
• To bill for the service and keep the records that law and your brokerage's retention policy require.

We do not sell your information, and we do not sell or share your clients' information.

4. SMS & messaging consent

We send SMS only to people who have consented, either by ticking the SMS consent box when providing a mobile number on this site or in the dashboard, or by texting us first. On this site, that box is in the “Want to receive text updates?” dialog, which opens from the link in the footer of every page. The box is unticked by default, and leaving it unticked does not prevent you from submitting the form or using the service. Messages are transactional and relate to your account or a transaction you have opened with us, for example:

• Transaction status updates on files you have opened with us.
• Reminders ahead of contractual deadlines and contingency dates.
• Requests for missing documents, signatures or information needed to complete your file.
• Replies to questions you have texted us about a transaction.
• Notices about your account, such as sign-in codes.

Message frequency varies based on the number of transactions you have open with us and their activity. You can opt out at any time by replying STOP to any message. Reply HELP for help. Message and data rates may apply. Opting out of SMS does not affect email or phone, and does not affect our work on your files.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell, rent, or trade your phone number, your SMS opt-in status, or the content of your SMS conversations. SMS opt-in and consent data will not be shared with any third party. Phone numbers and SMS data are used only to deliver the messages you consented to.

5. Who we share information with

Only the parties a transaction actually requires, and only what it requires:

• Transaction parties: escrow and title companies, lenders, cooperating agents, and other participants named in your contract.
• Your brokerage: including its designated transaction-management and compliance system (such as SkySlope).
• Service providers: our hosting provider, our email provider, our e-signature provider, and the messaging carrier (such as Twilio) that delivers our texts and calls. Each is bound by its own privacy and security obligations and may use the data only to provide its service to us, never for its own marketing.
• Legal requirements: where required by law or subpoena, or to establish or defend a legal claim.

As stated above, SMS opt-in and consent data is excluded from all sharing, except delivery by the messaging carrier strictly to send the messages you requested.

6. Your clients' information

Real estate documents contain sensitive personal information belonging to people who are not our customers. We treat it as confidential, use it only to coordinate the transaction it belongs to, never use it for marketing, and never contact your clients for any purpose other than that transaction.

7. How long we keep it

Transaction records are retained for the period California law and your brokerage's record-retention policy require, generally at least three years from closing. Account information is kept while your account is open, plus a reasonable period afterwards for legal, accounting, and security purposes.

8. Security

We use commercially reasonable safeguards: encrypted connections, authenticated access, and access limited to the coordinators working your files. No system is perfectly secure, and we won't claim otherwise. If we ever discover a breach affecting your information, we'll tell you.

9. Your rights

You can ask us at any time to:

• See what information we hold about you.
• Correct anything inaccurate.
• Delete your information, subject to the retention obligations above.
• Stop sending you messages on any channel.

Email privacy@tcpilot.com with the request. California residents have additional rights under the CCPA/CPRA, and those apply. We do not sell personal information or share it for cross-context behavioural advertising.

10. Children

TC Pilot is a business service and is not directed to children under 13. We do not knowingly collect information from anyone under 13.

11. Changes to this policy

We may update this policy from time to time. Material changes will be posted here with a new date above and, where appropriate, sent to you by email.

12. Contact

Questions, requests, or complaints: privacy@tcpilot.com, or hello@tcpilot.com. By post: 2315 S Bascom Ave, Campbell, CA 95008.