Referral Roster · last updated 3 October 2026
The short version. We store what you type in, the agents on your list, and the referrals you send. Your data is yours and no other account can see it. If you connect Google, we can send email as you and nothing else, and we cannot read your mail. We do not sell any of it, and we never will. Ask us to delete you and we will, without asking why.
Referral Roster is operated by JCS Hawley Corp, a Florida corporation, 12840 University Drive, Fort Myers, FL 33907. Reach us on (239) 420-9027 or at martin@teamhawley.com. Where this policy says we or us, it means that company, and it is the party responsible for the information described here.
| What | Why |
|---|---|
| Your name, email address and a hashed password | So you can sign in. The password itself is never stored, only a PBKDF2 hash of it. |
| Your brokerage, business address, phone, website, your broker's name and email, and your signed W-9 | All of this is printed onto the referral agreement itself, and the W-9 is attached to it, because the receiving brokerage cannot pay you without one. |
| The agents on your referral list, including anything you record about them | This is the list the app exists to keep. |
| Your clients' names and contact details, and what they are looking for | These are printed on Attachment 1 of the referral agreement and used in the introduction email. |
| Referrals you send, their signatures, and the fee owed | So the app can chase signatures, ask for progress and tell you what you are owed. |
| Your cell number, and whether you ticked the box agreeing to be contacted | Both are optional and neither affects how the app works. If you tick it, the exact sentence you agreed to is stored with the date, so the record is of what you actually agreed to rather than whatever the screen says later. Unticking it is kept as a dated change, not a deletion. |
Each account's data is stored under its own key and no account can read another's. Your referral partners, your clients and your fees are not visible to any other agent using Referral Roster, and they are not pooled into a shared directory.
Connecting your Google account is optional. If you do, Referral Roster asks
for one permission, gmail.send, which lets it send a message as
you. It does not ask for permission to read, search, download, delete or
organise your mail, and it is not technically able to do any of those things.
Referral Roster's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In plain terms: the access is used only to send the emails you ask it to send, it is never used for advertising, it is never sold, and it is never given to a human to read.
You can disconnect at any time in Settings, or revoke it yourself at myaccount.google.com/permissions. Nothing else about your account is affected.
Referral Roster uses a small number of outside services. Each one is listed here with what actually reaches it.
| Service | What reaches it |
|---|---|
| Netlify | Hosting and storage. All of the above sits there. |
| Google (Gmail API) | The emails you send through your own connected account. |
| Google Maps Platform | Town and state names, to measure distance and look up brokerages. No client details. |
| OpenStreetMap Nominatim | The same town and state lookups when no Google key is set. |
| Anthropic | When you ask the app to draft an email, the agent's details and your note on how you met them are sent to Claude to write it. Client details are not sent for that. Anthropic does not train on it. |
| An e-signature provider | The completed referral agreement, which carries your details, the other agent's, and your client's, so it can be signed. |
| Resend | Account emails only, such as confirming your address. Not your referral or marketing email. |
This matters and is easy to be vague about, so it is stated plainly. When you create an account and when you finish setup, Referral Roster records your name, email address and brokerage, and the operator can see that. It is how he knows the app is being used.
If you tick the box agreeing to be contacted, your cell number and the wording you agreed to go with it, so he can reach you about the app and about meeting at a Keller Williams event. Leave it unticked and your cell number never leaves your own account.
He does not see your referral partners, your clients, your referrals, your fees or your email. Those are never reported anywhere.
The Stay top of mind feature sends to agents on your list. Because that is commercial email, every message carries your business address and a working unsubscribe link, and anyone who unsubscribes is skipped from then on. Email about an actual referral still reaches them, because that is business they are part of rather than marketing.
Our retention rule is simple. Data is kept while your account is open. Ask and it will be deleted, along with your W-9, within 30 days. Write to the address below. Signed referral agreements may be kept by the other brokerage and by the e-signature provider, which is outside anyone's control here, because both sides of a signed contract hold a copy.
Passwords are hashed and never stored in a readable form. Sessions are signed and expire. The connection is encrypted. No system is perfect, and if something happens that affects your data you will be told rather than left to find out.
This is a tool for licensed real estate professionals and is not intended for anyone under 18.
If this policy changes in a way that matters, account holders are emailed. Small corrections are made here with the date at the top updated.
Martin Hawley, JCS Hawley Corp, 12840 University Drive, Fort Myers, FL 33907. martin@teamhawley.com
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Created by Martin Hawley of the Hawley Team at KW Florida Living, Fort Myers, Florida.