Definitive ConnectorThis policy explains how Definitive Connector ("the connector") handles data. The connector is provided by e360 ("we", "us") to businesses that use Encompass® and a CRM, and connects the two on the business's behalf.
Summary
The connector moves loan and contact information between your Encompass instance and your CRM account, as your settings direct. It keeps the settings, encrypted credentials and IDs it needs to do that. It does not keep borrower details: they pass through while a loan or contact is synced. We don't sell data, and we use it only to run the connector for you.
Our role
Your business decides what the connector moves by choosing its settings and field mapping. We process that information only to provide the connector, on your behalf and under your instructions. Borrower information from Encompass may be nonpublic personal information under the Gramm-Leach-Bliley Act; we handle it only to provide the connector for you and protect it as described below.
What passes through the connector
- From Encompass: the loan fields you map, plus the borrower's name and contact details, the subject property address, and the loan number, amount, purpose, milestone, status and loan officer.
- From your CRM: the contact fields you map (for example names, email addresses, phone numbers, addresses, dates of birth and custom fields), opportunities in the pipeline you choose, and your users' names and email addresses (to match loan officers).
If you map sensitive fields such as Social Security numbers, they pass through the same way and are not stored.
What the connector keeps
| Kept | How |
|---|---|
| Your account's settings and field mapping | As entered |
| The Encompass connection: instance ID, API user name, client ID, password and client secret | The password and client secret are encrypted (AES-256) when they arrive and never shown again |
| Access to your CRM account | Encrypted |
| Links between loans and CRM records | IDs and loan numbers only |
| A history of what it did (the Activity tab) | IDs, results and error codes, kept for 90 days |
It does not keep borrower names, email addresses, phone numbers, addresses, dates of birth, Social Security numbers, loan amounts or documents. The connector's logs record IDs, results and error codes, never borrower details.
When a value can't be written or a step fails, the connector adds a note to the contact in your CRM. Notes stay in your CRM. In them, Social Security numbers, tax IDs and account numbers show only their last four characters.
Where it runs and who else handles data
- e360: the connector runs on servers we operate in the United States.
- Cloudflare: carries the HTTPS traffic to the connector and protects it from attacks.
- ICE Mortgage Technology and your CRM provider: the systems you connect. Data moves between them under your own agreements with them.
We use no other service providers for the connector's data.
Security
- All traffic uses HTTPS.
- Credentials and access tokens are encrypted at rest.
- Deliveries from Encompass and from your CRM must carry a valid signature; anything unsigned is refused.
- The settings page signs people in through your CRM, and only account admins can change settings.
- Backups are made daily and kept for 7 days; credentials stay encrypted in them.
- In Encompass, the connector acts only as the API user you created, with that user's rights.
Retention and deletion
- The activity history is deleted after 90 days.
- Disconnect Encompass (on the settings page) removes the Encompass password, client secret and loan-event subscription. Settings stay.
- Uninstalling the connector deletes everything it keeps for the account. Backups roll off within 7 days.
- To have an account's data deleted without uninstalling, email us.
Loans in Encompass and records in your CRM are yours and aren't affected by either.
Sharing
We don't sell or rent data. We disclose it only to provide the connector, when the law requires it, or with your permission.
Cookies and analytics
The connector's settings page sets no cookies and uses no analytics or tracking. This website uses no tracking either.
Changes
When this policy changes, we'll update this page and the date at the top.
Contact
Questions or requests: support@definitiveconnector.com