Privacy Policy

Better Listing Media LLC (“Better Listing Media,” “we,” “us”) operates the Better Listing Media platform at betterlistingmedia.com and its subdomains (the “Platform”). The Platform combines three things: a marketplace where real-estate agents find and book photographers, an AI media-editing studio, and white-label delivery tools (branded storefronts, booking pages, and client galleries). This Privacy Policy explains what information we collect across all of that, how we use it, who we share it with, how long we keep it, and the rights you have.

By using the Platform you acknowledge this Policy and our Terms of Service. This Policy does not apply to the independent practices of the photographers, agents, or brokerages who use the Platform; when they collect information directly from their own clients through our tools, they act as an independent controller (see Section 8).

1. Information we collect

1.1 Account & profile

When you create an account we collect your name, email address, and password (stored hashed by our authentication provider). Depending on how you use the Platform we also collect optional profile details you provide: phone number, company, job title, whether you are an agent or a photographer, time zone, bio, avatar, and marketing/team settings.

1.2 Business & storefront details you publish

If you set up a storefront or public profile, we collect the business information you enter — company and legal name, contact and booking email, phone, postal address, service-area location, social-media links, logo and brand imagery, packages, pricing, and coupons. Content you mark public (your storefront, portfolio images, and profile) is published to anyone who visits your store.

1.3 Booking & customer data

When a booking is made through a storefront or booking page, we process the details entered to complete it: the customer's name, email, and phone; the property address; property details (square footage, beds/baths, occupancy); the requested date and time; and any on-site access instructions, including lockbox or access codes, that the booker chooses to provide. This information is used to fulfill the booking and is shared with the photographer being booked and the payment processor handling the charge.

1.4 Photos & media you upload

The Platform stores media you upload. Storefront and profile assets (logos, hero and portfolio images) are stored in object storage and served publicly as part of your store. Source photos you submit for editing, and the finished deliverables, are stored in encrypted object storage. Property media may contain identifiable people, house numbers, signage, or vehicles; you are responsible for the rights and consents needed to upload it (see our Media Licensing Policy). Embedded EXIF metadata (camera model, timestamp, GPS coordinates if present) travels with a file unless you strip it before upload; we do not strip it automatically.

1.5 AI headshots & biometric data

If you use an AI headshot feature, you upload photographs of a face to generate portraits. Facial images are biometric information under laws such as the Illinois BIPA and Texas CUBI. We collect and process them only with your explicit consent, only to generate the headshots you request, and we delete the source and derived facial data on the schedule described in Section 7. We do not sell biometric data or use it to train models.

1.6 Payment information

For your own subscriptions, credits, and (when available) editing purchases, payment is handled by our payment processor; we receive a token and limited card details (brand, last four, expiry) but never full card numbers. For marketplace bookings the photographer is the merchant of record: the charge runs on the photographer's own connected processor account, and we receive order metadata (amount, customer email, property, description, receipt link) but not card data. See Section 6.

1.7 Sales inquiries & newsletter

If you contact sales, we collect the name, email, company, role, volume, and message you submit. If you subscribe to our newsletter, we collect your email address. Marketing email is consent-based and every message includes an unsubscribe link (Section 11).

1.8 Calendar & integrations

If you connect a calendar, we store an authorization token and sync event data (titles, times, locations) to manage availability. You can disconnect at any time, which revokes our access.

1.9 Location & maps data

To power address autocomplete, service-area maps, travel-fee calculations, and shoot-day weather, we send property addresses and the coordinates derived from them to mapping and weather providers (Section 4).

1.10 Reviews

Reviews shown on the Platform are verified from completed bookings or pulled from a connected Google Business Profile. When you connect Google reviews, we retrieve public review content — including the reviewer's display name, rating, and text — from Google and display it on your store.

1.11 Usage, device & consent records

We collect routine operational data: IP address, browser and device type, pages and features used, timestamps, and error logs. When you accept our Terms and this Policy at signup, we record the versions you accepted together with the date, your IP address, and your browser user-agent, as evidence of your agreement.

2. How we use information

We use the information above only as needed to:

• operate the marketplace — publishing storefronts, matching agents with photographers, and processing bookings;
• deliver editing and media services — uploading, processing, storing, and serving your media;
• process payments, subscriptions, credits, deposits, and platform fees;
• provide white-label storefronts, booking pages, and client-delivery galleries;
• send transactional messages (receipts, booking and delivery notifications, verification, support replies, billing alerts) and, with consent, our newsletter;
• maintain security, detect abuse and fraud, enforce our Terms, and keep records required by law;
• improve product quality using aggregated, de-identified metrics — never your identifiable media.

We do not sell your personal information, we do not share it for cross-context behavioral advertising, and we do not show third-party advertising on the Platform.

3. AI processing of your content

Editing your photos and generating AI-assisted text (such as listing descriptions, market reports, or marketing copy) requires transmitting the relevant content to specialized AI infrastructure — including third-party AI providers we engage as processors under written agreements that prohibit them from retaining your content, using it to train their models, or transferring it to anyone else. The AI providers we use are identified by name in the sub-processor list in Section 5.

We transmit only the content needed to perform the task you requested (the image, or the property facts and text for a copy tool). We do not transmit your password, billing data, or your end clients' contact records to AI providers. We do not use your source media or finished outputs to train, fine-tune, or build datasets for any AI model, and we do not permit our providers to do so. The specific models, versions, prompts, and pipeline configurations we use are our trade secret and are not published; the categories of provider are disclosed in Section 5.

4. Payments & the marketplace

For products we sell you directly (subscriptions, credits, and editing), we are the merchant and our payment processor handles the transaction. For a marketplace booking, the photographer is the merchant of record: we connect the photographer's own payment-processor account and place the charge on it, collecting only a platform fee. We are not in possession of those funds. The customer's booking details and contact information are shared with that photographer to fulfill the shoot, and with the processor to complete the charge. The photographer's own handling of that information is governed by the photographer's practices, not this Policy (see Section 8).

5. Service providers & sub-processors

We rely on a limited set of vendors who process data on our behalf to run the Platform. Each is bound by contractual terms limiting them to operating the service for us. A vendor marked “as used” below receives data only when you use the corresponding feature (or, for features still being enabled, once that feature launches) — we list them now so this disclosure is complete. We do not transfer your data to any other party except as required by law, to enforce our Terms, or as needed by these providers to deliver the service.

We update this list as our vendors change. Enterprise customers requiring a data-processing agreement can request one at privacy@betterlistingmedia.com.

6. White-label pages & client data

If you use white-label storefronts, booking pages, or client-delivery galleries, your end client's browser receives a page carrying your branding. We log basic access data (timestamp, IP, referrer) for security and abuse prevention. When a client submits a booking through your page, that request — including the property and contact details described in Section 1.3 — is captured to complete the transaction and shared with you.

You are the controller of your end-client information collected through your white-label and booking pages; we act as your processor for that data. You are responsible for having your own privacy notice where the law requires one.

7. Data retention & deletion

Default retention windows:

• Source photos & AI intermediate files: deleted 30 days after a job is delivered
• Final delivered media: deleted 90 days after delivery
• Facial/biometric images (AI headshots): source and derived facial data deleted within 30 days of generating your set, or sooner on request
• Account & storefront records: retained while the account is active; deleted within 90 days of account closure
• Booking & order records: retained as needed to service the transaction and meet tax/accounting obligations
• Billing records: retained up to 7 years as required by US tax/accounting rules
• Support & sales communications: retained up to 3 years
• Consent records (Terms acceptance): retained for the life of the account as legal evidence

You can request deletion of your account and stored data at any time by emailing privacy@betterlistingmedia.com. We will delete or de-identify your data except records we are required to keep by law. Backup copies may persist for a limited period before rotation.

8. Roles: controller & processor

We are the controller of the data we collect to run our business (your account, billing, sales, newsletter, and security data). We are a processor for the end-client data you collect through your white-label and booking pages, and for the media you send us to edit — we act on your instructions for that content. Photographers and agents are independent controllers of their own client relationships.

9. Your rights

9.1 United States

Depending on your state (including California, Colorado, Virginia, Connecticut, Texas, and Utah), you may have the right to know what personal information we hold, request a copy, request deletion, correct inaccuracies, and opt out of “sale” or “sharing” for targeted advertising. We do not sell personal information and we do not engage in targeted advertising. Where we process biometric data, we do so only with your consent and you may withdraw it at any time.

9.2 European Economic Area & United Kingdom

You have the rights of access, rectification, erasure, restriction, portability, and objection under the GDPR / UK GDPR. Our lawful bases are: performance of a contract (delivering the service you purchased), legitimate interests (security, fraud and abuse prevention, and product improvement), consent (marketing email and biometric processing), and compliance with legal obligations.

9.3 Exercising your rights

Email privacy@betterlistingmedia.com with the subject line “Privacy request.” We respond within the time required by applicable law (generally within 30–45 days) and will not discriminate against you for exercising a right.

10. Security

We use industry-standard safeguards: TLS in transit, encryption at rest, hashed passwords, row-level access controls on our database, service-role isolation for secrets (payment and calendar tokens are never exposed to the browser), signed short-lived download URLs, and access logging for sensitive operations. No system is perfectly secure; if we become aware of a breach affecting your personal data we will notify you and regulators as required by law without undue delay.

11. Marketing email & cookies

Marketing email (our newsletter) is sent only to addresses that opted in, identifies us as the sender, and includes an unsubscribe link in every message; unsubscribing takes effect promptly. Transactional messages necessary to operate your account are not marketing and may still be sent.

We use a small number of first-party cookies: an authentication/session cookie, a CSRF-protection cookie, a cookie remembering whether you browse as an agent or photographer, and a cookie marking demo sessions. We do not use third-party advertising or cross-site tracking cookies, and we do not run third-party analytics or ad pixels.

12. Children

The Platform is not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child has given us information, email privacy@betterlistingmedia.com and we will delete it.

13. International transfers

We and our providers are located primarily in the United States. If you use the Platform from outside the US, you understand your information will be transferred to and processed in the US and other countries where our providers operate, under appropriate safeguards where required.

14. Changes to this Policy

We may update this Policy as the Platform evolves. The effective date above indicates the latest revision. Material changes will be communicated by email or in-product notice at least 14 days before they take effect, and — where the change materially affects the Terms or this Policy — existing users may be asked to re-accept.

15. Contact

For privacy questions, requests, or complaints: