A home search can involve personal details: the places you travel to, the features you need, and the priorities that shape your next move. This policy explains how information is handled through MatchHomes, who is involved, and how to contact us about your privacy.
1. Who we are and what this policy covers
MatchHomes is operated by [LEGAL ENTITY NAME] at [REGISTERED ADDRESS], [COUNTRY] ("MatchHomes," "we," "us," or "our"). Our privacy contact is [PRIVACY EMAIL].
This policy covers [WEBSITE DOMAIN] and the MatchHomes features that link to it, including professional accounts, client profiles, matching, AI assistance, Home Collections, and related support and communications.
Your agent or brokerage may provide a separate privacy notice for its activities. External websites and services have their own notices.
[ADD DATA PROTECTION OFFICER OR REQUIRED REPRESENTATIVE DETAILS IF APPLICABLE.]
2. MatchHomes and your agent have different roles
For activities where we decide why and how information is used, such as our own website inquiries and account administration, MatchHomes acts as a controller or the equivalent business under applicable law.
When your agent or brokerage uses MatchHomes to manage client information on its behalf, that organization generally determines the purposes of that activity. Where we handle information only on its documented instructions, we act as a processor or service provider under the relevant agreement.
These roles depend on the actual activity. A brokerage's instructions do not automatically cover a purpose we determine independently. [CONFIRM THE ACTUAL ALLOCATION FOR CLIENT DATA, ANALYTICS, PRODUCT IMPROVEMENT, AND AI FEATURES.]
Contact your agent about its collection and use of information. You may also contact us; we will handle the parts for which we are responsible and assist the relevant organization where appropriate.
3. Information involved in MatchHomes
The information involved depends on the features used and what you or your agent provide.
| Category | Examples |
|---|---|
| Contact and professional details | Name, email, contact number if provided, brokerage, role, and account identifiers. |
| Home search profile | Buying or renting preference, budget range, desired home features, timing, preferred areas, and lifestyle priorities you choose to share. |
| Places and location | Property addresses, destinations entered for journey comparisons, and coordinates associated with those places. [CONFIRM ANY IP-DERIVED OR DEVICE LOCATION.] |
| Property and listing content | Descriptions, photos, listing contacts, and other uploaded material that may identify a person. |
| Profile and matching outputs | Structured priorities, property comparisons, scores, explanations, and other inferences associated with a profile. |
| Client interactions | Profile confirmations, likes, dislikes, tour requests, and feedback you submit. [CONFIRM ANY COLLECTION OPENS OR VIEW TRACKING.] |
| AI feature content | Submitted messages and context, generated responses, and related feedback through AI features. |
| Technical information | [ACTUAL IP, DEVICE, BROWSER, LOGIN, DIAGNOSTIC, AND ACTIVITY DATA COLLECTED.] |
| Commercial and support records | Billing and subscription records if paid services are used, inquiries, support messages, and privacy preferences or requests. |
[REMOVE UNCOLLECTED CATEGORIES AND ADD ANY OTHER ACTUAL COLLECTION BEFORE PUBLICATION.]
Information can be provided directly by you, supplied by your agent or organization, imported through an authorized integration, received from listing or location providers, generated by the service, or collected through technical requests and permitted tracking. [IDENTIFY OTHER ACTUAL SOURCES, IF ANY.]
An agent may create a profile from information you previously shared with them, then invite you to review it. The agent or brokerage remains responsible for providing the notices required for its collection and disclosure.
4. Why information is used
Information supports the features requested by you or the relevant account holder. This includes organizing property portfolios, preparing and confirming client profiles, comparing homes, producing collections, recording submitted feedback, and communicating about next steps.
For our own activities, we use the relevant information to administer accounts, respond to inquiries, support users, diagnose failures, protect the service, handle payments where applicable, and meet legal obligations. Optional marketing and tracking must follow applicable choice requirements.
[DESCRIBE ANY ACTUAL PRODUCT-IMPROVEMENT OR RESEARCH USE OF IDENTIFIABLE INFORMATION, INCLUDING ITS SCOPE AND CONTROLS. OMIT IF NOT UNDERTAKEN.]
Where a legal basis is required and we act as controller, the proposed bases are:
| Activity | Basis, subject to the actual circumstances |
|---|---|
| Provide services to an individual contracting with us | Performance of the contract, to the extent the activity is necessary for it. |
| Administer a business customer's account or respond to its staff | Legitimate interests in operating the business relationship, subject to applicable safeguards. |
| Protect the service and diagnose operational problems | Legitimate interests in security and reliability, where appropriate; legal obligation where specifically required. |
| Keep statutory records or respond to lawful requirements | The applicable legal obligation. |
| Optional tracking or marketing that requires permission | Consent; any other permitted marketing basis must be identified and validated. |
| Other independent use of client content, if any | [ACTUAL PURPOSE, LEGAL BASIS, AND SAFEGUARDS.] |
For processing carried out only on a brokerage's instructions, the brokerage is responsible for its legal basis. If you decline information necessary for a particular feature, that feature may not work. Optional information and optional consents must be identified as such.
5. Matching and AI assistance
Matching compares the properties considered with priorities associated with a profile, such as budget, features, selected destinations, and journey preferences. Scores and explanations reflect the available inputs and can change when those inputs change.
AI-assisted features help [ACTUAL AI FUNCTIONS]. They process [ACTUAL INPUT CATEGORIES] using [ACTUAL PROVIDERS]. These providers receive [DATA SENT] for [PROCESSING PURPOSE] and retain it for [ACTUAL RETENTION PERIOD OR CRITERION].
[STATE WHETHER MATCHHOMES USES IDENTIFIABLE CONTENT TO TRAIN OR FINE-TUNE MODELS; WHETHER PROVIDERS CAN USE IT FOR THEIR OWN TRAINING; AND ANY ACTUAL CHOICES. DO NOT ASSUME A NO-TRAINING RULE.]
Generated suggestions can be incomplete or inaccurate. Review profile details and ask your agent about results that appear wrong. A matching score is intended to support comparison and discussion; it is not a mortgage approval, tenant-screening result, or guarantee of access to a home.
[CONFIRM WHETHER ANY PROCESSING INVOLVES SOLELY AUTOMATED DECISIONS WITH LEGAL OR SIMILARLY SIGNIFICANT EFFECTS. IF IT DOES, EXPLAIN THE ACTUAL LOGIC, CONSEQUENCES, AND REQUIRED SAFEGUARDS OR HUMAN-REVIEW PROCESS.]
Confirming a home search profile does not itself authorize unrelated advertising, optional tracking, or model training.
6. Who information is shared with
Information may be disclosed for the relevant activity to:
- Your agent or brokerage: profile details, comparisons, submitted feedback, and tour requests needed for its client service. [CONFIRM ADMINISTRATOR ACCESS AND ANY VISIBLE VIEW/OPEN ACTIVITY.]
- Providers operating the service: [ACTUAL PROVIDER CATEGORIES AND FUNCTIONS, INCLUDING AI, HOSTING, EMAIL, SUPPORT, DIAGNOSTICS, OR PAYMENTS AS APPLICABLE].
- Connected services: [ACTUAL LISTING, MAP, OR OTHER INTEGRATIONS; DATA SENT; THEIR ROLE; AND RELEVANT POLICY LINKS].
- People receiving shared content: recipients who can access a collection or other material through the sharing method described below.
- Professional advisers or authorities: where needed for advice, legal compliance, claims, or protection of rights.
- Parties to a business transaction: where relevant to a proposed or completed merger, acquisition, or asset transfer, subject to applicable obligations.
[INSERT A FACTUAL SALE, SHARING, AND TARGETED-ADVERTISING DISCLOSURE. IDENTIFY RELEVANT DATA AND RECIPIENT CATEGORIES OR STATE A VERIFIED ABSENCE OF THESE ACTIVITIES. DO NOT ASSUME “NO SALE” FROM THE ABSENCE OF A CASH PAYMENT.]
7. Home Collections and feedback
A collection can contain selected homes and information showing how they relate to a client's search. Depending on its contents, it may reveal a name, priorities, selected destinations, or feedback.
[EXPLAIN ACTUAL ACCESS: SIGN-IN, INVITED RECIPIENTS, OR ANYONE WITH THE LINK; EXPIRY/REVOCATION IF SUPPORTED; AND WHETHER CO-BUYERS OR OTHER RECIPIENTS CAN SEE FEEDBACK OR PERSONAL PLACES.]
Your agent can use the feedback and tour requests you submit to help plan next steps. [DESCRIBE ANY ACTUAL COLLECTION-VIEW, EMAIL-OPEN, OR OTHER INTERACTION TRACKING, ITS RECIPIENTS, AND RELEVANT CONTROLS.]
Consider the information in a collection before forwarding it. Contact your agent or [PRIVACY EMAIL] if you believe access has been given to the wrong person.
8. Location, sensitive details, and household information
Provide only the detail needed for your search. A workplace, private address, or school location may reveal routines. A general destination may be sufficient without naming another person.
An address entered into a profile is different from device-derived location. [STATE WHETHER PRECISE DEVICE LOCATION IS COLLECTED, THE FEATURE AND PURPOSE, AND THE ACTUAL PERMISSION AND CONTROLS.]
Some preferences can reveal sensitive information, such as an accessibility requirement. Describe the property feature needed rather than a diagnosis when possible. [IDENTIFY ACTUAL SENSITIVE DATA, PURPOSES, AND REQUIRED PERMISSIONS OR CONTROLS.]
Avoid entering passwords, government identifiers, medical records, payment credentials, or unnecessary identifying information about a child into free-text or AI features.
9. Cookies and similar technologies
Our Cookie Policy explains actual technologies, providers, purposes, durations, and controls. Use Cookie settings to manage the available optional categories.
Cookie preferences do not automatically change marketing subscriptions or remove information already stored in a client profile. Each can be managed through its relevant process.
10. How long information is kept
Retention depends on the purpose, applicable customer instructions, legal obligations, and justified requirements relating to a dispute. The actual schedule is:
| Information | Period or specific retention criterion |
|---|---|
| Professional account and operational records | [ACTIVE ACCOUNT AND POST-CLOSURE PERIODS]. |
| Client profiles, matches, feedback, and collections | [CUSTOMER INSTRUCTIONS, INACTIVITY RULES, AND POST-TERMINATION DELETION/EXPORT PERIOD]. |
| AI content and vendor logs | [MATCHHOMES AND PROVIDER PERIODS, INCLUDING ANY SAFETY OR ABUSE LOGS]. |
| Security, diagnostics, and activity logs | [PERIOD BY ACTUAL LOG TYPE]. |
| Billing, support, marketing, and privacy records | [PERIODS AND START EVENTS FOR EACH TYPE]. |
| Backups containing removed information | [EXPIRY PERIOD AND HANDLING IF RESTORED]. |
At the end of the applicable period, information is deleted or rendered anonymous under [ACTUAL PROCESS]. If a lawful exception requires retention, its use is limited to the relevant reason where required. Removing active records and expiry of backups can follow different schedules, as identified above.
11. Processing locations and international transfers
Information is stored or accessed in [ACTUAL COUNTRIES, INCLUDING VENDOR AND REMOTE-ACCESS LOCATIONS]. Rules in these locations may differ from those in your country.
For transfers subject to EEA, UK, or other applicable restrictions, [IDENTIFY THE ACTUAL EXECUTED TRANSFER SAFEGUARDS]. Contact [PRIVACY EMAIL] for information about these safeguards or an available copy, subject to permitted redactions.
12. Security
[INSERT A SHORT, VERIFIED DESCRIPTION OF THE TECHNICAL AND ORGANIZATIONAL SAFEGUARDS ACTUALLY IN PLACE.]
No online service can eliminate every security risk. Report suspected unauthorized access involving MatchHomes to [MONITORED SECURITY OR PRIVACY CONTACT].
13. Your rights and choices
Depending on applicable law, you may have rights to access information, obtain a copy, correct inaccuracies, request deletion, restrict or object to processing, obtain portable data, withdraw consent, or exercise safeguards concerning significant automated decisions. Rights have conditions and exceptions.
Use the available profile-review features or contact your agent to update search priorities. For other privacy requests, email [PRIVACY EMAIL] or use [ACTUAL REQUIRED ADDITIONAL REQUEST METHOD, IF ANY]. You do not need to create a new account to contact us about privacy.
Include enough information to identify the relevant account or record, but do not send passwords or identity documents in an initial message. We may request proportionate verification or evidence of a representative's authority where appropriate. Requests about brokerage-controlled records may require that organization's involvement.
We respond within the period required by applicable law and explain any permitted extension, limitation, or refusal. If the applicable law gives you an appeal, contact [APPEAL METHOD] with the request reference and reason for review. You may complain to a competent privacy authority; [RELEVANT AUTHORITY OR DIRECTORY].
For MatchHomes marketing, use the unsubscribe method in a message or contact [PRIVACY EMAIL]. Necessary service communications may continue. Withdrawing consent does not affect processing that was lawful before withdrawal.
14. Additional U.S. privacy information
Where a U.S. state privacy law applies, rights may also include opting out of sale, sharing, targeted advertising, or specified profiling, and limiting certain sensitive-information uses. Available rights depend on the applicable law and actual activity. We will not unlawfully discriminate against people for exercising protected rights.
[IDENTIFY APPLICABLE OPT-OUT AND SENSITIVE-DATA CONTROLS. DESCRIBE ACTUAL GPC AND OTHER REQUIRED SIGNAL HANDLING. SALE/SHARING OPT-OUTS MUST NOT BE SUBJECT TO AN UNNECESSARY ACCOUNT-CREATION OR IDENTITY-VERIFICATION GATE.]
California disclosures, where applicable
The table below must reflect the actual preceding 12 months. Sources and purposes are described in Sections 3–4; retention is described in Section 10.
| California category, if collected | MatchHomes examples | Business-purpose recipient categories | Sold or shared; recipient categories |
|---|---|---|---|
| Identifiers and customer-record information | Name, email, account and contact details | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
| Commercial information | Subscription and transaction records | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
| Internet/electronic network activity | Actual device, browsing, and service events | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
| Geolocation | Address-linked or device locations actually collected | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
| Professional information | Brokerage and professional role | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
| Inferences | Derived home-search priorities and matching outputs | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
| Sensitive or other statutory categories | [ACTUAL TYPES, INCLUDING ANY PRECISE LOCATION OR REVEALED HEALTH DETAILS; REMOVE UNUSED CATEGORIES] | [ACTUAL RECIPIENTS] | [YES/NO AND RECIPIENTS] |
[COMPLETE ANY REQUIRED MINOR SALE/SHARING DISCLOSURE, NOTICE-AT-COLLECTION INFORMATION, AND ADDITIONAL REQUEST CHANNELS. REMOVE THIS SUBSECTION IF INAPPLICABLE AFTER LEGAL REVIEW.]
15. Children
MatchHomes is intended for adults and is not directed to children. Children should not create accounts or submit personal information directly.
Adults may describe household needs, including school proximity or space for children. This does not require a child's full name, date of birth, photo, or other unnecessary identifying detail. Information submitted by adults can still be personal information about a child.
If you believe information has been submitted directly by a child or unnecessary child-identifying details have been included, contact [PRIVACY EMAIL] so the issue can be assessed and addressed under applicable law.
16. Changes to this policy
We update this policy when our practices or applicable requirements change. The dates above identify the current version. Where a change requires notice or consent, we provide the required notice or obtain consent before the relevant new processing begins.
17. Contact
[LEGAL ENTITY NAME]
Attn: Privacy
[REGISTERED ADDRESS]
[COUNTRY]
[PRIVACY EMAIL]
[OTHER REQUIRED CONTACT METHOD, IF ANY]