Privacy Policy

Effective November 12, 2026

This Privacy Policy describes how ClosingDesk collects, uses, and shares information when you visit closingdesk.io or use the Services. We collect the minimum information needed to provide deed-preparation services and we do not sell personal information.

1. Information we collect

Information you provide

• Contact information: your name, email address, mailing address, and phone number (if provided).
• Counterparty information: the same fields for the other party to the deed transfer (grantor or grantee, as applicable).
• Property information: the address, county, state, and (when available) the assessor's parcel number of the property being transferred.
• Transfer details: the type of deed, the relationship between the parties, the consideration amount (if any), and any acknowledgments you sign electronically at intake.
• Entity details when applicable: trust name, LLC name, signer capacity, and similar information needed to prepare a deed with correct vesting language.
• Communications: messages you send us via email or the in-app "request changes" / "ping operator" features.

Information collected automatically

• Server logs: when you visit our site we log the URL accessed, the HTTP status code, and an anonymized identifier. We do not log full request bodies for intake forms.
• Cookies: we use a session cookie for operator login to the admin dashboard. We do not use third-party advertising cookies or tracking pixels.
• Optional analytics: when enabled, we use Vercel Web Analytics, which is privacy-friendly (no cookies, no fingerprinting, no cross-site tracking).

Information from third-party services

• Payment metadata: Stripe shares with us the payment intent ID, last 4 digits of the card, and the brand of the card so we can identify your payment for refunds and reconciliation. Stripe handles full card data per their PCI compliance.
• Notary records: after a notary session, our notary platform provides us with a record of the signing session for our files.
• Public records: we look up the legal description of the property at the county recorder's online portal (this is public record).

2. How we use the information

• To prepare your deed document and any required state companion forms.
• To coordinate notarization and county recording.
• To communicate with you about your order (confirmation, status updates, delivery of the recorded deed).
• To process payments and prevent fraud.
• To comply with our legal obligations.
• To improve the Services (in aggregate, non-personal ways).

3. How we share the information

We share information only as needed to provide the Services or comply with the law. Specifically:

• Notary providers receive the information needed to set up a signing session (party names, email, the deed PDF).
• County recorders receive the executed deed and any required companion forms (this becomes public record once recorded).
• Stripe receives payment information.
• Resend (our email provider) delivers transactional emails on our behalf.
• Hosting + database providers (Vercel, Neon) store your data on our behalf under their security standards.
• Law enforcement or courts if we are legally required to comply with a subpoena, court order, or similar process.

We do not sell, rent, or trade personal information. We do not share information with advertisers.

4. Data retention

We retain order records for at least seven (7) years after the deed is recorded, to comply with general business-record requirements and to support customers who need a copy of their recorded deed years later. You may request earlier deletion of non-essential information by emailing support@closingdesk.io; some records (the recorded deed itself, payment records) we are required to keep regardless.

5. Public records

Once a deed is recorded with a county, it becomes part of the public record. Anyone can search county records for your name, the property address, and the transfer details. We have no control over information that becomes public via county recording; that's how real estate transfers work in the United States.

6. Your rights

You can request access to the personal information we hold about you, correction of inaccurate information, or deletion of non-essential information by emailing support@closingdesk.io. We will respond within 30 days.

California residents: the California Consumer Privacy Act (CCPA, as amended by CPRA) gives you specific rights (to know, to delete, to correct, to opt-out of sale or sharing, to limit use of sensitive personal information, to non-discrimination). We do not sell or share personal information for cross-context behavioral advertising, so there is nothing to opt out of. To exercise other rights, email us as above. We will verify your identity using information already associated with your account before fulfilling the request.

Virginia residents: under the Virginia Consumer Data Protection Act (VCDPA), you have the right to confirm whether we process your personal data, access and obtain a copy of that data, correct inaccuracies, request deletion, and opt out of targeted advertising, sale of personal data, or profiling. We do not engage in targeted advertising or sale of personal data. To exercise rights, email us as above. If we decline a request you may appeal by replying to the denial email; we respond to appeals within 60 days and will direct you to the Virginia Attorney General's office if the appeal is denied.

Residents of other states with comprehensive privacy laws (including Colorado, Connecticut, Delaware, Iowa, Montana, New Jersey, Oregon, Tennessee, Texas, Utah) have substantially similar rights, which we honor on the same terms as above.

7. Security

We use industry-standard security practices: HTTPS in transit, encrypted storage at rest, restricted operator access via password-authenticated session cookies, and PCI-compliant payment handling via Stripe. No system is perfectly secure; if we become aware of a security incident affecting your data we will notify you as required by law.

8. Children's privacy

The Services are not directed to children under 18. We do not knowingly collect personal information from anyone under 18.

9. Changes to this Policy

We may update this Privacy Policy at any time. The "Effective" date at the top will reflect any changes. Material changes affecting active orders will be emailed to registered customers.

10. Contact

Privacy questions or requests: support@closingdesk.io.