Privacy policy

Who this policy covers

DeedPlatform is an ordering and client-experience platform. It runs at deedplatform.com and at partner subdomains in the form yourfirm.deedplatform.com.

When you order through a partner portal, the estate-planning firm or financial advisory firm whose name is on that portal decides what to collect from you and why; they are a separate controller of your information and have their own privacy policy. This policy describes what we do with the information as the platform that runs the portal, and what our service provider does as the party that has your deed reviewed by an attorney and recorded.

What we collect

• Identity and contact details — name, email address, and phone number if you give one.
• Order information — the property address, county and state, the current and new owners (individuals, trusts, or companies), how title is held, mailing addresses, and any notes you add.
• Documents you upload — typically the current recorded deed, a certificate of trust, an operating agreement, and later the signed and notarised deed.
• Account and security records — your session, and an audit log of administrative actions, order state changes, and document views.
• Email we send you — the subject and body of order notifications.

Two things we deliberately do not store

• Taxpayer identification numbers. A few states require an SSN or EIN on the deed. We collect it on the final step over an encrypted connection and pass it straight through to our service provider in the same request. It is never written to our database.
• Card and bank details. Payments run through Stripe and card data never reaches our servers. We store only Stripe's payment identifier so we can match a payment to an order.

If you open a partner portal

Creating a portal collects the name, work email address, and firm details of the person who claims it, and the website address if one is given. We keep that because it is the record of who asked for the address and on whose authority — we take the claim of authority at face value and do not verify it, so the record of who made it matters. We use it to confirm the address by email, to run the check that holds a signup resembling a well-known name for review, and to reach the firm about its account.

If a portal has been opened in your firm's name and you did not authorise it, write to support@deedplatform.com. We will tell you what was submitted under the firm's name and act on the address, as the terms describe.

How we use it

To have your deed reviewed by an attorney and recorded; to show you the status of your order and email you when it changes; to take payment where your portal collects it; to apply the state and county requirements that appear on your review page; and to keep the service secure and account for who did what.

We do not sell your information, we do not share it for advertising, and we do not use it to train machine-learning models.

Who we share it with

• Our service provider — receives your order and documents to have your deed reviewed by an attorney licensed in the property's state and filed with the county.
• The county recorder. A recorded deed is a public record. Once your deed is filed, the names, the property description, and the other contents of the instrument become publicly available through that county, permanently and outside our control. This is inherent to recording a deed, not a choice we make about your data.
• The partner firm whose portal you used — sees the orders placed through its own portal.
• Other providers — Stripe (payments), Resend (email delivery), Railway (hosting and database), and an S3-compatible provider (encrypted document storage). Each is contractually limited to processing on our behalf.
• When the law requires it — in response to a valid legal demand, or to protect our rights or someone's safety.

Your information is never mixed with another firm's. Every portal is isolated: its clients, orders, branding and keys are scoped to that firm alone.

How long we keep it

What	How long
Uploaded documents	Deleted 30 days after the deed is recorded
The recorded deed returned by the county	Retained, so you can retrieve it later
Order records	Life of the order plus seven years
Audit log	Two years
Email we sent you	90 days
Your login session	12 hours

How we protect it

Everything travels over TLS. Documents live in private storage and are reachable only through signed links that expire, behind an ownership check that writes an audit entry. Stored credentials are encrypted with AES-256-GCM. Sessions are host-scoped, so a session on one portal cannot be replayed on another. Uploads are restricted by file type and size and are never executed or served from the application.

The films on our home page

The short films are hosted by YouTube. The page shows our own still image and asks nothing of YouTube until you press play; if you never play one, YouTube is not involved at all. Press play and the film is loaded from YouTube's no-cookie domain, which means YouTube receives your IP address and may use it to serve the video and count the view. If you are signed in to Google, YouTube's own terms and privacy policy apply to that view.

Cookies

We set one cookie: your login session. It is HttpOnly, SameSite=Lax, marked Secure in production, scoped to the single host you are on, and it expires after 12 hours. We set no analytics or advertising cookies of our own, and there is nothing here to opt out of. Playing one of the films on our home page loads it from YouTube, which may set its own cookies — see above.

Your choices

You can ask us for a copy of what we hold about you, correct it, or ask us to delete it. Write to the address below and we will respond within 30 days.

Two limits worth stating plainly. We cannot remove a deed from the public record once a county has recorded it — that is the county's record, not ours. And we keep order records for seven years because they document a real-property transaction, so a deletion request will normally be honoured for everything except that transaction record.

If you ordered through a partner firm's portal, you may also want to contact that firm directly; they hold their own copy of the relationship with you.

Children

DeedPlatform is a tool for property owners and the professionals who advise them. It is not directed at children and we do not knowingly collect information from anyone under 13.

Changes

If we change this policy we will update the date at the top of this page. Material changes affecting orders in progress will also be emailed to the contact on the order.

Contact

Questions about this policy, or a request about your information: support@deedplatform.com.