Not legal advice. Rules differ by state, MLS and brokerage, and they change. Ask your broker or an attorney before relying on this.
Six Questions for Any Tool
- Training: is my data used to train models, and can I turn it off?
- Retention: how long is it kept after I delete it or leave?
- Access: which staff and subcontractors can see it?
- Location: where is it stored?
- Export: can I get everything out in a usable format?
- Breach: how and when will I be told?
Good Habits
- Remove names and account numbers before pasting, where the task allows it.
- Use one approved tool rather than many free accounts.
- Do not connect an inbox unless you need to, and check what the permission covers.
- Review old connected apps every few months.
Recording Calls
Federal law and many states allow recording with one party's consent, but several states require everyone on the call to agree. An AI notetaker counts as recording, so announce it at the start. See meeting note tools.
Teams and Brokerages
Write a one-page policy: approved tools, what data may go in, who reviews output and how clients are told. See our page for brokers.
Common Questions
What Should I Never Paste into an AI Tool?
As a default, leave out Social Security numbers, bank details, loan documents, and anything a client gave you in confidence, unless your brokerage has approved that tool and plan.
Do I Need to Tell Clients I Use AI?
Rules vary, but telling clients is often the sensible choice, especially when you record calls or use a bot to reply.
Last updated November 6, 2026. Source: Our own checklist; read each vendor's current terms.