Privacy Policy

1. Introduction and Who We Are

I am Kim A. Pollaro, a licensed Florida REALTOR® with Real Broker, LLC (License #SL3575590). I operate timetomove2florida.com and timetomove2fl.com (my client intake portal). This Privacy Policy describes how I, and my digital marketing and technology provider Galaxy Listing Systems LLC, collect, use, disclose, and protect personal information in connection with my real estate services.

By submitting your information through any form, chatbot, landing page, or communication channel on my websites, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

I collect personal information that you voluntarily provide when you:

• Submit a contact form, buyer inquiry form, or seller inquiry form on my websites
• Interact with an AI chatbot on my website
• Download a guide or other resource
• Schedule a consultation, showing, or appointment
• Communicate with me via phone, email, or text message

The categories of personal information I may collect include:

• Contact information: first name, last name, email address, phone number
• Financial preference information: home budget range, financing status (pre-approved, cash buyer, not yet started)
• Property preference information: desired neighborhoods, property type, bedrooms and bathrooms, must-haves
• Timeline and situation information: purchase or sale timeline, current living situation
• HOA preferences
• School district preferences (provided voluntarily at your request)

2.2 Information Collected Automatically

When you visit my websites, I and my technology partners may automatically collect:

• Device information: browser type, operating system, device identifier
• Usage data: pages visited, time spent on pages, links clicked, referral source
• Location data: general geographic location based on IP address (not precise GPS location)
• Cookies and tracking technologies: session cookies, analytics cookies, and similar technologies

2.3 Information from Third Parties

I may receive information about you from third-party sources including:

• Social media platforms if you interact with my social media content
• The Stellar Multiple Listing Service (MLS) through authorized IDX data feeds
• Lead generation platforms and referral sources

3. How I Use Your Information

3.1 Service Delivery

• Connecting you with real estate services for buying or selling a home in Central Florida
• Sending you property listings, market reports, and real estate information relevant to your preferences
• Scheduling and confirming consultations, showings, and appointments
• Providing AI-powered lead qualification and follow-up

3.2 Automated Marketing Communications

With your explicit prior written consent obtained through my TCPA-compliant opt-in process, I may send you:

• Automated email sequences containing real estate information, market updates, and educational content
• Automated SMS text messages with property updates, appointment reminders, and follow-up communications
• AI-generated video content and market reports via email

3.3 Business Operations

• Improving service quality and marketing systems
• Analyzing lead and campaign performance
• Complying with legal and regulatory obligations
• Preventing fraud and ensuring platform security

4. Technology Platforms and Third-Party Processors

My website and marketing operations use the following technology platforms, which may process your personal data on my behalf:

4.1 GoHighLevel (GHL) — CRM and Marketing Automation

My primary CRM platform. Stores contact records, communication history, form submissions, and appointment records. Data retained for the duration of your relationship plus 3 years unless deletion is requested. GoHighLevel Privacy Policy: gohighlevel.com/privacy-policy

4.2 OpenAI — AI Content Generation

Used to generate marketing content and chatbot responses. Your personal identifying information (name, phone, email) is not sent into AI prompts. Data is not used to train AI models. OpenAI Privacy Policy: openai.com/policies/privacy-policy

4.3 Galaxy Listing Systems LLC — Marketing Technology Provider

My digital marketing and technology provider that manages my website, marketing automation, and lead generation systems. Galaxy Listing Systems LLC processes lead data on my behalf as my authorized service provider.

4.4 Stellar MLS — Real Estate Listing Data

Real estate listing data is accessed through the Stellar Multiple Listing Service under an authorized IDX agreement. MLS data is governed by Stellar MLS Rules and Regulations. Listing data is not combined with your personal information for purposes outside of real estate service delivery.

4.5 Real Broker, LLC — Licensed Brokerage

I operate under Real Broker, LLC. All real estate transaction records are subject to Real Broker LLC policies and Florida real estate licensing law, including record retention requirements under Florida Statute §475.22.

5. Florida Law Compliance

5.1 Florida Telephone Solicitation Act (FTSA) and TCPA

Florida Statute §501.059 and the federal Telephone Consumer Protection Act (TCPA) govern my automated marketing communications. I comply by:

• Obtaining explicit prior written consent before sending any automated marketing texts or calls
• Providing clear opt-out instructions in every automated communication
• Honoring opt-out requests promptly
• Sending automated messages only between 8:00 AM and 9:00 PM recipient's local time
• Maintaining A2P 10DLC registration for all business SMS messaging
• Never sending automated marketing messages to numbers on the National Do Not Call Registry

5.2 Florida Real Estate License Law

All advertising complies with Florida Statute §475.22: Kim A. Pollaro | Real Broker, LLC | License #SL3575590

5.3 Fair Housing Act Compliance

All marketing content and lead qualification processes comply with the Federal Fair Housing Act (42 U.S.C. § 3604) and the Florida Fair Housing Act. I do not discriminate in the provision of real estate services on the basis of race, color, national origin, religion, sex, familial status, disability, or any other protected class. All persons are hereby informed that all dwellings advertised are available on an equal opportunity basis.

6. Data Retention

I retain personal information for the following periods:

• Active lead records: retained for the duration of an active real estate search plus 3 years
• Closed transaction records: minimum 5 years as required by Florida real estate law
• Opted-out contacts: record retained with opt-out flag for compliance; marketing suppressed immediately
• Website analytics data: up to 26 months
• Email and SMS communication logs: 3 years for TCPA compliance documentation

You may request deletion of your personal information at any time by contacting me at the information below. Deletion requests are processed within 30 days, subject to legal retention requirements.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Right to Access: Request a copy of the personal information I hold about you
• Right to Correction: Request correction of inaccurate personal information
• Right to Deletion: Request deletion of your personal information, subject to legal retention requirements
• Right to Opt Out: Opt out of automated marketing communications at any time
• Right to Know: Request information about how your personal data is processed and shared

To exercise any of these rights, contact me at: [email protected] or 1-631-579-0664

I will respond to verified requests within 30 days.

8. Data Security

I implement reasonable technical and organizational security measures to protect your personal information including encrypted data transmission, access controls, and secure credential management. No data transmission or storage system is 100% secure. In the event of a data breach affecting your personal information, I will notify you as required by applicable law.

9. AI-Generated Content Disclosure

My website and marketing systems use artificial intelligence tools to generate content including chatbot responses, email sequences, and video content. AI chatbot interactions are conducted by an automated system — personal follow-up from me (a licensed real estate agent) will follow. All AI-generated content is reviewed before publication. AI systems do not provide legal, financial, or binding real estate advice.

10. Children's Privacy

My services are not directed to individuals under the age of 18. I do not knowingly collect personal information from minors. If you believe I have inadvertently collected information from a minor, please contact me immediately and I will delete it promptly.

11. Changes to This Policy

I may update this Privacy Policy periodically to reflect changes in my practices or legal requirements. I will notify you of material changes by posting the updated policy with a new effective date. Continued use of my websites after the effective date constitutes acceptance of the updated policy.

12. Contact Information