SMS Consent Process Documentation

How ClearClose obtains and manages SMS consent for real estate transaction reminders

Overview

ClearClose is a real estate transaction management platform that sends automated reminders to buyers and sellers about important transaction milestones (inspections, contingencies, closing dates). No SMS messages are sent without explicit written consent from the recipient.

Step-by-Step Consent Process
1

Agent Creates Transaction

A licensed real estate agent logs into ClearClose and navigates to the Transactions page at clearcloseapp.com/Transactions

Transaction Form Fields:

  • • Property Address
  • • Transaction Type (Buyer/Seller/Both)
  • • Client Information Section:
    • - First Name (required)
    • - Last Name (required)
    • - Email Address (required)
    • - Phone Number (optional) - Where agent enters client's mobile number
  • • Closing Date
  • • Purchase Price
2

Automatic SMS Opt-In Request

When the agent saves a transaction that includes a client phone number, ClearClose automatically sends an SMS opt-in request to that phone number. This happens through the sendSMSOptIn backend function.

Example SMS Message:

Hi [Client Name]! This is [Agent Name], your real estate agent. I'm using ClearClose to send you automatic reminders about important dates for your transaction at [Property Address]. Reply YES to receive these helpful reminders via text message. Standard message rates apply. Reply STOP to opt out anytime. Privacy: clearcloseapp.com/Privacy
3

Client Provides Explicit Written Consent

The client receives the SMS and must reply "YES" to provide explicit written consent. No reminders are sent until this consent is received.

Consent Response:

Client replies:

YES

ClearClose confirms:

Thank you! You'll now receive transaction reminders from ClearClose. Reply STOP anytime to unsubscribe.

4

Consent Stored in Database

When a client replies "YES", ClearClose's Twilio webhook (twilioWebhook function) processes the response and updates the client's record in the database, setting sms_consent: true.

Database Record:

{
  "first_name": "John",
  "last_name": "Doe",
  "email": "john@example.com",
  "phone": "+15551234567",
  "sms_consent": true  // Set to true only after YES reply
}
5

Automated Reminders Sent

Only after consent is confirmed, ClearClose sends SMS reminders about upcoming transaction milestones. The sendMilestoneReminders function checks for sms_consent === true before sending any SMS.

Example Reminder SMS:

Reminder: Your home inspection is scheduled for tomorrow (Jan 15) at 2:00 PM for 123 Main St. Contact [Agent Name] with questions. Reply STOP to opt out.
Opt-Out Process

Clients can opt-out at any time by replying STOP or NO to any SMS message.

Opt-Out Example:

Client replies:

STOP

ClearClose confirms:

You have been unsubscribed from ClearClose transaction reminders. You will not receive any more messages.

When a client opts out, their sms_consent is set to falseand no further SMS messages are sent to them.

Technical Implementation

Backend Functions:

  • • sendSMSOptIn - Sends initial consent request when agent adds phone number
  • • twilioWebhook - Processes YES/NO/STOP replies and updates consent status
  • • sendMilestoneReminders - Sends reminders only to clients with sms_consent=true

Data Storage:

Consent status is stored in the Transaction entity's clients array, with each client having an sms_consent boolean field that defaults to false.

SMS Provider:

ClearClose uses Twilio as the SMS provider. All SMS messages include required TCPA compliance elements: opt-out instructions, message frequency disclosure, and privacy policy link.

TCPA Compliance

Explicit Written Consent: Required YES reply before any reminders

Clear Opt-Out Instructions: Every message includes "Reply STOP to opt out"

Message Purpose Disclosed: Initial SMS clearly states the purpose (transaction reminders)

Sender Identification: Messages identify the sending agent and ClearClose

Privacy Policy Link: Initial SMS includes link to privacy policy

Transactional Nature: Messages are transaction-specific reminders, not marketing

Questions?

For questions about this consent process or to verify any details, please contact:

ClearClose Support

Website: clearcloseapp.com

Privacy Policy: clearcloseapp.com/Privacy