PRIVACY POLICY

Grimshaw TC Services

Last Updated: December 4, 2025

1. INTRODUCTION

Grimshaw TC Services, LLC ("Company," "we," "our," "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our transaction coordination services ("Services").

By accessing our website or using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our Services.

Geographic Scope: Our Services are primarily designed for real estate professionals licensed and practicing in Texas. We may provide limited support for California-licensed agents working on Texas transactions. If you are located outside the United States or are an international client, please be aware that your information will be transferred to, stored, and processed in the United States. By using our Services, you consent to this transfer and processing.

2. INFORMATION WE COLLECT

We collect several types of information from and about users of our Services:

2.1 Personal Information You Provide

When you register for membership, use our Services, or contact us, we may collect:

  • Full name

  • Business email address

  • Business phone number

  • Business address

  • Texas real estate license number

  • Brokerage affiliation

  • Brokerage's Texas real estate license number

  • Any other information you voluntarily provide through forms, emails, or communications with us

2.2 Transaction-Related Information

To provide transaction coordination services, we collect:

  • Client information (your name as the real estate agent)

  • Property addresses for transactions

  • Contract details (purchase price, dates, terms, conditions)

  • Information about parties involved in the transaction (lenders, title companies, inspectors, residential service providers, contractors, and other vendors)

  • Documents related to the real estate transaction

  • Communication records related to transactions

2.3 Payment Information

We do not directly collect or store your credit card or payment information. All payment processing is handled securely by third-party payment processors integrated into our website platform (Squarespace). Please refer to Squarespace's Privacy Policy for information about how payment data is handled.

2.4 Contact Form and Inquiry Data

When you submit a contact form or inquiry through our website, we collect:

  • Name

  • Email address

  • Phone number (if provided)

  • Message content

  • Any other information you choose to provide

This information is retained for up to one (1) year to analyze trends and respond to inquiries. After one year, contact form data from non-members is deleted from our systems.

2.5 Automatically Collected Information

Website Hosting and Analytics: Our website is hosted on Squarespace. We do not directly collect IP addresses, browser types, device information, or use cookies ourselves. However:

  • Squarespace may automatically collect certain technical information about your visit, including IP address, browser type, device information, and browsing behavior. We do not control Squarespace's data collection. Please review Squarespace's Privacy Policy at https://www.squarespace.com/privacy for details.

  • Google Analytics: We use Google Analytics to understand how visitors use our website. Google Analytics may collect information such as how often users visit our site, what pages they visit, and what other sites they used prior to coming to our site. We use this information to improve our website and Services. Google Analytics collects only the IP address assigned to you on the date you visit our site, not your name or other identifying information. For more information about Google Analytics, please visit https://policies.google.com/privacy.

Cookies: Our website may use cookies through Squarespace and Google Analytics. Cookies are small data files stored on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.

Future Advertising Tools: We may implement advertising tracking tools such as Facebook Pixel or LinkedIn Insight Tag in the future to deliver targeted advertisements. If we do, this Privacy Policy will be updated accordingly, and you will be notified.

2.6 Call Recordings

We may record phone calls during Transaction Onboarding Sessions and other service-related communications for quality assurance, training purposes, and record-keeping. You will be notified at the beginning of any recorded call. Recorded calls are stored securely and treated as confidential in accordance with this Privacy Policy.

2.7 Social Media

We maintain business pages on Facebook, Instagram, and LinkedIn. We do not collect personal information through social media platforms. Any interactions you have with our social media pages are governed by the privacy policies of those platforms. To use our Services or make purchases, you must visit our website directly.

3. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

3.1 To Provide and Manage Services

  • Process membership registrations and payments

  • Coordinate real estate transactions as requested

  • Communicate with you about your transactions and account

  • Schedule and conduct Transaction Onboarding Sessions (TOS)

  • Prepare and deliver transaction documents

  • Respond to your inquiries and provide customer support

3.2 To Improve Our Services

  • Analyze usage trends and preferences

  • Monitor and improve website functionality

  • Develop new features and services

  • Conduct quality assurance and training

3.3 To Comply with Legal Obligations

  • Maintain records for accounting and tax purposes

  • Comply with applicable laws and regulations

  • Respond to legal requests and prevent fraud

  • Enforce our Terms of Service

3.4 To Communicate with You

  • Send service-related notifications and updates

  • Provide important information about your membership or transactions

  • Notify you of changes to our Terms of Service or Privacy Policy

  • Respond to your questions and requests

3.5 Marketing Communications (Future) We do not currently send marketing emails, newsletters, or promotional materials. In the future, if we offer marketing communications, you will have the opportunity to opt-in to receive such communications and will be able to opt-out at any time by following the unsubscribe instructions in any marketing email.

4. HOW WE SHARE YOUR INFORMATION

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in the following circumstances:

4.1 Service Providers and Business Partners

We share information with trusted third-party service providers who assist us in operating our business and providing Services:

  • Payment Processors (via Squarespace): To process membership fees and service payments

  • Email Service Provider (Google Workspace/Gmail): To send and receive business communications

  • Cloud Storage Provider (Google Drive): To securely store and manage transaction documents

  • Transaction Management Platform: To coordinate and track transaction workflows

  • Website Hosting (Squarespace): To host and operate our website

  • Analytics Provider (Google Analytics): To analyze website usage and improve our Services

These service providers are contractually obligated to use your information only to provide services to us and are required to maintain the confidentiality and security of your information.

4.2 Employees and Subcontractors

Our employees and independent contractor subcontractors may have access to your information as necessary to perform transaction coordination services. All employees and subcontractors are required to sign confidentiality agreements and are obligated to protect your information.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

  • Valid legal processes (subpoenas, court orders, warrants)

  • Requests from government or regulatory authorities

  • Situations involving potential threats to public safety

  • Protection of our legal rights and property

  • Prevention or investigation of fraud or illegal activity

4.4 Business Transfers

If Grimshaw TC Services, LLC is involved in a merger, acquisition, asset sale, or bankruptcy, your information may be transferred as part of that transaction. You will be notified via email of any change in ownership or use of your information.

4.5 With Your Consent

We may share your information for any other purpose with your explicit consent.

4.6 Transaction Confidentiality

All data related to your clients, transactions, and real estate activities is kept strictly confidential. We do not share client data or transaction details with any third parties except as necessary to provide our Services (e.g., communicating with title companies or lenders as part of transaction coordination) or as required by law.

5. DATA SECURITY

We take the security of your information seriously and implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction.

5.1 Security Measures

Our security measures include:

  • Password-Protected Systems: Access to our systems and databases requires secure authentication

  • Multi-Factor Authentication (MFA): We use multi-factor authentication for access to sensitive systems including Google Workspace and Google Drive

  • Confidentiality Agreements: All employees and subcontractors sign confidentiality agreements

  • Secure File Sharing: Transaction documents are shared via Google Drive with access controls and activity logging to track who accessed files and what changes were made

  • Encrypted Transmission: Our website uses SSL/TLS encryption to protect data transmitted between your browser and our servers

  • Cloud Security: We utilize Google Cloud infrastructure, which employs industry-standard security measures including encryption at rest

  • Limited Access: Access to personal information is restricted to employees and contractors who need it to perform their job functions

5.2 No Absolute Security

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You acknowledge that you provide information at your own risk.

5.3 Your Responsibility

You are responsible for:

  • Maintaining the confidentiality of your account credentials

  • Notifying us immediately of any unauthorized access to your account

  • Using strong passwords and not sharing them with others

6. DATA RETENTION

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

6.1 Active Members

While you are an active member, we retain all information necessary to provide Services, including:

  • Membership account information

  • Transaction records and documents

  • Communication history

6.2 After Membership Ends

When your membership ends or a transaction closes:

Standard Retention:

  • Transaction files and documents are delivered to you via email within 3 business days after closing and funding

  • We retain transaction records for a limited time for accounting, legal, and business purposes

  • After this period, promulgated forms and client-facing documents are deleted according to our standard retention schedule

  • Proprietary company data (internal notes, workflows, templates) is retained indefinitely

Post-Closing Archive Add-On:

  • If you purchase the Post-Closing Archive service ($25), all transaction files are securely stored for four (4) years from the closing date

  • On the final day of the 4th year, files are emailed to you one final time

  • Files are then permanently destroyed from our records

6.3 Contact Form Submissions

Information submitted through contact forms by individuals who do not become paying members is retained for one (1) year to analyze trends and respond to inquiries, then deleted.

6.4 Legal and Accounting Records

We may retain certain information longer when required for:

  • Legal compliance and regulatory requirements

  • Tax and accounting purposes (typically 7 years)

  • Resolving disputes or enforcing our agreements

  • Preventing fraud and maintaining security

7. YOUR PRIVACY RIGHTS

Depending on your location, you may have certain rights regarding your personal information.

7.1 General Rights

All users have the right to:

  • Access: Request information about what personal data we hold about you

  • Correction: Request correction of inaccurate or incomplete information

  • Opt-Out: Unsubscribe from marketing communications (when available)

  • Account Information: Update your membership account information by contacting us

7.2 Transaction Files

  • Members automatically receive their transaction files via email within 3 business days after closing and funding

  • You are responsible for downloading and securely storing your files

  • You may request non-proprietary transaction files at any time by contacting admin@grimshawtcservices.com

7.3 Data Deletion Limitations

Due to the nature of our transaction coordination services and legal/regulatory requirements:

  • We cannot delete data while transactions are active or membership is ongoing

  • After transactions close, we may retain certain information for legal, accounting, tax, and regulatory compliance purposes

  • Proprietary company data (internal workflows, notes, templates) is retained indefinitely

  • We cannot delete information that is required for us to comply with legal obligations or defend legal claims

7.4 California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you, the sources from which it was collected, the business purpose for collection, and the categories of third parties with whom we share it

  • Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions (such as legal obligations, completing transactions, or defending legal claims)

  • Right to Opt-Out of Sale: We do not sell your personal information. We will never sell your personal information to third parties

  • Right to Non-Discrimination: You have the right not to receive discriminatory treatment for exercising your CCPA rights

To exercise these rights, contact us at admin@grimshawtcservices.com. We will verify your identity before processing your request and respond within 45 days.

7.5 European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have rights under the General Data Protection Regulation (GDPR):

  • Right to Access: Request a copy of your personal data

  • Right to Rectification: Correct inaccurate or incomplete data

  • Right to Erasure: Request deletion of your data under certain circumstances

  • Right to Restrict Processing: Limit how we use your data

  • Right to Data Portability: Receive your data in a structured, machine-readable format

  • Right to Object: Object to certain processing activities

  • Right to Withdraw Consent: Withdraw consent where processing is based on consent

Legal Basis for Processing (EEA/UK users):

  • Contractual Necessity: To perform our contract with you (providing Services)

  • Legitimate Interests: To improve our Services and prevent fraud

  • Legal Obligations: To comply with applicable laws

International Data Transfers: Your information will be transferred to and processed in the United States. By using our Services, you consent to this transfer. We take steps to ensure your data is treated securely and in accordance with this Privacy Policy.

To exercise your GDPR rights, contact us at admin@grimshawtcservices.com.

7.6 Limitations on Rights

Please note that we may deny certain requests if:

  • We cannot verify your identity

  • The request is manifestly unfounded or excessive

  • We are required to retain the information by law

  • The information is necessary for us to defend legal claims or comply with legal obligations

8. CHILDREN'S PRIVACY

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. To use our Services, you must be at least 18 years old and legally able to enter into binding contracts.

If we learn that we have collected personal information from a person under 18, we will delete that information immediately. If you believe we have collected information from a minor, please contact us at admin@grimshawtcservices.com.

9. THIRD-PARTY WEBSITES AND SERVICES

Our website may contain links to third-party websites, services, or applications that are not owned or controlled by Grimshaw TC Services, LLC.

We are not responsible for the privacy practices of these third parties. This Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy policies of any third-party services you access.

Third-Party Services We Use:

10. DO NOT TRACK SIGNALS

Some web browsers have a "Do Not Track" (DNT) feature that signals to websites that you do not want to have your online activity tracked. Our website does not currently respond to DNT signals or similar mechanisms. This is because there is no industry standard for how to respond to DNT signals.

11. DATA BREACH NOTIFICATION

In the event of a data breach that compromises your personal information, we will:

  • Investigate the breach promptly and take steps to mitigate harm

  • Notify affected members via email to the address on file within seventy-two (72) hours of discovering the breach

  • Provide information about what data was compromised

  • Explain the steps we are taking to address the breach

  • Advise you on steps you can take to protect yourself

  • Report the breach to the Texas Attorney General and other authorities as required by applicable law

We maintain incident response procedures to detect, respond to, and recover from security incidents.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make changes:

  • We will update the "Last Updated" date at the top of this Privacy Policy

  • We will notify you via email to the address associated with your account if the changes are material

  • Material changes will take effect 30 days after notification

  • Non-material changes take effect immediately upon posting

We encourage you to review this Privacy Policy periodically. Your continued use of our website or Services after changes are posted constitutes your acceptance of the updated Privacy Policy.

13. CONTACT INFORMATION

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Grimshaw TC Services, LLC
Email: admin@grimshawtcservices.com
Phone: (512) 348-7364

Privacy-Related Requests:

  • To exercise your privacy rights (access, deletion, correction)

  • To opt-out of marketing communications (when available)

  • To report a privacy concern or suspected data breach

  • To request a copy of your transaction files

We will respond to privacy-related inquiries within a reasonable timeframe, typically within 30-45 days.

14. CONSENT

By using our website and Services, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.

If you do not agree with this Privacy Policy, please do not use our website or Services.

END OF PRIVACY POLICY.