Grotto Tour Privacy Policy

Who Uses Grotto Tour

Grotto Tour is a workplace app for leasing and property teams. Accounts are created by Grotto, your employer, or another organization that gives you access to the app. If you use the app through your employer, your employer may also control some account, device, and tour data under its own policies and its agreement with Grotto.

For tour, prospect, and property data, Grotto generally processes information to provide the service to that employer or customer. Grotto also uses account, app, device, security, support, and diagnostics information to operate, secure, support, and improve Grotto Tour.

Information We Collect

• Account information, such as your name, email address, user ID, role, authentication status, and assigned properties or buildings.
• Tour information, such as tour recordings, local recording metadata, selected building, selected prospect or tour, tour date and duration, transcripts, summaries, coaching outputs, related follow-up information, notification content, and notification interactions.
• Prospect information that you or connected customer systems provide, such as prospect name, phone number, email address, tour details, preferences, renter profile information, prior communications, CRM or property-management identifiers, and the prospect voice captured in a recording.
• Device and app information, such as Android ID or other app/device identifiers used for app operation or debugging, mobile push token, app version, build version, update identifiers, device model, operating system, selected audio device, Bluetooth audio device identifiers, and Bluetooth microphone connection status.
• Diagnostics and logs, such as crash reports, error logs, app/build/update identifiers, pseudonymous user or device identifiers, upload status, recording state, selected audio device state, notification interactions, short transcript previews, and troubleshooting context.

Microphone And Recording

Grotto Tour uses the microphone to record tours that a user starts with an in-app recording button or a supported user-initiated hardware button. The recording may capture the voices of the leasing agent, prospects, and other people nearby. Users and their organizations are responsible for providing any notice and obtaining any consent required before recording a tour.

The Google Play version of Grotto Tour uses the microphone only when you choose to start a tour recording. It does not use wake-word listening. It does not use always-on background microphone listening. It does not use automatic tour detection. Because automatic tour detection is disabled in the Google Play version, Play users do not generate diagnostic audio clips from that feature.

How We Use Information

• Create and manage accounts, authenticate users, sync app data, protect the service from abuse, investigate bugs or crashes, and help customers operate Grotto Tour.
• Record, upload, store, transcribe, analyze, and organize tour recordings.
• Create coaching, summaries, reminders, notifications, and follow-up workflows for leasing teams.
• Register devices, deliver push notifications, and troubleshoot app or device issues.
• Where permitted by customer agreements and applicable law, use recordings, transcript excerpts, and diagnostic data to improve reliability, product quality, model performance, and the accuracy of tour analysis.
• Comply with legal, security, and contractual obligations.

We do not sell personal information and we do not use Grotto Tour data for third-party advertising.

How We Share Information

We share information with service providers that help us operate Grotto Tour, including cloud hosting and storage providers, transcription and AI processing providers, crash reporting and diagnostics providers, push notification providers, app update providers, email and messaging providers, customer support providers, and customer CRM or property-management systems used for the relevant customer workflow.

We may share information with your employer or the organization that provides your account, including tour records, coaching outputs, account status, and device registration information. We may also disclose information if required by law, to protect rights and safety, or as part of a corporate transaction.

Retention And Deletion

We retain account, tour, prospect, transcript, coaching, device, and diagnostic information for as long as needed to provide the service, support customers, meet legal or contractual obligations, and resolve disputes. Retention may depend on the customer agreement, employer instructions, product settings, and the type of data.

If you use Grotto Tour through your employer or interact with a property team using Grotto Tour, please send access, correction, deletion, or export requests to that employer, property manager, or account administrator first. They may coordinate with Grotto by contacting support@grotto.ai.

Security

We use technical and organizational safeguards designed to protect personal information, including transport encryption, access controls, cloud provider security controls, and monitoring for reliability and abuse. No method of transmission or storage is completely secure.

Your Choices

• You can choose when to start and stop recordings using in-app controls and supported user-initiated hardware controls.
• You can disable push notifications in your device settings.
• You can contact your employer, property manager, or account administrator about access, deletion, and account questions.

Children

Grotto Tour is a workplace application and is not directed to children.

Changes

We may update this Privacy Policy from time to time. When we do, we will update the effective date above. Material changes may also be communicated through the app, by email, or through your employer or account administrator.