What we keep, why, and for how long
This policy covers algobirddog.com and the client portal. The portal is a Virtual Office Website under the North Texas MLS rules, and some of what we keep is kept because those rules require it.
§1What we collect
Public pages. Server logs (IP address, pages requested, browser) kept for security. No analytics scripts, no advertising cookies. If you use the Engage form we keep your name, email, telephone if given, and your message.
Client portal. For each registrant: name, email address, user name and a record of the current password (encrypted), the date the advisory agreement was signed, the cohorts on the account, the date and version of the Terms of Use accepted, and an audit trail of sign-ins, pages viewed and files downloaded. A session cookie and a CSRF cookie are required for the portal to work; there are no others.
§2Why
To provide the service you engaged the broker for; to meet the record-keeping the MLS rules impose on a Virtual Office Website (a record of each registrant's name, email, user name and current password, and an audit trail of activity, which the MLS may request when investigating a suspected breach of its rules); to protect the MLS data from scraping and misuse; and to reach you about your account.
§3Who sees it
The broker and the systems that run the site (the hosting provider and the email delivery provider). The MLS, on request, as described above. Nobody else: the information is not sold, rented or shared for marketing.
§4How long
Registrant records are kept for at least 180 days after a password's expiry, as the MLS rules require, then deleted. Audit trails are kept for two years. Engage-form messages are kept until handled and for a reasonable period after. Server logs rotate within weeks.
§5Your choices
You may ask what we hold about you, correct it, or close your account by writing to contact@algobirddog.com. Closing the account ends access at once; the MLS-required records are then retained for the period above and deleted.
§6Security
Transport is encrypted (HTTPS). Passwords are hashed for sign-in; the separate MLS-required password record is encrypted with a key held only on the server. Access to MLS data is limited to registrants in a written brokerage relationship, is rate-limited, and is logged.
§7Contact
Algo Bird Dog Analytics · Kerry Thornhill, Broker · 539 W Commerce St, Ste 3352, Dallas, TX 75208 · contact@algobirddog.com