Privacy Policy
Privacy Policy.
This policy explains what Sunny Regards collects, why, and how we protect it. It is written for the brokerage teams that use our product and for the mailbox owners who connect a Gmail account to it.
Who we are
Sunny Regards is an AI-assisted transaction management platform for real estate brokerages, operated from Ottawa, Ontario, Canada. This policy applies to sunnyregards.com and to the Sunny Regards application.
We are the organization responsible for the personal information described here. Questions or requests about this policy go to [email protected].
What information we collect
Account data. Name, email address, phone number, role, and brokerage membership for people who sign in to Sunny Regards. Sign-in uses magic links or Google sign-in; we do not store passwords.
Brokerage and transaction data. Information your team enters or uploads to manage listings and deals: client and property details, documents, forms, tasks, notes, calendar entries, and messages sent through the platform.
Google user data. When a mailbox owner connects a Gmail account, we access the following through the Gmail API, with their consent:
- Email messages
- Messages in the connected mailbox: headers (sender, recipients, subject, date), the message body text, a sanitized copy of the HTML body, and attachment metadata (file names, types, and sizes).
- Mailbox settings
- The settings needed to sync correctly, such as labels and the address of the connected account.
- OAuth tokens
- The credentials Google issues so we can read the mailbox and send email on the team’s behalf.
We request two Gmail permissions: read messages and settings (gmail.readonly) and send email on the team’s behalf (gmail.send). We do not request permission to modify or delete messages, and this connection does not give us access to any other Google service.
Usage and technical data. Server logs, IP address, browser type, pages visited, and diagnostic events, used to keep the service secure and working.
How we use Google user data
A brokerage team connects a shared team mailbox to Sunny Regards. The mailbox owner grants consent through Google’s sign-in screen, one mailbox at a time. We use the resulting access for these purposes only:
- Sync messages from the connected mailbox into the team’s Sunny Regards workspace so authorized staff can review them alongside the transaction they relate to.
- Classify messages and link them to the right real estate transaction.
- Draft suggested replies for staff to review.
- Send an email from the team mailbox after a designated admin has explicitly approved it.
Sunny Regards' 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.
Google API Services User Data Policy
In plain terms: we do not sell Google user data, we do not use it for advertising, we do not use it to train general-purpose AI models, and no one at Sunny Regards reads it except as described under Storage and security below or with your permission.
AI processing and human review
To classify messages, link them to transactions, and draft replies, we send message content (subject, body text, sender and recipient details, and attachment metadata) to third-party model providers: OpenAI, and Anthropic where configured. These providers process the content under their API terms, which do not permit them to train models on it.
AI output is a suggestion, never an action. Authorized brokerage staff review everything the AI produces. Every outbound reply requires explicit approval by a designated admin before it is sent. A separate sending switch controls whether Sunny Regards can send from the mailbox at all, and it is off by default.
Storage, security, retention, and deletion
Storage. Synced messages, transaction data, and account data are stored in our Supabase Postgres database, hosted in AWS us-east-1. Uploaded files are stored in Cloudflare R2.
Security. Gmail refresh and access tokens are encrypted with AES-GCM using a key that exists only on our servers. Tokens are never sent to the browser, written to logs, or included in model prompts. Data moves over TLS. Inside Sunny Regards, a connected mailbox can only be read by brokerage users who have been explicitly granted access to it. Sunny Regards staff access customer data only for support or security work, and only with authorization.
Disconnecting a mailbox. A mailbox owner or brokerage admin can disconnect a mailbox at any time from within Sunny Regards. Disconnecting revokes our tokens with Google and deletes them from our database. You can also revoke access yourself from your Google Account under Security, then Third-party apps and services.
Deleting synced data. Send a request to [email protected] and we will delete the synced messages for that mailbox within 30 days. Backups roll off within a further 30 days.
Retention. We keep account and transaction data for as long as the brokerage account is active, and delete or anonymize it within a reasonable period after the account closes, except where the law requires us to keep it longer.
Your rights
Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), you can ask to access the personal information we hold about you, ask us to correct it, ask us to delete it, and withdraw your consent to its use, subject to legal or contractual limits. Write to [email protected] and we will respond within 30 days.
Quebec. If you live in Quebec, the Act respecting the protection of personal information in the private sector (Law 25) gives you additional rights, including the right to receive your data in a structured, commonly used format and the right to be told when a decision about you is made solely by automated means. Sunny Regards does not make automated decisions with legal or similarly significant effects; a person reviews every AI output.
You can also raise a complaint with the Office of the Privacy Commissioner of Canada or, in Quebec, with the Commission d’accès à l’information.
Children, changes, and contact
Children. Sunny Regards is a business tool for licensed real estate professionals and their staff. It is not directed at anyone under 18, and we do not knowingly collect personal information from minors.
Changes. We may update this policy. When we make material changes we update the date at the top of this page and, for changes that affect Google user data, notify connected mailbox owners by email.
Contact. Sunny Regards, Ottawa, Ontario, Canada. [email protected]