Privacy Policy

1. Who we are

TitleTracer Pro, Inc. ("TitleTracer Pro," "we," "us," or "our") is a Texas corporation headquartered at 201 Main Street, Suite 600, Fort Worth, TX 76102. We operate the TitleTracer Pro platform — a software-as-a-service application for professional title research — at titletracerpro.com and related subdomains.

This Privacy Policy describes how we collect, use, share, and protect personal information when you visit our website, create an account, or use our platform. It also describes your rights regarding your data.

If you have questions, contact us at privacy@titletracerpro.com.

2. Information we collect

2.1 Information you provide directly

• Account information: name, work email address, company name, job title, and password when you create an account or sign up for a trial.
• Billing information: payment card details are collected and stored by our payment processor (Stripe, Inc.) — we never see or store raw card numbers.
• Project and research data: runsheets, instrument records, grantor/grantee information, document uploads, notes, and reports you create inside the platform.
• Communications: emails, support tickets, demo requests, and contact form submissions you send to us.
• Survey and feedback responses you voluntarily provide.

2.2 Information collected automatically

• Log data: IP address, browser type, operating system, pages visited, time and date of visits, referring URLs, and session duration.
• Usage data: features used, searches run, reports exported, clicks, and in-product navigation patterns.
• Device data: device type, screen resolution, and browser capabilities.
• Cookies and similar technologies: see Section 5.

2.3 Information from third parties

• If you sign in with Google or Microsoft SSO, we receive your name, email address, and profile picture from those providers, subject to your settings with them.
• We may receive your company or contact information from sales and marketing tools if you have interacted with us through a third-party channel.

3. How we use your information

We use the information we collect to:

• Provide, operate, maintain, and improve the TitleTracer Pro platform.
• Create and manage your account and process your subscription payments.
• Authenticate your identity and prevent unauthorized access.
• Respond to your support requests, questions, and communications.
• Send transactional emails (account confirmation, password reset, billing receipts, system alerts).
• Send product updates, feature announcements, and educational content — you can unsubscribe at any time.
• Monitor and analyze usage trends to improve the platform.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations and enforce our Terms of Service.

We do not use your project data (runsheets, instruments, document uploads) to train AI models, for marketing purposes, or for any purpose other than providing the service to you.

4. How we share your information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We share information only in the following limited circumstances:

4.1 Service providers (sub-processors)

We share data with vendors who help us deliver the service, including:

• Stripe — payment processing
• Amazon Web Services (AWS) — cloud hosting and storage (US regions only)
• Postmark / SendGrid — transactional email delivery
• Intercom or Crisp — customer support chat
• Plausible Analytics — privacy-friendly website analytics (no cookies, no cross-site tracking)

All sub-processors are contractually required to protect your data and use it only to provide services to us.

4.2 Legal requirements

We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of TitleTracer Pro, our users, or the public.

4.3 Business transfers

If TitleTracer Pro is acquired, merges with another company, or transfers substantially all of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice in the platform before your data is transferred and becomes subject to a different privacy policy.

4.4 With your consent

We may share your information in other ways when you have explicitly consented.

5. Cookies and tracking

We use a small number of cookies and similar technologies:

• Strictly necessary cookies: session authentication, CSRF protection, and user preferences. These cannot be disabled without breaking the platform.
• Analytics: we use Plausible Analytics, a privacy-focused service that does not use cookies and does not track users across websites.
• No advertising cookies: we do not use advertising networks, retargeting pixels, or third-party behavioral tracking.

You can control cookies through your browser settings. Disabling session cookies will prevent you from logging in.

6. Data retention

We retain your personal information for as long as your account is active or as needed to provide services. When you cancel your account:

• Your account becomes read-only for 60 days. You can export all data during this period.
• After 60 days, project data is soft-deleted and recoverable for up to 12 months if you reactivate.
• After 12 months of inactivity, data is permanently deleted from production systems.
• Backup copies are purged within 90 days of the production deletion.

We may retain certain records for longer periods when required by law (e.g., financial records for tax compliance).

7. Data security

We implement industry-standard security measures to protect your information:

• AES-256 encryption for data at rest; TLS 1.3 for data in transit.
• Multi-factor authentication (MFA) required on all paid plans.
• Role-based access controls limiting which team members can access which data.
• SOC 2 Type II audit conducted annually by an independent auditor.
• Penetration testing conducted annually; critical findings remediated within 14 days.
• All production infrastructure hosted in AWS US-East and US-West regions.

No system is perfectly secure. If you discover a security vulnerability, please report it responsibly to security@titletracerpro.com.

8. Your rights and choices

Depending on where you are located, you may have the following rights regarding your personal information:

• Access: request a copy of the personal information we hold about you.
• Correction: request correction of inaccurate or incomplete information.
• Deletion: request deletion of your personal information. You can also delete your account directly from the platform settings.
• Export / portability: export all your project data in Excel, PDF, and JSON formats at any time from the platform — no request needed.
• Opt out of marketing emails: use the unsubscribe link in any marketing email, or update your preferences in account settings.
• Objection: object to certain uses of your information, including processing based on our legitimate interests.

To exercise any of these rights, email privacy@titletracerpro.com. We will respond within 30 days. We will never retaliate against you for exercising your privacy rights.

California residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect, the right to delete, the right to opt out of sale (we don't sell personal information), and the right to non-discrimination. To make a verifiable consumer request, email privacy@titletracerpro.com.

9. Children's privacy

TitleTracer Pro is a professional software platform not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, contact us immediately at privacy@titletracerpro.com and we will delete it promptly.

10. International users

TitleTracer Pro is operated in the United States. If you are accessing the platform from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country. By using the platform, you consent to this transfer.

Enterprise customers requiring EU data residency or Standard Contractual Clauses (SCCs) should contact sales@titletracerpro.com.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email (to the address on your account) and/or by displaying a prominent notice in the platform at least 14 days before the changes take effect. The "Last updated" date at the top of this page will always reflect the current version.

Continued use of the platform after the effective date of any changes constitutes acceptance of the updated policy.

12. Contact us

For privacy questions, requests, or complaints: