Deed Pilot – Privacy Policy

Privacy Policy

Last Updated: 11/24/25

By using Deedpilot.co (“DeedPilot,” “we,” “us,” or “our”), you acknowledge that you have read, understood, and agree to this Privacy Policy (“Policy”).
This Policy explains how we collect, use, disclose, and protect personal information, and outlines your rights and choices.

1. Scope

I UNDERSTAND AND AGREE THAT THIS POLICY APPLIES to:

DeedPilot.co and all associated pages
Any accounts, dashboards, or user portals
SMS and email communications
Customer service interactions
Any other products or services offered by DeedPilot

I UNDERSTAND THIS POLICY DOES NOT APPLY to third-party services linked from our site (e.g., payment processors, notary/e-signature services, government offices).
I agree to review those providers’ policies separately.

2. Information We Collect

I understand DeedPilot may collect the following categories of information:

(a) Identity & Contact Information

Name, email, phone number, mailing address.

(b) Property & Order Information

Property address, legal description, county/recording information, order details, and status.

(c) Account Credentials

Account username and password (password stored securely via cryptographic hashing).

(d) Payment Information

Payment card details are processed exclusively by third-party PCI-compliant processors.
WE DO NOT STORE FULL CARD NUMBERS.

(e) Communications

Emails, SMS messages, call logs, chat interactions, reviews, and support requests.

(f) Technical & Usage Data

IP address, device type, browser, operating system, pages visited, referring/exit URLs, timestamps, and general usage activity.

(g) Cookies, Pixels, and Tracking Technologies

Cookies, analytics identifiers, pixels, and tracking tags.

(h) Approximate Location

Derived from IP address unless you provide additional location information.

(i) User-Provided Content

Information or documents you choose to provide for generating deed forms or completing services.

3. How Information Is Collected

I understand DeedPilot collects information:

(a) Directly from Me

Through forms, uploads, account creation, emails, chats, SMS, or customer support.

(b) Automatically

Through cookies, web beacons, device logs, and analytics tools.

(c) From Service Providers

Payment processors, hosting and security providers, analytics vendors, notary/e-signature partners (if applicable).

(d) From Public Records

Only where legally permissible and strictly as necessary to confirm document requirements or complete ministerial tasks related to my order.

4. How Information Is Used

I understand DeedPilot may use my information for:

(a) Service Delivery

Creating documents, fulfilling orders, sending drafts, facilitating notary/e-signature workflows (if applicable), and providing confirmations.

(b) Website & Product Operations

Improving functionality, developing new features, and maintaining security.

(c) Communications

Sending confirmations, updates, notices, account alerts, reminders, and operational emails/SMS.
SMS recipients may opt out by replying STOP.

(d) Security, Fraud Prevention & Compliance

Detecting and preventing fraudulent activity, abuse, unauthorized access, or misuse.

(e) Legal Obligations

Responding to lawful requests, complying with regulations, and enforcing agreements.

(f) Optional Marketing

Sending promotions or surveys when permitted by law and only with required consent.
I may opt out at any time.

5. Legal Basis for Processing (EEA/UK Users)

Where GDPR/UK GDPR applies, I understand my data may be processed on the following legal bases:

Contract: To provide requested services.
Legitimate Interests: Including analytics, security, and service improvements.
Consent: For marketing or non-essential cookies.
Legal Obligations: Compliance with laws and regulations.

6. Sharing & Disclosures

I understand DeedPilot does not sell personal information.

Data may be shared with:

(a) Service Providers and Processors

Payment processors, hosting companies, analytics vendors, notary/e-signature partners, customer support tools, and similar vendors performing services on DeedPilot’s behalf.

(b) Government/Recording Offices

If I choose to file a deed, deed information may become part of the public record as required by law.

(c) Business Transfers

If DeedPilot participates in a merger, acquisition, or sale of assets.

(d) Legal Compliance

To comply with laws, court orders, law enforcement requests, or to protect rights, safety, and property.

(e) With My Permission

When I authorize sharing with third parties.

7. Data Retention

I understand DeedPilot retains personal information only as long as reasonably necessary for:

Service fulfillment
Legal compliance
Record keeping
Security and fraud prevention
Resolving disputes

Retention will NOT EXCEED 10 YEARS from last interaction unless a longer period is legally required or necessary to protect rights.

After retention periods expire, information is securely deleted or anonymized.

8. Data Security

I understand DeedPilot uses commercially reasonable safeguards including:

Encryption
Secure data transmission (HTTPS)
Access restrictions
Monitoring and logging
Regular system reviews

NO SYSTEM CAN GUARANTEE 100% SECURITY.
If I suspect unauthorized access, I will immediately contact:

📧 hello@deedpilot.co

9. My Rights

I understand I may have the following rights depending on jurisdiction:

Access – obtain a copy of personal data
Correction – fix inaccurate or incomplete data
Deletion – request deletion (subject to legal limits)
Restriction/Objection – limit or object to certain processing
Portability – request data in a portable format
Opt-Out of Marketing – stop promotional emails/SMS
- Email: click Unsubscribe or contact hello@DeedPilot.co
- SMS: reply STOP

Requests may require identity verification.

10. Cookies & Tracking Technologies

I understand DeedPilot uses:

Essential cookies
Analytics/performance cookies
Functionality cookies

I may disable cookies in my browser, though some features may not function correctly.

Where legally required (e.g., EU/UK, certain U.S. states), non-essential cookies may only be used with my consent.

DeedPilot does not currently respond to “Do Not Track” signals.

11. International Data Transfers

I understand DeedPilot is based in the United States.
If I access services from outside the U.S., my data may be transferred to the U.S. and processed according to this Policy.
Where required, appropriate safeguards (e.g., Standard Contractual Clauses) will be used.

12. Third-Party Links

I understand DeedPilot may link to third-party websites or tools such as payment processors, notaries, or e-signature partners.
DeedPilot is not responsible for their privacy practices.
I agree to review their policies before sharing information.

13. State-Specific Rights (U.S. Residents)

Residents of certain states may have additional rights under state privacy laws (such as CA, VA, CO, CT, UT), including:

Right to know what personal data is collected
Right to access, correct, or delete personal data
Right to data portability
Right to opt out of:
- sale of personal information (DeedPilot does not sell data)
- targeted advertising
- certain forms of profiling

If DeedPilot denies a request, I will be provided the reason and instructions for appeal.

I understand I may exercise these rights by contacting:

📧 hello@deedpilot.co

Identity verification may be required.

14. Children’s Privacy

I understand DeedPilot’s services are not intended for individuals under 18.

DeedPilot does not knowingly collect personal information from children under 13, or under 16 where applicable.

If I believe data was collected improperly, I will contact DeedPilot to request deletion.

15. Changes to This Policy

I understand DeedPilot may revise this Policy from time to time.
Updates will be posted with a new “Last Updated” date.
Material changes will be communicated in a reasonably prominent way.

16. Contact Information

For questions, requests, or concerns, I may contact: