Privacy Policy

1. Overview

DealDecks (“DealDecks,” “we,” “our,” or “us”) operates the DealDecks platform at dealdecks.io (the “Service”). This Privacy Policy explains what information we collect, how we use it, and your rights with respect to that information. By using the Service you agree to the practices described here.

2. Information We Collect

2.1 Account & Profile Information

When you create an account we collect your name, email address, company name, and a password. You may optionally provide a profile photo and job title.

2.2 Business Data You Enter

DealDecks is a deal management platform. You may enter contact records, deal details, notes, tasks, commission information, documents, and communication logs. This data belongs to you and is processed solely to deliver the Service.

2.3 Phone Numbers & SMS Consent

When you or your contacts provide a phone number through the Service, that number may be used to send SMS and text messages as part of deal communications, appointment reminders, document requests, and transactional notifications related to an active deal.

Consent to receive SMS is never required. Opting in to SMS messages from DealDecks is not a condition of creating an account, purchasing or maintaining a subscription, or using any feature of the Service. You may use DealDecks fully — including creating deals, managing contacts, and collaborating with your team — without ever opting in to SMS. Account creation and onboarding do not collect a mobile phone number for messaging purposes.

How consent is obtained. Phone numbers are enrolled in the SMS program only through an affirmative opt-in (an unchecked checkbox the user must actively select) at dealdecks.io/sms-opt-in or through an equivalent in-product opt-in screen. Consent is documented within the platform including timestamp, IP address, and the exact disclosure language presented.

Opt-out. Recipients can opt out at any time by replying STOP to any SMS message. We immediately honor all opt-out requests and will not send further messages to that number. Replies of HELP return contact information for support.

No sale or sharing of phone numbers. We do not sell, rent, share, or trade phone numbers or any other personal information to or with third parties for their own marketing or solicitation purposes. Phone numbers are never shared with third-party marketers.

2.4 Usage & Technical Data

We automatically collect log data such as your IP address, browser type, pages visited, and timestamps. We use cookies and similar technologies to maintain sessions and improve the Service. You can disable cookies in your browser settings; some features may not function without them.

2.5 Payment Information

Billing is handled by our payment processor (Stripe). We store only the last four digits of your card number and expiration date. Full payment card data is never stored on our servers.

2.6 AI-Processed Content

If your organization enables AI features, certain deal content — including deal titles, stage history, notes, activity logs, contact names, and other text you enter into a deal — is transmitted to our AI sub-processor, Anthropic, PBC, to generate AI-assisted summaries (such as deal briefings). Anthropic processes this data under their Commercial Terms of Service and does not use API-submitted content to train their models. Generated output is returned to DealDecks and stored alongside the deal.

AI features are off by default for Free and Starter plans and can be toggled on or off at any time by an organization owner or admin under Settings → Integrations → AI features. When AI features are disabled, no deal content is transmitted to Anthropic.

We do not transmit payment data, passwords, phone numbers, or email addresses to Anthropic. Sensitive financial figures (e.g., deal value, commission) may appear in briefings if they are referenced in the deal's notes or activity log.

3. How We Use Your Information

• Provide, maintain, and improve the Service
• Send transactional and operational SMS messages you or your contacts have consented to receive
• Send service emails such as account confirmations, team invitations, and billing receipts
• Respond to support requests
• Detect and prevent fraud, abuse, or security incidents
• Comply with legal obligations

We do not use your data to send unsolicited marketing messages, and we do not use it to build advertising profiles or sell to data brokers.

4. SMS Messaging Program Details

DealDecks sends the following categories of SMS messages through the Service:

• Transaction notifications — status updates on an active deal (e.g., “Your document has been signed”)
• Appointment reminders — scheduled showing or meeting reminders
• Document requests — prompts to review or sign a document in a deal room
• Team alerts — internal notifications to team members about deal activity

Message frequency depends on your deal activity. Standard message and data rates from your carrier may apply. For help, email support@dealdecks.io or reply HELP to any message.

5. Sharing of Information

We share personal information only in the following limited circumstances:

• Service providers. We use third-party vendors (e.g., Supabase for database hosting, Twilio for SMS delivery, Stripe for payments, Postmark for email, and Anthropic for AI features when enabled) who process data on our behalf under contractual data protection terms. These providers are prohibited from using your data for any purpose other than providing services to DealDecks, and none of them use your data to train AI or machine-learning models.
• Your organization. Data you enter is visible to members of your DealDecks organization according to the role permissions you configure.
• Legal requirements. We may disclose information if required by law, subpoena, or other legal process, or to protect the rights or safety of DealDecks, our users, or others.
• Business transfer. If DealDecks is acquired or merged, your information may transfer to the successor entity, which will be bound by this Privacy Policy.

We do not sell personal information. We do not share phone numbers or contact data with third-party advertisers or data brokers.

6. Data Retention

We retain your account data for as long as your account is active. If you close your account, we delete or anonymize your personal data within 90 days, except where we are required to retain it for legal or financial record-keeping purposes (typically up to 7 years for billing records).

Phone numbers and SMS consent records are retained for the duration of the associated contact relationship and for 3 years thereafter to document consent in compliance with applicable telecommunications regulations.

7. Security

We use industry-standard safeguards including TLS encryption in transit, encrypted storage at rest, access controls, and regular security reviews. No method of transmission or storage is 100% secure; you use the Service at your own risk and should use a strong, unique password.

8. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to legal retention obligations)
• Object to or restrict certain processing
• Receive a portable copy of your data
• Opt out of marketing communications at any time

To exercise any of these rights, email us at privacy@dealdecks.io. We will respond within 30 days.

9. Children's Privacy

The Service is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, contact us immediately and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or by posting a prominent notice in the Service at least 14 days before the change takes effect. Continued use of the Service after the effective date constitutes acceptance of the revised policy.

11. Contact Us

Questions or concerns about this Privacy Policy: