Privacy Policy — Aria by ExtraDay, LLC

1. Introduction

ExtraDay, LLC ("Company," "we," "us," or "our") operates the Aria platform, including the website at hirearia.ai, the WhatsApp-based AI assistant ("Aria"), the agent dashboard, and all related services (collectively, the "Service").

This Privacy Policy describes how we collect, use, store, and protect information when you use the Service. By using the Service, you consent to the practices described in this policy.

2. Information We Collect

2.1 Agent Information (Provided by You)

When you sign up and use Aria, we collect:

Identity Information: Full name, email address, phone number.
Professional Information: Brokerage name, real estate license number, IDX website URL.
Branding Assets: Professional headshot, brokerage logo.
Payment Information: Billing details processed through Stripe (we do not store credit card numbers).
Account Preferences: Language preference, notification settings.

2.2 Client/Contact Information (Managed by You)

As a CRM tool, Aria stores contact information that you, the agent, provide about your clients:

Client names, email addresses, and phone numbers.
Property preferences and search criteria.
Notes, tags, and status labels you assign to contacts.
Communication history (messages sent through Aria, listing emails sent).

Important: You are the data controller for your client data. You are responsible for obtaining any necessary consents from your clients before storing their information in Aria and for complying with applicable privacy laws when communicating with them.

2.3 Automatically Collected Information

WhatsApp Messages: Messages you send to Aria via WhatsApp are processed to provide the Service (e.g., interpreting commands, transcribing voice messages).
Usage Data: Features used, search queries, number of contacts managed, emails sent.
Website Analytics: IP address, browser type, pages visited, referring URLs. Collected via standard analytics tools.
Email Engagement: Open rates and click-through rates for emails sent through the Service, used to provide performance reporting.

3. How We Use Your Information

Purpose	Data Used
Provide the Service	All categories — to operate Aria, manage contacts, search listings, send emails, and deliver alerts.
AI Processing	WhatsApp messages and voice transcriptions are processed by AI models (OpenAI) to understand your commands and generate responses.
Email Delivery	Agent branding, client email addresses, and listing data are used to send branded property emails on your behalf via Resend.
Billing	Payment information is processed by Stripe to manage your subscription.
Product Improvement	Aggregated, anonymized usage data to improve features and performance.
Support & Communication	Contact information to respond to inquiries and send service-related notifications.

4. Third-Party Services & Data Sharing

We share data with third parties only as necessary to provide the Service. We do not sell your personal information.

Service Provider	Purpose	Data Shared
WhatsApp / Meta	Messaging platform	Messages sent/received via WhatsApp
OpenAI	AI language processing	Message content for command interpretation and response generation
Resend	Email delivery	Recipient email addresses, email content
Stripe	Payment processing	Billing information
IDX/MLS Providers	Listing data	Search queries (no personal data shared)
Render	Cloud hosting	Application data stored on secure infrastructure

We may also disclose information if required by law, court order, or regulatory request, or to protect the rights, safety, or property of ExtraDay, LLC or others.

5. AI & Data Processing

Messages you send to Aria are processed by AI models to provide the Service. Regarding AI processing:

Your messages are sent to OpenAI's API for processing. OpenAI's data usage policies apply; as of our integration, API data is not used to train OpenAI's models.
We do not use your client data or message history to train our own AI models.
Voice messages are transcribed to text for processing and the transcriptions are stored as part of your conversation history.
AI-generated responses may be logged for quality assurance and debugging purposes.

6. Data Storage & Security

Storage: Your data is stored on secure cloud infrastructure (Render/PostgreSQL) located in the United States.
Encryption: Data is encrypted in transit (TLS/HTTPS) and at rest where supported by our infrastructure providers.
Access Controls: Access to production data is restricted to authorized personnel only.
Retention: We retain your data for as long as your account is active plus 30 days after termination. You may request earlier deletion by contacting us.

While we implement reasonable security measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

7. Your Rights

You have the following rights regarding your data:

Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your data (subject to legal retention requirements).
Data Export: Request an export of your contact data in a standard format.
Opt-Out: Unsubscribe from marketing emails at any time.

To exercise any of these rights, contact us at hello@hirearia.ai. We will respond within 30 days.

8. Cookies & Tracking

Our website uses:

Essential cookies: For basic website functionality and session management.
Analytics: To understand how visitors interact with our site (page views, referral sources).
Meta Pixel: For advertising attribution and conversion tracking on our marketing pages.

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

9. Email Communications

From us to you: We may send you service-related emails (account updates, billing, feature announcements). You can opt out of non-essential emails.

From you to your clients (via Aria): All client-facing emails sent through Aria include an unsubscribe link. When a client unsubscribes, their email is marked accordingly and no further emails will be sent to them through the Service.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a minor, please contact us immediately.

11. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

Know what personal information we collect and how it is used.
Request deletion of your personal information.
Opt out of the sale of personal information. We do not sell personal information.
Not be discriminated against for exercising your privacy rights.

To exercise your CCPA rights, contact us at hello@hirearia.ai.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our website. The "Effective Date" at the top of this page reflects when the policy was last updated.

13. Contact Us

For questions or concerns about this Privacy Policy or our data practices, contact us at:

ExtraDay, LLC
Email: hello@hirearia.ai
Website: hirearia.ai