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Privacy Policy

How Tanero collects, uses, protects, shares, retains, and deletes personal information and connected-account data.

Effective October 12, 2026
Version 2026-10-12
This document is part of Tanero's legal framework. Read it carefully and contact us before using the service if anything is unclear.

1. Scope

This Privacy Policy explains how Tanero collects, uses, stores, discloses, and protects personal information through the Tanero websites, applications, ORBIT, connected integrations, communications features, and support services.

2. Information We Collect

We may collect:

  • account and profile information, including name, email, telephone number, brokerage, role, billing details, authentication data, and settings;
  • CRM and client information, including contacts, leads, notes, lifecycle status, preferences, tasks, transactions, and documents;
  • connected email data, including message content, attachments, participants, headers, timestamps, labels, and metadata;
  • calendar data, including events, attendees, descriptions, availability, meeting links, and scheduling information;
  • website and form submissions, chats, inquiries, referral data, and lead-source information;
  • telephone, SMS, voicemail, call-status, recording, and transcription data where enabled and lawful;
  • instructions, prompts, automation settings, AI outputs, summaries, classifications, and workflow history;
  • usage, security, device, browser, IP address, logs, diagnostics, cookies, and analytics data;
  • subscription, payment status, invoices, taxes, and usage-based billing information. Payment card details are generally processed by the payment provider rather than stored directly by Tanero.

3. How We Use Information

We use information to:

  • create and administer accounts;
  • synchronize connected services;
  • classify communications and maintain client context;
  • generate drafts, summaries, recommendations, and actions;
  • send communications and perform user-enabled automation;
  • schedule, reschedule, and cancel appointments;
  • update CRM records, tasks, stages, and workflows;
  • provide websites, forms, support, billing, and security;
  • detect abuse, fraud, errors, and security incidents;
  • comply with law and enforce agreements;
  • improve user-facing Tanero features in a manner consistent with this Policy.

4. Connected Google and Microsoft Accounts

When you connect Google or Microsoft services, Tanero accesses only the permissions you authorize and uses the information to provide the connected features you enable. You may revoke access through Tanero or your Google or Microsoft account settings. Revocation may stop dependent features. Tanero’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Tanero does not sell Google user data, use it for advertising, use it to determine creditworthiness, or use it to train or improve a general-purpose model. Google Workspace user data is used only to provide or improve user-facing features for the applicable user.

5. Facebook and Instagram Ads (Meta)

Tanero has an optional Ads feature for Facebook and Instagram. A realtor turns it on by giving Tanero partner access to the realtor's own Meta ad account and Facebook Page in the realtor's Meta Business Settings (Tanero's business ID is 2069625227022873). There is no Facebook login: Tanero never receives the realtor's Facebook password, personal profile, friends list, or private messages. What Tanero accesses through Meta's Marketing API, and only for the assets the realtor shared:

  • ad account details: account ID and name, status, currency, time zone, spending limit, and amount spent;
  • the shared Facebook Page (and Instagram account, if shared): ID and name;
  • campaigns, ad sets, ads, creatives, targeting settings, budgets, schedules, and Meta's review status for them;
  • performance results reported by Meta (insights), such as spend, reach, impressions, clicks, and leads;
  • Lead Ads forms on the shared Page and the leads people submit through them: the details the person typed into the form (for example name, email, phone number, and answers to the form's questions), plus which campaign, ad, and form the lead came from. Tanero does not see or store the payment method in the realtor's Meta account. Ad spend is billed by Meta directly to the realtor. Why Tanero uses it:
  • to show the realtor their campaigns and Meta's reported results inside Tanero;
  • to prepare campaign drafts and to create or change campaigns in the realtor's ad account only after the realtor approves the plan in Tanero;
  • to deliver Lead Ads leads into the realtor's CRM, notify the realtor, and let ORBIT follow up as the realtor has set it up. Every campaign created through Tanero uses Meta's Special Ad Category for housing. Tanero does not target ads by age, gender, or postal code. Storage and retention. Tanero stores the connection (the shared ad account and Page IDs, the owning business name, and its status), campaign drafts and the IDs of the Meta objects Tanero created, and a record linking each lead to the campaign, ad, and form it came from. A lead's contact details are stored as a lead in the realtor's CRM and follow the CRM retention in Section 14. Performance numbers are read from Meta when needed and cached only briefly. Lead deliveries that do not belong to a connected realtor are discarded without being delivered to anyone. All of this is erased with the realtor's workspace, as described in Section 14. No sale, no other use. Tanero does not sell data received from Meta, does not share one realtor's Meta data with another realtor, does not use it to advertise anything other than the realtor's own campaigns, and does not use it to train general-purpose models. Data from Meta is also subject to Meta's own terms and privacy policy. How to revoke access. A realtor can stop access at any time by (1) choosing Disconnect on the Ads connection page in Tanero and (2) removing Tanero as a partner in Meta Business Settings → Partners. After that, Tanero stops reading and managing the ad account and Page. Campaigns already running in Meta keep running under the realtor's control in Meta Ads Manager. Data Tanero already stored stays until it is deleted; to ask for deletion, use the data deletion page. A person who submitted a realtor's Facebook or Instagram lead form can ask the realtor, or Tanero through the data deletion page, to delete their details.

6. Human Access to Connected Data

Tanero personnel and contractors may access message content or other connected data only:

  • with the user’s documented consent for specific support;
  • where necessary to investigate security, fraud, abuse, or a service incident;
  • where required by law;
  • or in aggregated and de-identified form for lawful internal operations. Access is limited according to role and business need and should be logged where technically supported.

7. Specialized Processing

Tanero may use carefully selected processing services to provide user-facing automation, language, classification, communication, security, and support functions. Only information reasonably necessary for an enabled feature is processed for that purpose. Tanero does not authorize connected Google data or other User Data to be used to train general-purpose public models. Tanero is not required to disclose proprietary architecture, internal routing, implementation details, configurations, or trade secrets except where disclosure is required by law or a binding platform policy.

8. Service Providers (Subprocessors)

Tanero uses the following companies to run the service. Each receives only the information needed for its role and is bound by contract, platform terms, or law to protect it.

  • Hosting and infrastructure: Cloudflare (website, application edge, databases and file storage), DigitalOcean (Tanero application servers), and Amazon Web Services in Canada (the dedicated servers that run each customer's ORBIT).
  • Telephone and SMS: Twilio (phone numbers, voice calls, call recordings, and text messages).
  • WhatsApp: Meta Platforms (WhatsApp Cloud API), where WhatsApp is enabled.
  • Facebook and Instagram Ads: Meta Platforms (Marketing API and Lead Ads), where a realtor connects the Ads feature.
  • AI and language processing: Google (Vertex AI, including speech recognition and speech output) and other AI model providers that we select to power ORBIT.
  • Connected accounts: Google and Microsoft, for the email and calendar accounts you choose to connect, and the integration services we use to connect them.
  • Payments: Stripe, our payment processor.
  • Email, support, and analytics: providers that deliver Tanero's own service email, support requests, and website analytics. We update this list when providers change. Ask [email protected] for the current list. Information may be processed in Canada, the United States, or other countries where Tanero or its providers operate, and may therefore be accessible to courts, law enforcement, or authorities in those places. Tanero remains responsible for personal information under its control and uses contractual or other appropriate measures to require a comparable level of protection.

9. Calls, Recording, and Transcription

ORBIT can answer and place calls through a dedicated Tanero phone number assigned to your workspace. ORBIT is an AI assistant acting for the realtor, and it confirms that it is an AI if a caller asks. Calls may be recorded and transcribed. Recordings are made and transcribed so that you can review them, ORBIT can summarize them and follow up, and the conversation is kept in your records. Recordings, transcripts, and summaries are stored in your workspace and are visible to you and to people you authorize. They are kept until you delete them or the workspace is erased as described below. A caller who does not want to be recorded can say so, hang up, and contact the realtor another way. Realtors are responsible for any local notice or consent rules that apply to recording.

10. SMS and WhatsApp Messages

ORBIT can send and receive text messages through your Tanero phone number. Each workspace includes 500 SMS per month. Recipients can reply STOP to opt out. Replies to STOP are honoured immediately, and HELP requests are handled by our messaging provider. Where WhatsApp is enabled, messages travel through the Meta WhatsApp Cloud API and are also subject to Meta's own terms and privacy practices. Message content and delivery status are stored in your workspace. See the Messaging and Calls Policy.

11. AI Processing

ORBIT uses AI models to understand requests, transcribe and speak in more than 100 languages, draft messages, summarize records, and take the actions you enable. Only the information reasonably needed for a task is sent to these providers. Tanero does not allow your data or your clients' data to be used to train general-purpose public models. Tanero is not required to disclose proprietary architecture, routing, configurations, or trade secrets except where required by law or a binding platform policy.

12. When We Disclose Information

We may disclose information:

  • to service providers supporting Tanero;
  • at your direction or with your consent;
  • to protect users, Tanero, or others from security, fraud, abuse, or legal harm;
  • to comply with law, court orders, or lawful government requests;
  • in connection with financing, reorganization, merger, acquisition, or sale of assets, subject to confidentiality and applicable law. We do not sell personal information or connected account content to data brokers or advertisers.

Depending on the context and jurisdiction, Tanero processes information with consent, to perform a contract, for legitimate business purposes, or to comply with legal obligations. Where consent is required, it may be withdrawn, subject to legal and contractual restrictions and reasonable notice.

14. Retention and Deletion

We keep information only as long as needed for the purposes described, contractual obligations, security, billing, dispute resolution, tax, fraud prevention, and legal requirements.

  • While you subscribe: your workspace data, including CRM records, messages, call recordings, and transcripts, is kept until you delete it.
  • After cancellation: you keep access until the end of your paid period. Your data is erased 30 days after that, and we email you 7 days before the erasure. If you subscribe again before then, the erasure is cancelled.
  • After a failed payment: the service runs normally for a 7-day grace period. If payment is still missing, the workspace is suspended, with the server stopped and your data kept. Paying restores the workspace. If the suspension lasts 30 days, your Tanero phone number is released.
  • Backups: residual backup copies are removed within 90 days after erasure, unless longer retention is required by law, security, fraud prevention, billing, or dispute resolution. You can ask us to delete your data, or the details of a person in a realtor's CRM, at any time using the data deletion page. Revoking an integration stops future access after revocation is processed but does not automatically delete information previously synchronized into Tanero.

15. Security

Tanero uses administrative, technical, and organizational safeguards appropriate to the sensitivity of the information, which may include encryption in transit, access controls, authentication, logging, backups, vendor controls, and incident response processes. No system is completely secure, and Tanero cannot guarantee absolute security.

16. Privacy Incidents

Tanero will investigate suspected privacy or security incidents and provide notifications where required by applicable law. We may preserve relevant records and cooperate with regulators, users, providers, and authorities as appropriate.

17. Your Rights

Subject to law and identity verification, you may request access to, correction of, deletion of, or export of personal information, withdraw consent, object to certain processing, or complain about our privacy practices. Some information may be retained or withheld where permitted or required by law, including security, privilege, fraud-prevention, tax, billing, and dispute records.

18. Communications Preferences

You may unsubscribe from Tanero marketing communications using the provided mechanism. Service, billing, security, and legal communications may still be sent while relevant to your account. Requests from a user’s clients not to be contacted must be managed by the user through Tanero’s available suppression and workflow controls.

19. Cookies and Analytics

Tanero may use essential, functional, security, preference, and analytics technologies as described in the Cookie Policy. Where required, non-essential cookies will be controlled through consent choices.

20. Children

Tanero is intended for business users and is not directed to children. Do not submit children’s personal information unless lawful, necessary, and appropriately authorized.

21. Changes

Tanero may revise this Policy to reflect changes in the platform, information practices, law, security requirements, product capabilities, or business operations. The updated Policy will state its effective date. Material changes will be communicated through reasonable notice where practicable or required by law, and renewed consent will be requested where required before information is used for a materially new purpose.

22. Privacy Contact

Privacy contact: Tanero Privacy Officer Email: [email protected] Address: Available upon verified legal request; contact [email protected]. Effective date: October 12, 2026

Questions about this document?[email protected]