Who we are and what this covers
Totum AI provides Totum, a workspace for real estate professionals. This notice describes information handled through our website, accounts and enabled workspaces. An agent or brokerage may separately decide what client and prospect information to enter and may have its own privacy obligations to those people.
Questions and privacy requests may be sent to leydacelekli@hmproperties.com.
Information we handle
Depending on the features an agent uses, information may include their name, email address, professional and brokerage profile, authentication and session details, and connection status. Session records can include an IP address and browser or device information. A workspace may hold contacts, relationship notes, inquiries, property and transaction records, documents and files, calendar-related work, prompts, drafts, approvals, consent evidence and action receipts. We also keep operational and security records needed to run and troubleshoot the service.
Information may come from the agent, other authorized workspace members, people who submit an inquiry through an enabled experience, a service the agent chooses to connect, or the operation of Totum itself. Availability of a feature does not mean every category is collected in every workspace.
Connected Google services
Gmail, saved Google Contacts and Google Calendar are separate connections. Each requests its own permissions during connection; connecting one does not grant the others. The Gmail reading feature requires the Gmail read-only permission. It can read message sender and recipients, subject, snippet, received date, and a selected message body or thread. It does not read attachments through this feature. An enabled inbox workflow may retain message identifiers, classification and encrypted, bounded evidence such as sender, subject, snippet and extracted lead facts. It does not store the full message body, thread or attachments in that inbox record. Mailbox access alone does not authorize sending from the Gmail account.
A separate Google Contacts read-only connection can show a bounded page of saved contacts for review: a source identifier, display name, one email address and one phone number where available. A person becomes a Totum contact only when an authorized workspace member chooses to import them. Connecting the address book does not import everyone, subscribe anyone to marketing or establish texting consent.
A separate read-only Google Calendar connection can show permitted events, including title, start and end times, location, busy status and a vetted event link. This read view omits descriptions and attendees. Events may be briefly cached to display the view; a user-created calendar item or related workspace record has its own lifecycle. The permissions and data available to Totum depend on the connection actually granted and the feature enabled for that workspace.
How information is used
We use information to operate and secure the account and workspace, display and reconcile records, prepare requested analyses and reviewable drafts, maintain enabled connections, perform actions the agent authorizes, keep approval and outcome evidence, provide support, and respond to requests. Drafts and suggestions are not delivered messages, bookings, publications or signed documents. Enabled external actions have separate approval, permission and policy checks.
An enabled AI feature may send the information needed for its specific task to an admitted AI service. For example, a mailbox classification may use a subject and bounded snippet. Do not put information in Totum that you lack permission to use, including restricted client, form, photo or MLS material.
Service providers and other recipients
Providing an enabled feature can involve hosting and database or file storage services, account-email delivery, connected-account authorization, AI processing, electronic-signature delivery and payment processing. An authorized action may also transmit information to the service or recipient selected by the agent. These categories depend on which features are actually configured and used. Authorized members of the same workspace may see its shared records; private records remain subject to their own access controls.
We may disclose information when required by law or to protect the service and its users. A connected provider may independently handle information under the permissions and terms shown in its connection or transaction flow.
Connections, requests and retention
Agents can review the connections and records available in their workspace and use the controls offered there to correct or remove supported items. Disconnecting a provider stops future retrieval when revocation succeeds; it does not automatically delete information already imported into a workspace or undo a message or document already delivered elsewhere.
We retain information for as long as needed to provide the enabled service, maintain security and recovery records, resolve requests or disputes, and meet applicable obligations. Different records can have different lifecycles; copies held in backups or by recipients may follow separate timelines. To request access, correction, an available export, deletion or account closure assistance, email leydacelekli@hmproperties.com. We will verify the request and explain what we can provide or remove and any applicable exception. A download is a snapshot of the information it covers, not a guarantee that every record or third-party copy is included.
Security, children and changes
We use access controls and other technical and organizational measures to protect service information. No service can promise absolute security. Totum is intended for real estate professionals, not children. If you believe a child has provided information, contact us at leydacelekli@hmproperties.com.
This notice is effective September 30, 2026. Its version appears at the top of this page. Material changes will be presented through the service or another appropriate notice before they take effect.