Privacy Policy

At XtractSol ("we," "us," or "our"), we take your privacy and data security seriously. We provide agentic artificial intelligence (AI) software-as-a-service (SaaS) and related professional consulting services aimed at automating real estate document extraction, lending workflows, mortgage coordination, and title operations.

This Privacy Policy explains how we collect, use, process, store, and share personal information and customer transaction data when you visit our website (xtractsol.com), use our custom AI workflows, interact with our services, or communicate with us. By using our website or services, you agree to the collection and use of information in accordance with this policy.

We collect different categories of information depending on how you interact with our website and services:

• Account and Contact Information: Name, professional email address, telephone number, job title, company name, and calendar booking details when you schedule a discovery call or submit a contact inquiry.
• Customer Transaction Data (Document Submissions): Digital documents uploaded by users or integrated through API connections for automation analysis. These documents include but are not limited to: loan applications, purchase and sale agreements, title commitments, deeds, closing disclosures, tax returns, and asset statements. These files contain sensitive Non-Public Personal Information (NPI).
• Telemetric and Technical Usage Data: Internet Protocol (IP) address, browser details, device type, geographic location, operational clicks, system performance metrics, and logs of actions taken while interacting with our client dashboards.
• Communications: The content of emails, chats, calls, or forms you exchange with us regarding service inquiries, troubleshooting support, or customized workflows.

We utilize collected information for primary business objectives, including:

• Providing the Services: Deploying and maintaining our AI agents to perform data extraction, execute rules verification, run compliance checks, and automate updates to integrated third-party platforms (like CRMs or Loan Origination Systems).
• Optimization & Tuning: Improving the accuracy and performance of our proprietary parser scripts, workflow routing, and processing speed.
• Support and Communications: Troubleshooting application errors, responding to client support tickets, sending product updates, and scheduling calls.
• Security and Prevention: Monitoring for fraudulent activity, enforcing compliance with our Terms of Service, protecting the infrastructure from abuse, and auditing operational safety.
• Legal and Compliance: Fulfilling our regulatory and reporting duties under applicable legal standards and local regulations.

XtractSol implements sophisticated Artificial Intelligence and Large Language Models (LLMs) to perform document analysis, text extraction, and structured updates.

Data Separation and Privacy Boundaries:

• We utilize enterprise-level API agreements with select AI infrastructure providers (e.g., OpenAI API, Anthropic Claude API, Google Cloud Vertex AI). Under these enterprise terms, the data submitted via our APIs is never used by the third-party providers to train public models, and is typically stored in secure, ephemeral environments for short duration cache checking.
• We do not sell, rent, or trade your document contents or personal information to marketing firms or external agencies.
• Document processing occurs in isolated processing pipelines to prevent cross-contamination between different client databases.

XtractSol frequently acts as a Service Provider (or "Data Processor") to mortgage lenders, financial institutions, and title companies who are subject to the Gramm-Leach-Bliley Act (GLBA) and FTC Safeguards Rule.

When processing Non-Public Personal Information (NPI) on behalf of our financial institution clients, we act in strict accordance with the instructions of the client (the "Data Controller") and maintain administrative, technical, and physical safeguards designed to guarantee the confidentiality, integrity, and safety of consumer financial records.

We comply with the GLBA requirements by restricting the use of consumer NPI solely to the delivery of the automation services contracted by the client. We do not retain consumer records longer than necessary to perform services or meet record-keeping compliance.

We incorporate robust security protocols to protect sensitive data against unauthorized access, loss, alteration, or exposure.

• Encryption: All data is encrypted in transit using industry-standard Transport Layer Security (TLS 1.3) and at rest using Advanced Encryption Standard (AES-256) encryption.
• Access Control: System authorization is restricted through role-based access control (RBAC), multi-factor authentication (MFA), and secure API key parameters.
• Infrastructure Hosting: Our platform is hosted in secure, tier-III cloud database centers (such as Amazon Web Services or Google Cloud Platform) with physical security systems, fire suppression, and continuous active monitoring.

We keep your personal information and document data only for as long as is necessary to fulfill the purposes outlined in this Privacy Policy:

• Website Contact Leads: Leads submitted via our site are stored for marketing and sales outreach purposes for up to three (3) years unless deletion is requested earlier.
• Client Document Metadata & Files: Documents uploaded to our processing pipelines are stored according to client contract preferences. By default, raw document files are auto-purged from our system cache within thirty (30) days of successful validation and extraction, retaining only the structured extraction log metadata needed for client billing audits.
• Deletion Requests: Clients may request complete deletion of their account databases and historic processing records at any time. We will execute verified deletion requests within thirty (30) days, subject to regulatory storage obligations.

Depending on your physical location (such as the European Economic Area under GDPR, or California under the CCPA/CPRA), you may possess specific data privacy rights:

• Right to Access: You may request copies of the personal data we hold about you.
• Right to Correction: You have the right to request that we correct any inaccurate or incomplete personal information.
• Right to Erasure: You can request the deletion of your personal data under certain conditions.
• Right to Portability: You may request the transfer of your data to another service provider.
• Right to Object/Restrict: You can object to the processing of your data, or request that we restrict processing in certain circumstances.

To exercise any of these rights, please send an inquiry to info@xtractsol.com.

Our services frequently integrate with third-party software applications utilized by your real estate or lending operations (for example: HubSpot, Salesforce, SoftPro, Encompass, or custom database configurations).

This Privacy Policy only applies to XtractSol's native platform and website. We are not responsible for the privacy practices, APIs, security posture, or data handling protocols of third-party platforms. We encourage you to review the privacy documentation of any external systems you integrate with our workflow agents.

If you have any questions, feedback, or concerns regarding our Privacy Policy or data security practices, please get in touch with us:

• General Support: info@xtractsol.com
• Telephone: +92 300 0747167