Last updated: 8 November 2026
HoodEx is run by Whitestone Management Group, Agiou Konstantinou 2, Greece. For any question about privacy or your clients' data, email privacy@hoodex.app. This page is written for relocation firms and their consultants, and for anyone using HoodEx for their own move.
For consultants, firms and anyone with an account:
| What | Why |
|---|---|
| Your account: email address and sign-in details | So you can sign in |
| Your firm profile: firm name, your name, logo, colour, contact email and phone | To brand the pages and packs you send |
| For each client search you save: the label you give it, the destination city, the client's priorities (for example budget, household, parks, schools nearby), the places they will travel to (such as an office or school address), your notes, your changes to the shortlist and an arrival date if you add one | So you can reopen, edit and share the shortlist |
| The Match chat conversation for a saved search, if you used the chat | So you can see what was said when you return. Only you can read it; it never appears on the page your client sees. |
| Addresses you check and their reports, and your conversations with the HoodEx assistant | So you can come back to them |
| When your client first opened the page you sent | So you can see that it was opened |
| Purchases | Payments are handled by Stripe. We keep the purchase record, never card details. |
What we never keep: the email you paste into "Paste the brief". It is sent to our AI provider to be read, then discarded. It is not written to our database or our logs.
If you search without an account, saved searches are linked to a random ID stored in your browser, not to your name.
You don't need an account. When you open the page your consultant sends, we save the time it was first opened, so they can see it was opened. Like any visitor, your visit is also counted by our visit statistics tools (see below). Everything else on the page is what your consultant saved.
Your consultant's firm decides what is entered about you. For questions about that, please contact the firm first; we will help them answer.
We use these providers to run HoodEx. Each receives only what it needs for its job.
| Provider | What it does for us | What it receives |
|---|---|---|
| Replit | Hosts the app | Everything stored by HoodEx |
| Neon (through Replit) | Database | Everything stored by HoodEx |
| Supabase | Sign-in | Your email address and sign-in details |
| Anthropic (Claude) | Reads pasted briefs and runs the Match chat | The pasted email, or the chat messages, while they are being read |
| Moonshot AI (Kimi) | The HoodEx assistant and the text of address reports | The questions asked and the report's data |
| OpenAI | Some report text and search features | Report data, not pasted briefs |
| Mapbox | Finds the addresses you type on the map | The address text |
| HoodEx analysis service | Ranks a city's areas against the client's priorities | The priorities and the map points of the places they will travel to, not names |
| Resend | Sends our emails | Your email address and the email's content |
| Stripe | Payments | What you buy; card details go to Stripe only |
| Google Analytics and PostHog | Visit statistics | Pages visited and device information. The brief box is masked and never recorded. |
| Google Ads, OpenAI Ads and Metricool | Measure whether our adverts and social posts lead to visits and sign-ups | Pages visited, device information and whether you signed up |
| SearchAtlas | Improves how our pages appear in search engines | Pages visited and device information |
The HoodEx database is in the United States, and our providers process data in the United States and other countries outside the EU and UK. Where a provider processes data outside the EU or UK, we rely on the safeguards in that provider's data processing terms, such as the EU Standard Contractual Clauses.
We keep a saved search, its notes and its chat until you delete it or delete your account. We keep payment records for as long as the law requires. Deleted data is removed from the live database straight away; it can remain in database backups for a short time until they are overwritten.
When you enter a client's details, your firm decides what is entered and why, and HoodEx processes it on your behalf. A data processing agreement (including a German AVV) is available on request: email privacy@hoodex.app.
You can ask to see, correct, export or delete the data we hold about you, or object to how we use it. Email privacy@hoodex.app; we reply within one month. You can also complain to a data protection authority. In Greece, that is the Hellenic Data Protection Authority (dpa.gr).