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Privacy Policy

Last Updated: February 21, 2026

Your Privacy Matters

Ethication™, the Ethics & Arbitration System ("EAS", "we", "us", or "our"), operated by Warren Burrows, is committed to protecting the privacy and confidentiality of all users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform for ethics case management and arbitration proceedings.

Introduction

Ethication™ is a multi-tenant platform designed for REALTOR® Associations to manage ethics complaints, arbitration cases, and committee operations. Given the sensitive nature of ethics proceedings, we maintain the highest standards of data protection and confidentiality.

Information We Collect

Account Information

When you create an account, we collect:

  • Full name and contact information (email, phone number, address)
  • Association affiliation and membership details
  • Role within the system (complainant, respondent, committee member, admin)
  • Authentication credentials (encrypted passwords)
  • Profile information and preferences

Case Information

When you file or participate in an ethics case or arbitration, we collect:

  • Case details, complaints, and supporting documentation
  • Uploaded documents (PDFs, images, and other file formats)
  • Responses, statements, and evidence submitted by parties
  • Committee assignments and hearing records
  • Case communications and notifications
  • Digital signatures and verification records

Technical Information

We automatically collect:

  • IP addresses and device information
  • Browser type and operating system
  • Login times and activity logs
  • Pages visited and features used
  • Performance and error logs

Communication Data

We process:

  • Email correspondence related to cases
  • SMS messages for verification and notifications
  • System notifications and alerts
  • Support communications

Cookies & Tracking Technologies

Ethication™ uses cookies and similar technologies for:

  • Essential cookies: Required for authentication, session management, and platform security
  • Preference cookies: Remembering your settings and preferences (e.g., theme, language)
  • Analytics cookies: Understanding how the platform is used to improve functionality

We do not use advertising or third-party tracking cookies. All cookies are first-party and necessary for platform operation.

How We Use Your Information

We use collected information to:

  • Facilitate ethics case management and arbitration proceedings
  • Authenticate users and verify identities
  • Process and store case-related documents
  • Send notifications about case status, hearings, and deadlines
  • Enable digital signature functionality
  • Manage committee assignments and operations
  • Generate required NAR forms and documentation
  • Maintain audit trails for compliance purposes
  • Improve platform functionality and user experience
  • Provide customer support and technical assistance
  • Detect and prevent unauthorized access or security threats

Data Processing & AI

Ethication™ uses artificial intelligence and automated processing for specific purposes:

  • Document OCR: Extracting text from scanned documents for searchability
  • AI Analysis: Summarizing case documents and identifying key information (via OpenAI)
  • PDF Processing: Generating official NAR forms with case data

AI processing is limited to document analysis and does not make decisions about case outcomes. All case determinations are made by authorized committee members and administrators. OpenAI does not use your data for model training.

Data Sharing & Disclosure

Within Your Organization

Case information is shared only with authorized individuals within your REALTOR® Association:

  • Association administrators and staff
  • Assigned committee members (Grievance Committee, Professional Standards)
  • Parties directly involved in the case (complainant, respondent)
  • Authorized legal counsel when applicable

Service Providers

We share limited data with trusted third-party providers who assist in platform operations:

  • Supabase: Database hosting and authentication (data encrypted at rest)
  • Resend: Email delivery service
  • Bird.com (MessageBird): SMS notifications and phone verification
  • OpenAI: AI-powered document analysis (no training on your data)
  • Trigger.dev: Background job processing

All service providers are bound by strict confidentiality agreements and process data only as instructed.

International Data Transfers

Some of our service providers may process data in jurisdictions outside of your location, including the United States. When data is transferred internationally, we ensure appropriate safeguards are in place, including contractual protections and compliance with applicable data transfer regulations.

Legal Requirements

We may disclose information when required by law, court order, subpoena, or to protect the rights, property, or safety of our users, our company, or others.

What We Never Do

We do not:

  • Sell your personal information to third parties
  • Use your data for marketing purposes outside of platform operations
  • Share case information across different REALTOR® Associations (strict tenant isolation)
  • Allow AI training on your confidential case data
  • Use advertising or third-party tracking on the platform

Data Security

We implement industry-standard security measures to protect your information:

  • Encryption: Data encrypted in transit (TLS/SSL) and at rest
  • Multi-Tenant Isolation: Complete data separation between organizations via Row Level Security (RLS)
  • Access Controls: Role-based permissions ensuring users only see authorized data
  • Authentication: Secure login with optional multi-factor authentication (MFA)
  • Audit Trails: Comprehensive logging of all data access and modifications
  • Secure Storage: Documents stored in isolated, encrypted storage buckets
  • Regular Updates: Continuous security patches and monitoring
  • Incident Response: Procedures in place to detect, respond to, and notify affected parties in the event of a data breach

Data Retention

We retain case information in accordance with National Association of REALTORS® (NAR) requirements and state record retention laws. Generally:

  • Active Cases: Retained for the duration of proceedings plus required retention period
  • Closed Cases: Retained for a minimum of 7 years or as required by law
  • Account Information: Retained while your account is active and for a reasonable period thereafter
  • Audit Logs: Retained for compliance and security purposes

Individual associations may have specific retention policies. Contact your association administrator for details.

Your Rights

You have the right to:

  • Access: Request a copy of your personal information
  • Correction: Request corrections to inaccurate information
  • Deletion: Request deletion of your account (subject to legal retention requirements)
  • Portability: Request your data in a portable format
  • Opt-Out: Decline certain communications (note: some notifications are required for platform functionality)

To exercise these rights, contact your association administrator or our support team at support@ethication.com. Note that some data cannot be deleted if required for active cases or legal compliance.

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, contact us at privacy@ethication.com.

Other State & International Privacy Laws

We comply with applicable state and international privacy laws, including but not limited to the Virginia Consumer Data Protection Act (VCDPA), the Colorado Privacy Act (CPA), and the General Data Protection Regulation (GDPR) where applicable.

Children's Privacy

Ethication™ is not intended for users under 18 years of age. We do not knowingly collect information from children.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify users of material changes via email or platform notification at least 30 days before the changes take effect. Continued use of Ethication™ after changes constitutes acceptance of the updated policy.

Contact Us

For questions about this Privacy Policy or your data, please contact:

Related policies: Terms & Conditions | SMS Consent

Ethication | Ethics and Arbritration System