Version 1.2 · Last updated October 16, 2026 · Effective on publication
Privacy Policy
Real Estate Mastery Academy LLC (DBA JoinRMACoaching), 1769 Worth Park, Charlottesville, VA 22911 · support@joinrmacoaching.com
The short version
- You tell us a lot, on purpose. RMA is a coaching platform. To coach you it stores your daily check-ins, your wins and bottlenecks in your own words, your production and money figures, your pipeline, and your Academy work. This policy lists all of it.
- Your coaches see it. Other members do not, except what you choose to post in the Huddle, your optional Referral Exchange listing, activity leaderboards you can hide from, and anonymized benchmarks that never identify you.
- A short list of providers helps us run the Platform: Oikos United LLC (builds and hosts it, and runs Oikos Books, RMA's accounting ledger), Stripe (payments), Anthropic (AI drafting), Cloudflare (files, video, site, and a backup copy of the database), Daily.co (calls and recordings), and Resend (email). Every one is listed in Section 5 with what it receives.
- AI features send specific member data to Anthropic when a coach, staff member, or you invokes them. Section 6 says exactly what each feature sends. Anthropic does not train on it under its API terms, and neither do we.
- We do not sell your data, we run no advertising or analytics trackers, and we send no marketing to anyone who has not asked for it.
- You can export your data any time, and you can ask us to delete your account. Section 9 says how long we keep things.
1. Who we are and what this covers
This policy explains how Real Estate Mastery Academy LLC ("RMA," "we," "us") collects, uses, shares, and protects personal information when you use the RMA Platform: the member application at app.joinrmacoaching.com, the public site at joinrmacoaching.com, the Huddle, live calls and replays, the Vault, the Academy, the Toolkit money tools, Artifact Studio, and email and push notifications.
RMA decides what data is collected and why. Oikos United LLC (Charlottesville, Virginia) built the Platform and operates it for RMA under a written services and data-processing agreement. Oikos acts only on RMA's instructions, keeps the data on RMA's behalf, and does not use it for its own purposes. Oikos engineers hold administrative access to support and maintain the Platform; that access is logged.
2. Information we collect
2a. Information you give us
| What | Where it comes from | Notes |
|---|---|---|
| Account: full name, email, password (stored only as a secure hash), timezone, tier, role | Signup, Settings, your browser's timezone | Timezone runs your daily check-in clock |
| Billing: Stripe customer and subscription identifiers, tier source | Checkout | Card numbers are collected and stored by Stripe, never by us |
| Daily check-ins: velocity score, production or day-off status, activity counters (conversations, consultations, appointments, agreements, contracts and similar), and your written win and bottleneck | The Daily check-in | Your own words |
| Money tools: Paylog closings (close date, client name, sale price, commission, net to you, lead source, transaction type), Lead Tracker (lead name, phone, email, source, temperature, notes), monthly P&L categories and amounts, Personal Budget and Wealth Portal figures (income, expenses, assets, balances, net worth, survival number), annual net-income goal | Toolkit tier and above | Includes information about your clients and leads; see 2d |
| Academy: proof-of-action submissions (text or link), coach notes and verdicts, enrollment and module progress | The Academy | |
| Community: Huddle posts, replies, reactions, votes, reports you file, House Rules acknowledgment, Referral Exchange posts and claims | The Huddle | Visible to members per Section 7 |
| Referral Exchange listing (opt-in only): headshot, brokerage, state, service area, bio, business email, business phone | Settings | Off by default; visible to other members only while you are opted in |
| Brand kit (Artifact Studio): brokerage, phone, email, website, market, tagline, brand color, logo | Artifact Studio | Used to draft your documents |
| Generated documents and files you save to your Studio library | Artifact Studio | |
| Calls: bookings, attendance, and recordings of calls you join (voice, video, screen, chat) | Calendar and calls | See Section 7 |
| Support: messages you send through in-app support or email | Support | |
| Sponsorship records: if a sponsor pays for your seat, or a lender pays part of your Academy membership through an Academy Co-Pay, the sponsor's name and email, the tier and term (or the co-pay share), your acceptance, and, for lender sponsors, the loan originator's name, NMLS ID and contact details shown in your header and financing box | RMA staff; the sponsor, as described in Section 7 | Lender co-branding is removed when the seat ends |
| Site forms: name, email, phone, brokerage, message, quiz answers, Inner Circle application answers (production figures, team size, lead sources, operational issues), sponsor-interest details, and the page you submitted from | joinrmacoaching.com forms | Delivered to RMA's Operations inbox |
| Referral code use: who referred you and whom you referred | Signup links | Credits program |
2b. Information collected automatically
- Session cookie. A single secure, HTTP-only session cookie keeps you signed in. It carries no tracking identifier. Cancelling it means logging out.
- Activity log. The Platform records actions with a timestamp and your account id, such as signups, logins, password resets, check-ins, directory changes, recording views, sponsorship changes, vault credit events, notification sends, and AI assistant exchanges by staff. This is the audit trail that lets RMA answer "what happened" and protect your account.
- Last seen. The date you last used the Platform, used for the inactive-account rule in Section 9.
- IP address. Used in memory to rate-limit logins and form submissions. It is not stored in our database and is not linked to your account beyond the request.
- Push subscription. If you allow notifications, your browser gives us an encrypted push endpoint so we can deliver pings without email.
- No analytics, advertising, or session-recording trackers. As of this version neither the public site nor the Platform runs Google Analytics, Meta pixels, heatmaps, or any third-party analytics or advertising code. If we ever add one we will list it in Section 5 before it is switched on.
2c. Information from other people about you
- Coaches write notes on your Academy submissions and can send you nudges.
- Other members may mention you in Huddle posts or reply to yours.
- A sponsor may give us your name and email so we can seat you.
2d. Information you enter about other people
The money tools let you record your clients' names and your leads' names, phone numbers, and email addresses. That is your business data. We store it only to run the tools for you, we never contact those people, and we never share it with anyone but you, your coach, and the providers that host the Platform. You are responsible for having the right to record it.
2e. What we do not collect
- No card numbers (Stripe holds them). No Social Security numbers, dates of birth, or government IDs. No precise location. No contacts or files from your device except what you upload. No data from anyone under 18; the Platform is for adults.
3. How we use information
- To run your account, authenticate you, and keep the Platform secure.
- To coach you: to show your check-ins, streaks, numbers, and progress to you and to your assigned coach and RMA staff; to draft nudges and briefs; to run the Sunday Summary and notifications.
- To bill you through Stripe and keep required financial records.
- To run the Huddle, the Referral Exchange, leaderboards, and anonymized benchmarks.
- To deliver the Academy, the Vault (including credit and unlock timing), calls, and replays.
- To draft documents in Artifact Studio when you ask.
- To respond to support and site inquiries.
- To send the notifications described in the Terms; you control coaching notifications in Settings.
- To detect abuse, enforce the Terms and Community Guidelines, and comply with law.
- Not to sell your data, to advertise to you on other sites, to build profiles for third parties, or to train AI models.
Legal bases (for anyone to whom the GDPR or UK GDPR applies): performance of our contract with you; our legitimate interests in security, fraud prevention, and running a coaching program; your consent for optional features (the Referral Exchange listing, push notifications, call recording, Artifact Studio); and compliance with legal obligations.
4. Who inside RMA sees what
| Data | You | Your coach and RMA staff | Other members | Sponsor (if any) |
|---|---|---|---|---|
| Check-in scores, wins, bottlenecks | Yes | Yes | No (except a win you choose to share to the Huddle) | No |
| Money tools, goals, your own pipeline figure | Yes | Yes | Never | Never |
| Academy submissions and coach notes | Yes | Yes | No | No |
| Huddle posts and replies | Yes | Yes | Yes, members of that space | No |
| Referral Exchange listing | Yes | Yes | Only while opted in | No |
| Activity leaderboards | Yes | Yes | Yes unless you hide yourself | No |
| Benchmarks | Aggregated only | Aggregated only | Aggregated only, minimum ten members per bucket | No |
| Call recordings | Calls you could attend | Yes | Members entitled to that call | No |
| Name, engagement in general terms (checking in, completing modules) | Yes | Yes | No | Yes, for a sponsored seat; never for an Academy Co-Pay |
| Academy Co-Pay, if a lender pays part of your Academy: your name, the email the lender entered, its share, the status, and the dates | Yes | Yes | No | The lender paying it sees these items only, never why a co-pay ended |
| Pod-level totals, lender-sponsored seats only: sponsored members active, check-in rate, active listings, agreements signed this month, pipeline volume | Yes | Yes | No | Pod totals only, never your own figure, and only while five or more members are active |
RMA staff includes the founders, coaches, and the support mailbox. Access is by role: coaches see the members assigned to them; administrators see all members. Oikos United LLC engineers have logged administrative access to maintain the Platform.
5. Service providers (sub-processors)
We share personal information only with providers that help us run the Platform, each under terms that restrict use to providing the service to us.
| Provider | What it does | What it receives |
|---|---|---|
| Oikos United LLC (Charlottesville, VA) | Builds, hosts, and maintains the Platform; runs the database on Render (Ohio, USA) | All Platform data, as our processor |
| Render (via Oikos) | Application and database hosting, daily database backups | All Platform data at rest and in transit |
| Oikos Books (via Oikos, hosted on Render) | RMA's accounting ledger; receives each payment, refund, card fee and payout | The amount, date, product line and Stripe invoice number of each transaction; no name, email, or card details |
| Stripe | Checkout, subscription billing, receipts, the billing portal | Name, email, card and billing details (held by Stripe), subscription status; Stripe's privacy policy at stripe.com/privacy |
| Anthropic (Claude API, on RMA's own account) | Drafts coaching briefs, nudges, roster answers, Weekly Win briefings, help articles, and Artifact Studio documents | Exactly what Section 6 lists, only when invoked |
| Cloudflare | Hosts the public site; stores uploaded files (headshots, logos, Studio library, Vault packets) in R2; streams Academy video with signed playback; DNS and network security; holds one daily backup copy of the Platform database in a separate R2 bucket used only for backups | Uploaded files, technical connection data, and a daily copy of the Platform database (all Platform data) |
| Daily.co (RMA's own account) | Runs live call rooms and stores call recordings | Your name in the room, your audio, video, screen share, and chat while on a call; the recording |
| Resend | Sends Platform email | Your email address and the message content |
| Browser push services (Apple, Google, Mozilla) | Deliver push notifications you allowed | An encrypted notification payload |
We may also disclose information to comply with law or legal process, to protect the rights, safety, or property of RMA, members, or the public, or in a merger, acquisition, or sale of the business, in which case we will notify you and the successor is bound by this policy.
6. AI features: exactly what each one sends
All AI features use Anthropic's Claude API on an API key held by RMA. Nothing is sent unless a person invokes the feature. There is no background AI processing.
| Feature | Who invokes it | What is sent to Anthropic |
|---|---|---|
| Member Story (private coaching brief) | Your coach or RMA staff | Your name, tier, and join date; your last 30 check-ins including scores, status, and your written wins and bottlenecks; your Academy submissions and coach notes; calls attended and missed in the last 30 days; your year-to-date closings count and net income; your pipeline counts. The brief is coach-eyes-only; you never see it and it is never shown to other members. |
| Nudge draft | Your coach | Your first name, today's date, last check-in date, check-ins in the last 30 days, closings year to date, hot-lead count, and your five most recent written wins and bottlenecks. The coach edits before sending. |
| Roster question | RMA staff or your coach (their assigned members only) | For each member in scope: full name, tier, last check-in, 30-day check-in count, closings and net income year to date, lead counts. Plus the question typed. |
| Weekly Win briefing draft | RMA staff | Community-wide totals for the week and the three most-voted Huddle posts with their authors' names. |
| Help article draft | RMA staff | The subject and messages of a resolved support thread; the model is instructed to strip names and personal details from the article it writes. |
| Artifact Studio | You | The template, your brand kit (name, brokerage, phone, email, website, market, tagline, color), and any guidance you type. |
- Under Anthropic's commercial API terms as of this version, Anthropic does not use API inputs or outputs to train its models and retains them only briefly for abuse monitoring. That describes Anthropic's stated practice, not a warranty by RMA.
- RMA does not use your data to train AI models. We keep the generated brief, nudge, briefing, article, or document; we do not keep a separate copy of the prompt beyond the activity log entry.
- If we change what any feature sends, we will update this section before the change takes effect.
- AI output can be wrong. Coaches review every draft. You review every Studio document before you use it.
7. What other members and sponsors can see
- Huddle. Posts and replies are visible to members with access to that space, with your name and, if you turned it on, your brokerage and state flair. Coaches can pin, remove, and see reports. Reports you file are anonymous to the room.
- Referral Exchange listing. Off by default. While opted in, other members can see the listing fields in Section 2a and reach you by the business contact details you listed. There is no download or export of the directory, no page larger than 50 listings, and your listing disappears the moment you opt out.
- Leaderboards show streaks, check-ins, leads, and closings counts, never money, with your name. Hide yourself in Settings.
- Benchmarks show peer figures only as aggregates of at least ten members. No individual value is shown or derivable.
- Recordings. A recording of a group call is available to every member entitled to that call and to RMA staff; a 1:1 recording to its two participants and staff. Replays open through short-lived links and every view is logged. Recordings are stored on RMA's Daily.co account.
- Sponsors receive your name, the tier and dates of your seat, and general engagement (whether you are checking in and completing modules). A lender sponsor under the Lender Partner Program also receives pod-level totals across every member it sponsors, never your individual figures: how many sponsored members are active, the check-in rate, the number of active listings, the number of agreements signed this month, and pipeline volume, which is the sum of the expected prices seated members type into their Lead Trackers; shown only while the pod has at least five active members, and every view is logged. No sponsor of any kind receives your money-tool data, your check-in text, your Huddle activity, your Academy submissions, your client or lead information, your own pipeline figure, or which lender you or your clients use. We do not share your contact details with any lender and do not tell any lender whether you contacted it. A lender paying an Academy Co-Pay receives your name, the email address it entered to make the offer, the share it pays, the status of the co-pay, and its dates; not why it ended, no engagement statement, and you are not counted in its pod totals. You are told who your sponsor is and what it sees before a sponsored seat or co-pay activates, and you may decline.
8. Security
Traffic is encrypted in transit (TLS with HSTS). Passwords are hashed with scrypt. The database and its backups are encrypted at rest: by the hosting provider, and, for the daily copy held at Cloudflare, by Cloudflare. Files are served only through short-lived signed links. Access is by role and administrative actions are logged. Stripe holds card data (PCI DSS Level 1); the Platform never receives full card numbers. No system is perfectly secure; if we learn of a breach affecting your personal information we will notify you and any regulator as the law requires, without unreasonable delay.
9. Retention and deletion
| Data | Kept while | After |
|---|---|---|
| Account, check-ins, money tools, Academy work, Huddle content, Studio library | Your account exists (paid or free) | Deleted on verified request within 30 days, except as below |
| Free accounts that never subscribed and stop using the Platform | Until inactive for the warning period | We email a warning; if you do not log in within the grace period the account and everything in it is deleted. Logging in cancels it. Current windows: warning after 60 days of inactivity, deletion 15 days later, unless we change the numbers in Settings copy first. Export first. |
| Stripe billing records | Indefinitely as financial and tax records (up to 7 years) | Exempt from deletion requests |
| Call recordings | 12 months from the call, unless RMA sets a different retention shown on the Recordings screen | Deleted by RMA; a member cannot be removed from a group recording |
| AI coaching briefs (Member Story) | 12 months | Deleted with your account or on expiry |
| Activity log | 24 months | Anonymized or deleted |
| Site inquiries and applications | 24 months | Deleted |
| Support threads | 24 months after close | Deleted |
| Database backups | Rolling daily backups kept by the hosting provider for its retention window (currently 7 days), plus one daily copy kept at Cloudflare for 7 days so that a failure at the hosting provider cannot destroy every copy | Deleted data ages out of both within 8 days |
Deletion covers the database, uploaded files, and your Stripe customer record's link to your account. Where RMA must keep something by law (billing records) or where a record belongs to the community (a group recording, or a Huddle reply to someone else's thread), we remove your name from it instead where we can.
10. Your choices and rights
- Access and export: Settings shows your data; every tier with the money tools exports them as CSV. For a full copy, email us.
- Correction: edit your account, brand kit, listing, and entries in the Platform, or email us.
- Deletion: email support@joinrmacoaching.com from your account email. We verify it is you and delete within 30 days per Section 9.
- Opt-outs: Referral Exchange listing (Settings), leaderboards (Settings), push and coaching notifications (Settings and your browser), call recording (do not join a recorded call), Artifact Studio (do not use it).
- State privacy rights. If you live in California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, or another state with a consumer privacy law, you may have the rights to know, access, correct, delete, and obtain a portable copy of your personal information, and to opt out of sale, targeted advertising, and profiling. We do not sell personal information, do not share it for cross-context behavioral advertising, and do not profile you for decisions with legal or similar effects. Use the contact below; we respond within 45 days and will not discriminate against you for exercising a right. You may appeal a decision by replying to our response.
- EU, UK, and Canada. The Platform is offered in the United States. If we serve you there, you have the rights under the GDPR, UK GDPR, or PIPEDA to access, rectify, erase, restrict, port, and object, and to complain to your supervisory authority. Data is processed in the United States.
- Children. The Platform is for adults 18 and over. We do not knowingly collect information from anyone under 18; if you believe we have, email us and we will delete it.
11. Cookies
The Platform sets one essential session cookie and a short-lived cookie when staff use the demo "view as" feature. The public site sets none. There are no advertising or analytics cookies, so there is no cookie banner to click.
12. Changes
We will post changes here and update the date above. For material changes we will email you or notify you in the Platform before they take effect. Where a change means a feature sends new data to a provider, we update Section 5 or 6 before the feature does it.
13. Contact
Real Estate Mastery Academy LLC (DBA JoinRMACoaching) · 1769 Worth Park, Charlottesville, VA 22911 · support@joinrmacoaching.com. Put "Privacy" in the subject line for a rights request.