This policy explains what Open House Owl (“Open House Owl,” “Owl,” “we,” “us”) collects through openhouseowl.com, check-in, buyer profiles, agent desks, Owl Pro, messages, and the Harbor Desk, and who sees it.
Open House Owl is a check-in and follow-up tool. It is not a brokerage. Listings are posted by the agents who host them, not pulled from an MLS.
If you check in at an open house, the hosting agent receives your check-in and is independently responsible for how they use it. Their brokerage may have its own privacy notice.
1. Who this covers
- Visitors and buyers who check in, save a home, build a route, or keep a profile.
- Agents who open a desk, post an open house, or buy Owl Pro.
- Colleagues an agent names to receive a safety alert or a shared visitor log.
- People who write to the Harbor Desk.
We do not knowingly collect information from children under 13. The Service is for adults. If you believe a child gave us information, write to hello@openhouseowl.com and we will delete it.
2. Information we collect
Check-ins. Name, mobile number, email, when you hope to buy, pre-approval status, whether you are working with an agent, whether you have a home to sell, how the price felt, an optional comment, and your text and call preferences. The host and the open house you checked in at are stored with that record.
Buyer profiles. The check-in details above, saved homes, route, and notes. Sign-in may use a one-time code rather than a password. If a password is set, we store it only as a hash. We do not keep the one-time code after it expires (currently ten minutes).
Agent accounts. Name, brokerage, license number, phone, email, bio, and sign-in credentials (a one-time code, or a password stored only as a hash). For Owl Pro, Stripe’s customer and subscription identifiers. We never see or store full card numbers.
Listings and pages. Address, price, beds, baths, square footage, HOA, date and time, feature text, outcomes the host enters, and photos. Photos on public pages may be illustrations, including from Unsplash, and may not be photographs of the house.
Messages. A copy of each text and email the Service composes, with delivery status, so the Harbor Desk can answer a question about it.
Safety alerts and shares. The colleague you name, and the fact that an alert or a visitor-log share was sent.
Help notes. What you send through Help and feedback. Those notes go to the Harbor Desk and are not shared with other agents.
Site traffic. The path of a public page view and a timestamp. We do not use advertising cookies or third-party ad trackers.
Technical data. IP address, browser type, and device data may be processed in server logs to keep the Service up, block abuse, and diagnose a failed check-in. Session cookies are described below.
We do not buy consumer lists, and we do not pull visitor records from an MLS.
3. How we use it
We use information to:
- check a visitor in and show the visit on the hosting agent’s desk;
- email the house summary, feature sheet, and agent card, and, on Owl Pro where you agreed, send a text receipt;
- score a visit from the answers given (for example, pre-approved, no agent, and ready now may flag the visit as hot) and, on Owl Pro, alert the host;
- queue a follow-up the agent can send;
- build a seller report and, if the host shares it, a page a listing agent can open;
- run public open-house and agent pages and route planning;
- send a safety alert to a colleague the agent named;
- take payment for Owl Pro through Stripe, issue invoices, and handle cancellation;
- sign you in, keep a session, and prevent fraud and abuse;
- answer Harbor Desk requests and keep a delivery record;
- comply with law and enforce our Terms.
Lead flags are arithmetic on answers the visitor submitted. They are not a credit score, not an eligibility decision about housing, and not a consumer report.
We do not sell personal information, and we do not share it for cross-context behavioral advertising.
4. Who sees a check-in
| Who | What they can see |
|---|---|
| Hosting agent | The full check-in for that open house, including name, mobile, email, answers, and comment. |
| One named colleague | The visitor log, only if the host turned on colleague share. |
| Seller report viewer | First name and last initial, timelines, price feedback, and comments. Not phone numbers or email addresses. A shareable link can be forwarded by whoever holds it. |
| Other agents and the public | Visitor counts, and only when the host allows that. Not contact details. |
| Harbor Desk | Last initials and delivery records so we can support a desk. Buyer phone numbers are not shown to the Harbor Desk in the ordinary support view. A help note is visible to the Harbor Desk and is not shared with other agents. |
| Service providers | Only what they need to send the email or text, process the card, or store the record. |
We do not sell visitor lists. An agent who receives a check-in is independently responsible for their own use, disclosure, and retention of it. Our Terms prohibit agents from selling visitor lists.
5. Email and text
A check-in can generate a confirmation email to the address entered. On an Owl Pro desk, if you agreed to texts, a confirmation text may also be sent. Reply STOP to any text to opt out. Verification codes go only to the email or number you entered and expire in ten minutes. When texting is off, the code may be shown on the check-in form instead. When an email or text provider is not configured, the receipt is composed and kept on the visit and under Harbor Desk messages instead of being delivered.
Message and data rates may apply. Opting out of follow-up texts does not stop a one-time code you request for sign-in.
6. Service providers
We use processors to run the Service. Each receives only what it needs for its job:
- Stripe, for card billing, invoices, and the billing portal, when card billing is on;
- Resend, for email;
- Twilio, for text messages and one-time codes, when texting is on;
- a hosted database provider, to store records;
- carriers, for delivery of texts.
Without those keys, the matching feature is recorded on the Harbor Desk instead of handed to a provider. Processors are not permitted to use check-in data for their own marketing.
We may disclose information if we believe in good faith that the law, a subpoena, or a court order requires it, or if disclosure is needed to protect users, the public, or the Service from fraud or harm. We may also disclose information in a merger or sale of the Service, in which case this policy or a successor policy will still describe how records are handled.
8. Retention
Records are kept while the account or listing is active and for a reasonable period afterward so the hosting agent can follow up and so we can resolve a billing, security, or legal question. A deleted buyer profile is unlinked from past check-ins. Those check-ins stay on the hosting agent’s desk, because the agent received them at the door. Agents can ask the Harbor Desk to close a desk. Message logs are kept long enough to prove delivery status and an opt-out. We may keep a minimal record of a deletion request.
9. Security
Passwords are hashed. Connections use HTTPS. Sessions expire. No method of storage or transmission is perfectly secure. You are responsible for the email and phone you check in with, and agents are responsible for shareable report links they forward.
If we confirm a breach of security affecting personal information that Florida law requires us to notice, we will notify affected Florida residents and, where required, the Florida Department of Legal Affairs, as the Florida Information Protection Act provides.
10. Your choices and rights
- Delete a buyer profile from the profile page at any time. Past check-ins stay with the hosting agent, without the profile link.
- Reply STOP to opt out of texts. Use the unsubscribe link to opt out of follow-up email.
- Agents can cancel Owl Pro in the billing portal, or ask the Harbor Desk when card billing is off, and can ask the Harbor Desk to close a desk.
- Email hello@openhouseowl.com, or use Help and feedback, to ask what we hold, to correct it, or to ask that a check-in be removed. We will honor a deletion request except where we need the record for a legal claim, a fraud investigation, or an agent’s existing copy of a check-in they already received. We may need to confirm you control the email or number on the record.
Florida. You may request access to personal information we hold about you, and notice of a qualifying breach as section 9 describes.
California, Colorado, Connecticut, Virginia, and other state privacy laws. We do not sell personal information or share it for cross-context behavioral advertising. Depending on where you live, you may have a right to know, access, correct, delete, and appeal a denial, and not to be discriminated against for exercising a right. We will not treat a request as a reason to change your price or access, other than finishing a deletion. Authorized agents may submit a request with proof of authority. We do not train public advertising profiles from check-ins.
Europe and the UK. If a request reaches us from the EEA or UK, our legal bases are contract (to provide the check-in and desk you asked for), legitimate interests (to secure the Service and keep a delivery log), and consent (texts, where we ask for it). You may object, restrict, or request portability, and you may complain to a supervisory authority. The Service is operated from the United States. Records are stored in the United States.
11. Automated flags
Hot-lead flags are rules applied to answers on the check-in form. They do not produce a legal or similarly significant decision about you. They tell the hosting agent that the answers matched a pattern such as pre-approved, unrepresented, and ready now. You can leave those questions blank where the form allows, and you can ask us or the host to correct an answer.
12. Changes
We may update this policy. The date at the top will change. If a change is material, we will post it on the site or give notice on your desk or by email. Continued use after the effective date means you acknowledge the update.