Privacy Policy
Last Updated: [Launch Date]
This Privacy Policy describes how [Your Company Legal Name] ("Company," "we," "us," or "our") collects, uses, and protects information when you use the Estate Executor Status Tracker ("Service").
1. Information We Collect
We collect only the information necessary to provide the Service:
Information you provide directly:
- Attorney email address (used for authentication and case association)
- Executor name and email address (provided by the attorney when creating a case)
- Decedent name (provided by the attorney when creating a case)
- Documents uploaded by executors (death certificates, wills, financial records, and other probate documents)
- Attorney internal notes (visible only to the attorney, not to the executor)
- Date of Qualification (provided by the attorney)
Information collected automatically:
- IP address at the time of document upload (stored as part of the document's chain of custody for evidentiary purposes)
- SHA-256 cryptographic hash of each uploaded document (for document integrity verification)
- Timestamps of all actions (uploads, reviews, logins, case creation)
- Browser user agent string (stored in the audit log for security monitoring)
Information we do NOT collect:
- Passwords (the Service uses magic-link authentication — no passwords exist)
- Social Security numbers, financial account numbers, or other personally identifiable financial data beyond what appears in documents you upload
- Location data beyond IP address
- Browsing history, cookies from other sites, or tracking pixels
- Device identifiers, advertising IDs, or analytics data
2. How We Use Your Information
We use collected information solely to:
- Provide and operate the Service (authentication, case management, document storage)
- Send transactional emails (magic links, upload notifications, rejection notifications)
- Maintain the audit log (legal evidentiary chain of custody)
- Process subscription payments via Stripe
- Perform system backups and disaster recovery
- Respond to support requests
We do NOT use your information to:
- Train artificial intelligence or machine learning models
- Serve advertisements
- Build user profiles for marketing purposes
- Sell, rent, or share your data with third parties for their commercial purposes
3. Third-Party Service Providers
We use the following third-party services to operate the Service. Each processes limited data as necessary for their specific function:
| Provider |
Purpose |
Data Shared |
| Railway |
Application and database hosting |
All data stored on Railway infrastructure |
| Brevo |
Transactional email delivery |
Recipient email address and email content |
| Stripe |
Subscription payment processing |
Attorney email address and payment information (we do not store credit card numbers) |
| Backblaze B2 |
Off-host database backups |
Encrypted database backups (contains all application data) |
We do not share your data with any other third parties. We do not use analytics services, advertising networks, or social media tracking tools.
4. Data Storage and Security
All data is stored on Railway-hosted infrastructure in the United States. Documents are stored using a dual-write architecture: on the server filesystem (primary) and in the PostgreSQL database (backup). All data is transmitted over HTTPS. Session cookies are HttpOnly, Secure, and SameSite=Strict. All uploads are validated for file type integrity. A complete description of security controls is available on our Security page.
5. Data Retention
- Active cases: Data is retained for the duration of the case and the attorney's subscription.
- Closed cases: Case data and documents remain accessible to the attorney until the subscription is terminated.
- Deleted documents: Soft-deleted documents are retained for 30 days (allowing recovery), then permanently deleted from both the filesystem and database.
- After subscription termination: All case data and documents are retained for 30 days, then permanently deleted.
- Audit log: Audit log entries are retained permanently as part of the legal evidentiary chain of custody. They are not deleted when cases are closed or subscriptions are terminated.
- Backups: Off-host database backups are retained for 30 days. Audit log archives are retained for 1 year.
6. Your Rights
You may request:
- Access to the personal information we hold about you
- Correction of inaccurate personal information
- Deletion of your personal information (subject to legal retention requirements and the 30-day retention period described above)
- A copy of your data in a portable format (PDF export of case data is available within the Service)
To exercise any of these rights, contact us at support@estateexecutortracker.com. We will respond within 30 days.
7. Children's Privacy
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided personal information, we will delete it promptly.
8. State-Specific Privacy Rights
California residents (CCPA/CPRA): You have the right to know what personal information we collect, request deletion, and opt out of the sale of personal information. We do not sell personal information. To exercise your rights, contact support@estateexecutortracker.com.
North Carolina residents: North Carolina does not currently have a comprehensive consumer privacy law. Your rights are governed by this Privacy Policy and applicable federal law.
9. Changes to This Policy
We will notify you of material changes to this Privacy Policy via the email address associated with your account at least 30 days before changes take effect. The "Last Updated" date at the top of this page reflects the most recent revision.
10. Contact
Questions about this Privacy Policy may be directed to: support@estateexecutortracker.com
Mailing address: [Your Company Legal Name], [Your Business Address]