Caveris is a coaching platform for licensed professionals. This page describes what the platform actually does today rather than what it may do later, and where something is planned but not built we say so.
Caveris, LLC is the company behind it. If anything here is unclear, or you want something done about your own records, write to [email protected].
◆Two kinds of information, and we keep them apart
Almost everything below follows from one distinction, so it is worth making first.
Your business records are the working data of a brokerage: clients, addresses, agreements, transactions, income, production figures, class attendance, roster. Your conversation records are something different — your own written account of a conversation you had, which you submit to get a Reflection back.
These are held separately and treated differently.
Your business records are never sent to any AI model. Not summarized, not de-identified, not in part.
The engine that writes your Reflection receives your account of the conversation and a small set of context fields, and nothing else. No client name, no address, no price, no transaction ever crosses that line.
◆What we collect
When you or your brokerage set up an account, we collect your name, your email address, your role, and the working details your brokerage needs to run — your office, your team, your split and cap terms, your status on the roster. If your brokerage tracks production, that includes your transactions, agreements and income figures.
When you submit a conversation, we collect what you wrote. On some routes that is five answers; on others it is your own account in your own words, kept exactly as you typed it. We also record which version of the consent notice your page was showing at the moment you submitted, so what you agreed to is part of the record rather than something reconstructed afterwards.
We do not collect your payment card. Plans are paid through Stripe, and your card details are held by Stripe and never by us. We can see that a payment succeeded or failed and what plan you are on; we cannot see your card.
◆Before you submit: de-identifying it is your job
We ask you to remove anything that could identify your client before you submit — the name, and also the address, the property, the price, the employer, or any detail specific enough to point back to one person. Changing the name alone is not enough.
On the pages where you are signed in, a filter runs in your own browser as you type and lists the mechanical things it can see: names, addresses, prices, phone numbers, record numbers. It never says all clear, and that is deliberate. No automatic rule can catch a detail that identifies someone by their situation — a two-year search in one particular neighborhood, a job move only a few people know about — and a green tick would teach you that a quiet panel means a safe submission. So when it finds nothing, it tells you what it cannot see instead. Anything you remove because of it is never sent to us at all.
We have specified a second, server-side de-identification step. It is not built, and we will not describe it as protecting you until it is.
◆Who can see what you write
If you have a coach at your organization, your coach can read the conversations you submit. That is the point of coaching, and the consent notice on the page says so before you submit.
If you do not have a coach, no other person can read them. Your work is read by Caveris and by the AI that responds to it.
Reflection access follows the coaching relationship and is not a permission anyone can be given. An administrator at your brokerage with every permission in the platform still cannot read a Reflection. It is stamped on the record when the record is written and frozen there, and no later change opens an earlier record.
Your coaching log is not yours to read. Coaches keep a private log about the agents they coach. It is visible to the coach and to brokerage staff with the right permission, and it is not shown to the agent it is about.
Nothing crosses between organizations. One brokerage cannot see another’s records, and that separation is enforced in the database rather than in the interface.
◆What happens to a conversation you submit
Your submission is stored and used to generate your Reflection. De-identified submissions are also kept as part of the set Caveris learns from, where they help us develop and improve the engine.
On the route where you write your account as prose, your own words are kept permanently and are never edited. They are kept for one reason: a model reads them once to draft answers to the five questions, you correct and confirm that draft, and your Reflection is generated from what you confirmed — never from your original prose. The prose is the only place a model’s reading can be checked against the words it actually read. If the model cannot produce a draft, nothing is stored at all.
You keep ownership of what you wrote. By submitting, you grant Caveris a perpetual, worldwide, non-exclusive, irrevocable, royalty-free license to use, reproduce, adapt, publish and distribute your de-identified submission for the purposes described here, including publication as an anonymized teaching case. Non-exclusive is the part that matters most: it is still your story and you can still tell it. The Reflection itself, and the analysis and classifications we build from your submission, are our own work.
Cases may be published as anonymized teaching cases where a coach has approved them.
We do not sell submissions. We do not sell anything about you.
◆The AI, named rather than hidden
The engine that reads your conversations and writes your Reflections runs on Claude, made by Anthropic, under commercial API terms. Under those terms Anthropic does not train its models on what we send or on what comes back, and retains that traffic only briefly before deleting it.
We have reserved the right to train Caveris-owned models on de-identified submissions in future, and we are not doing it. That permission is in the consent you agree to when you submit, worded as a reservation rather than a description, because saying otherwise would be untrue today.
No decision about you is made by a machine
A Reflection describes a conversation. It does not score you for pay, promotion, discipline or continued engagement, and the terms forbid it being used that way.
◆Who else is involved
We use a small number of service providers to run the platform. Each sees only what it needs to do its job:
- Anthropic The AI that reads submissions and writes Reflections, as described above.
- Supabase Hosts the database and handles sign-in.
- Stripe Takes payments and holds card details, which we never see.
- SendGrid Sends the emails the platform sends you.
- Cloudflare Serves the application itself.
We do not share your records with anyone else, and we do not pass them to advertisers or data brokers, because we have none. We would disclose records if the law required it — a subpoena, a court order — and we would tell you unless we were forbidden to.
◆How long we keep things
While your brokerage’s plan is active, we keep your records for as long as the account exists.
If a plan lapses, the account goes read-only for thirty days. Everyone can still sign in, read everything and export it; nothing new can be entered. If the plan is not paid, the account then closes. Sign-in stops for everyone except the brokerage’s Main admin and anyone with Billing access, so the records stay reachable.
Records are kept for twelve months after an account closes. A brokerage returning inside that year pays no setup fee and finds its settings unchanged. After the twelve months, client records, transactions, agreements and production figures are removed and cannot be recovered. The account itself and its billing history are kept, so coming back later is still straightforward. We remove the working data because we do not think it is right to hold your clients’ details indefinitely once you have left.
Your conversation records are not part of that removal. They are yours rather than the brokerage’s, and they stay with you and your account when a brokerage closes — exactly as they would if you left it.
Deletion is performed deliberately by a Caveris administrator rather than by a clock, so it happens on that date or soon after.
◆Your rights over your own information
Different places give people different rights over their data, and the brokerages we work with are not all in one place. Rather than hand you a list of statutes and leave you to work out which one covers you, we offer the same rights to everyone, wherever you are.
- Know what we hold. Ask, and we will tell you what we have about you and where it came from.
- Get a copy. We will send you your own records in a form you can open and take elsewhere.
- Correct it. If something we hold about you is wrong, tell us and we will fix it.
- Have it deleted. Tell us what you want removed and we will remove it, with two honest limits below.
- Withdraw your consent to your submissions being part of the set we learn from, going forward.
- Ask us to look again. If we say no to any of the above, you can ask us to reconsider, and a person will answer you rather than a form.
We will never treat you worse for asking — not a reduced service, not a higher price, not a quieter account.
The two limits on deletion, said plainly. Where a submission has already been built into published teaching material, the license you granted means that material stands, though the record itself comes off the platform. And where your brokerage is required to keep a business record — a transaction file, a commission record — that obligation is theirs and we cannot override it by deleting their copy.
What we do not do at all, so you never need to ask us to stop: we do not sell your information, we do not share it for targeted advertising, and we do not profile you to make automated decisions about you.
To exercise any of this, write to [email protected]. We will answer within 45 days, and sooner where we can. We may need to confirm you are who you say you are before we act, and we will ask for the least we can get away with.
If the law where you live gives you more than this list, you have that too — this is a floor and not a ceiling. Caveris is a US company and your information is processed in the United States. If you are outside the US and a local law places requirements on us that we have not addressed here, tell us and we will deal with it properly rather than point at this page.
◆Security
Access is controlled in the database rather than in the screens. A record you are not entitled to see is not sent to your browser in the first place, and the separation between one organization and another is enforced at the same layer. That matters more than it sounds: it means a bug in a screen cannot leak a record a screen was never entitled to ask for.
Sign-in is handled by Supabase, so we never hold your password. Payment details never touch our systems at all.
Caveris staff do not read Reflections in the ordinary course. A support person can reach what you see only by standing in your session to troubleshoot something, that access happens at your request or your organization’s, and it is recorded against them by name. It is not a permission anyone holds; it is a logged act with a person on the end of it. A place for you to read that log yourself is being built, and until it exists, ask and we will show you.
We are a small company and we would rather tell you what we do than describe a posture we cannot evidence. We hold no formal security certification today. If that matters to your brokerage, ask us where we are with it and we will give you a straight answer.
◆Changes to this policy
We will update this page as the platform changes, and the version and date at the top will move with it. Where a change affects what you have already agreed to, we will say so rather than let a new version quietly cover old submissions — a submission is governed by the notice that was on the page when you made it, and that version is recorded against your record.