Your documents handled with care

Privacy & data handling

AgentHubDocs collects and stores only the information necessary to deliver document services and communicate with clients. Documents and client data are stored on secure servers with access controls and version history. We limit staff access to case-specific needs and maintain logs of document modifications. Personal data used for billing or support is retained only as required for accounting and service delivery. If you request deletion or export of your data, we will process the request and provide the available records within a reasonable timeframe while observing legal retention obligations. For questions about data handling or to request specific actions, contact our support team.

10-05-2026
AgentHubDocs, Business ID CHE-722.928.643, Rue de la Tour, 1162 Saint-Prex, Switzerland
Rue de la Tour, 1162 Saint-Prex, Switzerland
[email protected]

Foundational information

Key definitions

This section explains the main terms we use in this privacy policy so you can understand how AgentHubDocs processes personal data when supporting real estate agents, preparing documents, or managing client records.

Personal data means any information that identifies or can reasonably identify an individual, such as name, email address, phone number, identification documents, or property-related details provided during a service request.
Processing refers to any operation performed on personal data, whether automated or manual, including collection, storage, use, disclosure, modification and deletion carried out by AgentHubDocs to deliver document support and related services.
User means a real estate agent, client, prospect or other individual whose personal data is processed in connection with AgentHubDocs services accessed via AgentHubDocs.pro or through direct correspondence.
Service means the document support, template preparation, contract review and secure storage services provided by AgentHubDocs to real estate professionals and their clients in Switzerland and, where applicable, in cross-border interactions.
Cookies are small text files stored on a device by a website to remember preferences, enable functionality and collect analytics. AgentHubDocs uses cookies to improve site performance and the user experience.

What data we collect

We collect only the personal data necessary to perform document support, communicate effectively, and comply with regulatory or contractual obligations. Data collection depends on the service requested and the level of interaction with AgentHubDocs.

Collection categories

Data you provide directly

When you sign up, request a document, or contact our team we may collect information you provide so we can prepare documents, verify identity and communicate about your order or account.

  • Contact details: full name, business name, email address, phone number (+41768445203) and postal address (Rue de la Tour, 1162 Saint-Prex, Switzerland).
  • Professional information: real estate licence or company registration details, role, and agency affiliation needed to tailor documents and workflows.
  • Transaction and property details: property addresses, contract terms, listing information, and other facts needed to draft and review documents.
  • Identity and verification documents: copies of ID, company formation documents or proof of authority where required for compliance and secure document execution.
  • Communications and preferences: messages, instructions, support requests and marketing preferences you set when using AgentHubDocs services.
  • Payment and billing information: invoicing details and payment records needed to manage accounts and process fees (sensitive banking details are processed only by our payment providers).

Data collected automatically

When you visit AgentHubDocs.pro or use our online tools, we automatically collect technical and usage data to operate the service reliably and improve performance.

  • Device and connection data: IP address, browser type, device identifiers and operating system for security, uptime monitoring and troubleshooting.
  • Usage data: pages visited, features accessed, time spent and interactions to optimise workflows and user experience.
  • Log data: timestamps, error reports and system logs to maintain service stability and respond to incidents.
  • Cookie and tracker data: identifiers used to remember preferences, session status and analytics configurations.
  • Location metadata: general geographic information inferred from IP for fraud prevention and localisation of services.
  • Performance metrics: anonymised statistics about document processing and delivery times to improve operational efficiency.

Data from third parties

We may receive data about you from trusted third parties when necessary to provide services or comply with legal obligations; we limit and verify such data sources before use.

  • Payment processors and billing partners for transaction records and payment verification.
  • Cloud storage and infrastructure providers that host documents and backups on our behalf.
  • Professional service providers such as notaries, legal advisers or compliance specialists engaged to support a specific client request.

How we use personal data

Purposes of processing

AgentHubDocs processes personal data to deliver document support, maintain accounts, perform compliance checks and communicate promptly with agents and clients. Every processing purpose has a lawful basis and is limited to what is necessary.

  • To prepare, review and deliver real estate documents and templates tailored to client instructions.
  • To verify identity and authority where required by regulatory or contractual obligations.
  • To manage accounts, process invoices and handle payments with authorised providers.
  • To communicate service updates, order status and operational messages important to your use of AgentHubDocs.
  • To maintain service security, detect abuse or fraud, and protect accounts and data.
  • To analyse usage and performance so we can improve our document workflows and product features.
  • To comply with legal obligations and respond to lawful requests from authorities when required.
  • To send marketing communications where you have given consent and to personalise offers relevant to real estate professionals.

Legal bases for processing

We rely on the appropriate legal bases under applicable data protection laws depending on the processing purpose: contractual necessity, consent, legitimate interest or legal obligation.

Cookies and tracking

AgentHubDocs uses cookies and similar technologies on AgentHubDocs.pro to provide a reliable service and relevant experience. You can manage cookie preferences at any time in your browser or via the cookie settings on our site.

We use session cookies for essential functionality, persistent cookies for remembering preferences, and third-party cookies for analytics and optional integrations.

Cookie categories include: strictly necessary (site functionality), performance and analytics (usage statistics), functionality (preferences) and marketing (with consent).

You may disable non-essential cookies via your browser settings or the cookie banner on AgentHubDocs.pro. Disabling some cookies may limit certain features of the site or the document workflow experience.

See our full cookie policy on AgentHubDocs.pro/cookies for details and controls.

Sharing personal data

We share personal data only with trusted partners when needed to perform services, comply with legal duties, or protect rights. We minimise sharing and require contractual safeguards with our processors.

  • Service providers: cloud hosting, document storage, email and payment processors that act as processors on our behalf.
  • Professional advisors and contractors engaged to deliver or improve services for a specific task.
  • Regulatory and legal authorities when required by law or for the detection and prevention of fraud.
  • Affiliates and corporate partners only where necessary for service continuity or in the event of a corporate reorganisation.
  • Third parties authorised by you, for example when you instruct us to share documents or data with a third-party agent or notary.
  • Potential acquirers or advisors in the context of a business transaction, subject to confidentiality and limited use.

International data transfers

AgentHubDocs operates primarily from Switzerland but may transfer and store data with processors located in the EU or other countries. When transfers occur, we use lawful transfer mechanisms and technical safeguards to protect personal data.

Where data is transferred outside Switzerland or the EU/EEA, AgentHubDocs relies on appropriate safeguards such as standard contractual clauses, data processing agreements, and careful provider assessments to protect your information.

Storage and retention

Retention periods

We retain personal data only as long as necessary for the purposes described, for legal compliance, or to resolve disputes. Retention periods differ by data type and purpose and are reviewed periodically.

Account data is retained for the duration of the active account and for a defined period after account closure to meet contractual and regulatory obligations, typically up to 7 years for accounting and compliance records in accordance with Swiss practice.

Communications and support messages are retained for a limited period to provide continuity of service and to address ongoing issues, generally between 1 and 5 years depending on the nature of the interaction.

System logs and security records are kept for operational and security purposes and are retained for periods necessary to contribute incidents, usually between 6 months and 3 years depending on legal and operational needs.

When retention periods expire or you legitimately request deletion, we securely delete or anonymise personal data unless retention is required by law. Deletion processes are implemented to remove access from production systems.

Security measures

Protecting client and agent data is a priority. AgentHubDocs implements reasonable organisational, technical and administrative measures to reduce the risk of unauthorised access, accidental loss, or unlawful processing while recognising that no system is fully impervious to risk.

  • Encryption: data in transit is protected with TLS and sensitive data at rest is encrypted where appropriate.
  • Access controls: role-based access, strong authentication for staff and least-privilege principles for systems handling personal data.
  • Operational controls: regular backups, vulnerability management, supplier assessments and incident response procedures to address identified threats.

Your rights and choices

User rights

Depending on applicable law and your relationship with AgentHubDocs, you have rights regarding your personal data. You can exercise these rights to control your information and how it is processed.

  • Right of access: request confirmation of processing and a copy of personal data we hold about you.
  • Right to rectification: request correction of inaccurate or incomplete personal data.
  • Right to erasure: request deletion of personal data where retention is no longer necessary and no legal basis requires continued processing.
  • Right to restriction: request limitation of processing in certain circumstances while a dispute or correction is resolved.
  • Right to data portability: where applicable, request transfer of your personal data in a structured, commonly used and machine-readable format.
  • Right to object: object to processing based on legitimate interests or for direct marketing where applicable.
  • Right to withdraw consent: when processing is based on consent, you may withdraw it at any time without affecting processing already carried out.
  • Right to lodge a complaint with a supervisory authority if you consider our processing infringes applicable data protection laws.

How to exercise your rights

To exercise any of the rights above, contact our data protection contact by postal mail to Rue de la Tour, 1162 Saint-Prex, Switzerland, by phone at +41768445203, or by email via the contact form on AgentHubDocs.pro. Please include sufficient details to identify yourself and the request.

[email protected]

We aim to respond to valid requests without undue delay and in line with applicable legal timeframes. Where legally permitted, we may request identification to verify a request and may extend response times for complex requests in accordance with applicable law.

GDPR and cross-border considerations

Although AgentHubDocs is based in Switzerland, the GDPR may apply to processing related to individuals in the EU/EEA. We take applicable international requirements into account and apply appropriate safeguards when processing personal data of EU/EEA residents. Effective date: 22-03-2026.

  • Right of access — You may request a copy of personal data AgentHubDocs holds about you, and receive information on processing purposes and categories of data processed.
  • Right to rectification — If personal data we process is inaccurate or incomplete, you can ask AgentHubDocs to correct or update it without undue delay.
  • Right to erasure (right to be forgotten) — Where lawful grounds allow, you may request deletion of your personal data from AgentHubDocs systems and backups.
  • Right to restriction of processing — You can request temporary suspension of processing where accuracy, lawfulness or the need to retain data is in question.
  • Right to data portability — When processing is based on consent or contract, you may request a copy of your personal data in a structured, commonly used machine-readable format.
  • Right to object and withdrawal of consent — You may object to processing for direct marketing or withdraw consent at any time. Objection or withdrawal will be handled in line with legal requirements.

If you consider your rights under Swiss data protection law or applicable EU data protection rules have been infringed, you may contact the Federal Data Protection and Information Commissioner (FDPIC) or another competent supervisory authority. AgentHubDocs cooperates with supervisory authorities and responds to lawful inquiries related to processing activities.

Other recipients and transfers

Marketing communications

AgentHubDocs may send occasional information about new templates, compliance updates and product improvements tailored to real estate professionals. Marketing messages are based on your preferences and lawful processing grounds. We aim to keep communications relevant and infrequent so they support your business rather than distract from it.

You can stop marketing communications at any time by using the unsubscribe link contained in each message or by changing your preferences in your account. Unsubscribe requests are processed promptly and will not affect transactional messages related to your account.

Children and minors

AgentHubDocs services are designed for adult professionals and legal entities. We do not knowingly collect personal data from children under 16. If we become aware that we have collected data about a minor without proper authorization, we will take reasonable steps to delete that information.

Third-party links and services

Our site and services may include links to third-party websites, tools or integrations that are governed by other privacy policies. AgentHubDocs is not responsible for the privacy practices of those third parties. Review their policies before sharing personal data with them.

Changes to this privacy policy

We may update this privacy policy to reflect legal, technical or business developments. Material changes will be communicated via the AgentHubDocs website and, where appropriate, by email. Please review the effective date below to confirm the current version.