Privacy Policy

Top of Mind Mail (“TOMM,” “we,” “us,” or “our”) is a newsletter service operated by Bellamy House LLC. This Privacy Policy explains what personal information we collect, how we use and share it, and the choices you have. It applies to topofmindmail.com, our customer dashboard, and the public agent pages we host at yourname.topofmindmail.com(each, a “Portal”).

If you have questions about this policy, contact us at hello@topofmindmail.com.

1. Information we collect

We collect the following categories of information.

Information you provide when you create an account

• Account details: your name, email address, password, and (optionally) your phone number and brokerage name.
• Profile and branding: business contact details (direct and office phone, display email, website, call-to-action link), your market areas, property-type focus, brand colors and fonts, and any photos or logos you upload (headshot, personal logo, brokerage logo).
• Newsletter briefs: the content you submit for each edition — featured listings and wins, local intel, client themes, topics to include or avoid, and any writing samples you provide to train your voice.

Information from sign-in and payment providers

• Google Sign-In (optional): if you choose to sign in with Google, we receive your name, email, and profile photo from Google to create your account.
• Subscription status: when you subscribe, our payment processor (Stripe) handles your card details directly. We do not see or store your full card number. We store your Stripe customer and subscription identifiers and the status of your subscription (for example, trialing, active, or canceled).

Information from visitors to a Portal

When a member of the public submits the lead form on an agent’s Portal, we collect the name and email they enter, along with limited technical data — the page they came from, their browser user-agent, and a one-way hash of their IP address used solely for spam rate-limiting. We do not store the raw IP address. Lead form submissions are protected by Cloudflare Turnstile, a privacy-friendly bot check.

Information collected automatically

We use a session cookie to keep you signed in. We do not use third-party advertising or analytics trackers, and we do not sell your personal information.

2. How we use your information

• To create and manage your account and subscription.
• To write, edit, and format your monthly newsletter in your voice and brand, using the briefs and preferences you provide.
• To publish your approved newsletter to your Portal and deliver lead-form submissions to you.
• To send you transactional and service emails (for example, brief reminders, “your newsletter is ready” notices, and account notices).
• To provide customer support, including the in-product help chat.
• To secure the service, prevent abuse, and comply with our legal obligations.

3. AI processing of your content

We use Anthropic’s Claude API to draft and edit your newsletter. To do this, we send the content of your briefs and your voice and market preferences to Anthropic for processing. Anthropic acts as our service provider and processes this data on our behalf. Per Anthropic’s commercial terms, your inputs and outputs are not used to train their models. Newsletter drafts are reviewed by our editorial team before they are made available to you for final approval.

4. How we share information

We do not sell your personal information. We share it only with the service providers we rely on to run TOMM, and only as needed for them to perform their function:

We may also disclose information if required by law, to enforce our agreements, or to protect the rights, safety, and property of TOMM, our customers, or others. If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data retention and deletion

We keep your information for as long as your account is active. You can delete your account at any time from your account settings; doing so permanently removes your profile, newsletters, briefs, and Portal leads from our systems and cancels your subscription. Some records may be retained by our payment processor or for legal, accounting, and fraud-prevention purposes as required by law. After deletion, your Portal web address is held for a period of time before it may become available for others to claim.

6. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. California residents have rights under the CCPA/CPRA, and residents of the EEA and UK have rights under the GDPR. We do not sell or share personal information for cross-context behavioral advertising. To exercise any of these rights, email us at hello@topofmindmail.com. We will not discriminate against you for exercising your rights.

If you are a Portal lead and want your submission removed, contact the agent whose Portal you used, or email us and we will route your request.

7. Security

We use industry-standard safeguards — encryption in transit, hashed passwords, access controls, and reputable infrastructure providers — to protect your information. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.

8. Children

TOMM is a business tool intended for real estate professionals and is not directed to children. We do not knowingly collect personal information from anyone under 18.

9. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, for material changes, provide additional notice. Your continued use of TOMM after an update means you accept the revised policy.

10. Contact us

Bellamy House LLC
hello@topofmindmail.com