Template T-03.2: Account privacy settings review (vendor-neutral, dated)
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Do this once before the first client file goes into any assistant, and again at every monthly refresh (Section 3.6). The questions are the same for every product; the menu names are not, so write down where you found each setting. Keep the completed sheet with your personal AI policy (T-04.3).

Account: [assistant name] Account type: [consumer / business or team / work account through brokerage] Reviewed by: [name] Date: [date] Next review: [date, one month out]

1. Training

[ ] Found the setting that controls whether what I type is used to improve the product. Menu path: [path]
[ ] Current state: [on / off]. My decision: [on / off]. Changed on: [date]
[ ] Checked whether giving feedback (thumbs up or down) sends the conversation for review anyway. Answer: [yes / no / not stated]
[ ] Checked whether a business or team plan has a different default. Answer: [yes / no / not stated]

2. Retention and auto-delete

[ ] Found how long chats are kept. Answer: [months / until deleted / not stated]
[ ] Found the auto-delete setting, if any. Menu path: [path]. Set to: [period]
[ ] Found whether deleting a chat also deletes what the assistant remembered from it. Answer: [yes / no / separate step]

3. Memory and saved information

[ ] Found the page that shows what the assistant has remembered about me. Menu path: [path]
[ ] Read it. Deleted anything about a client, a property, or a negotiation.
[ ] Decided whether memory stays on. Decision: [on / off / on, limited to inside each project]

4. Human review

[ ] Checked whether the vendor says people may read a sample of chats. Answer: [yes / no / not stated]
[ ] If yes: decided what never goes into this account as a result. Written into T-04.3: [yes]

5. Team and administrator controls

[ ] If this is a business or team account: found who the administrator is and which settings they control. Admin: [name]
[ ] If this is a consumer account: noted that I am the administrator and that nobody else will fix a wrong setting.
[ ] Asked whether the brokerage has an approved account type or policy. Answer: [yes, which / no / asked on (date)]

6. Export and deletion

[ ] Found how to export my data, including instructions and files. Menu path: [path]
[ ] Confirmed master copies of my voice file and standing instructions live in my own documents, not only in the assistant.
[ ] Found how to delete a project or workspace and what happens to its files. Answer: [path and result]

7. Who else can see it

[ ] Listed every shared project or workspace and who is on each share. Removed anyone who has left.
[ ] Confirmed no listing project is shared beyond the people working that listing.
[ ] Confirmed no client file sits in a project shared with the whole team.

As of [month year]. The dated box in Section 3.1 records what I found for the three most-used assistants at the time of writing. Do not copy it onto this sheet. Check your account's data settings and record what the screen says today.
