Referral & Licensing Responsibility Policy

Refervia is responsible for

• Providing and maintaining the software, subject to our Terms of Service.
• Handling information in line with our Privacy Policy.
• Enforcing our policies when we become aware of violations.

You are responsible for

• Every referral you send, receive, accept, decline, or act on.
• Your licensing, compensation arrangements, disclosures, and client consent.
• Choosing your partners and verifying that they are properly licensed.
• Your conduct and the accuracy of what you enter into Refervia.

Organizations are responsible for

• Supervising members as required by their brokerage, agency, or employment obligations.
• How work is routed through the Team Referral Queue and who has access to organization data.

Only hold yourself out as able to perform services you are licensed and appointed to perform in the relevant state. Keep your license details in Refervia accurate and update them if your status changes, lapses, or is suspended.

Refervia does not determine whether you or a partner may lawfully perform a service. License checks and badges are point-in-time signals from third-party or public data sources and may be incomplete or out of date. Before relying on a partner, confirm their license directly with the licensing authority.

Referral compensation is heavily regulated. Examples include Section 8 of RESPA, which restricts fees and things of value for referrals of settlement service business; state real estate laws, which often require that referral fees be paid broker-to-broker and only to licensed persons; and state insurance laws, which often limit or prohibit paying unlicensed persons for referrals or tie permitted payments to amounts that do not depend on a sale.

Refervia does not negotiate, record as binding, calculate, collect, hold, split, or pay referral fees or commissions. Any compensation arrangement is solely between you and the other party, must be documented outside of Refervia as your rules require, and must comply with every law and rule that applies to you.

Before you hand off a client, make sure the client knows and has agreed that their information will be shared with the receiving professional, and give any disclosure your state, brokerage, carrier, or agency requires (for example, an affiliated business arrangement disclosure where applicable).

Share only what the handoff needs, such as name, preferred contact method, and a short description of the need. Never submit Social Security numbers, financial account numbers, government ID numbers, or health information.

If a client withdraws consent or asks you to stop, update or remove their information and tell your partner.

Referral decisions, routing, notes, and labels must never be based on race, color, religion, sex, national origin, disability, familial status, or any other characteristic protected by federal, state, or local law. Steering clients toward or away from neighborhoods, products, or professionals on the basis of a protected characteristic is prohibited.

When you work with Trusted Partners on Refervia, you agree to:

• Respond to handoffs in a reasonable time, or decline them so the client is not left waiting.
• Keep referral statuses accurate and honest.
• Use a referred client's information only to serve that client, and not for unrelated marketing, resale, or solicitation.
• Respect agreed boundaries, such as which partner owns an ongoing client relationship.
• Keep partner notes and labels factual and professional.
• Resolve disagreements directly and professionally. Refervia does not arbitrate referral credit or fee disputes.

Refervia helps you track handoffs, but it is not a regulatory system of record and is not designed to satisfy license, brokerage, carrier, or agency recordkeeping requirements. Keep your own records as your rules require. Where available, you can export referral data to your CRM or spreadsheet.

If you believe someone is using Refervia unlawfully, misrepresenting a license, or mistreating clients, report it to support@refervia.com. We may investigate and act under our Acceptable Use Policy, but we cannot resolve regulatory matters for you. Licensing complaints should also go to the appropriate licensing authority.