Last updated: October 8, 2026
This Privacy Policy explains how DeedTrack LLC ("DeedTrack," "we," "us"), a Virginia limited liability company, collects, uses, and protects information in connection with the DeedTrack website and application at deedtrack.io (the "Service").
DeedTrack is used by real estate investors ("investors") to administer owner-financed transactions with their home buyers ("buyers"). An investor may also invite other people — a bookkeeper, assistant, or property manager — to access their account ("members"). Investors enter information about their buyers and properties into the Service. For that information, the investor decides what is collected and why, and DeedTrack processes it on the investor's behalf in order to provide the Service. For account information you provide directly to us, we act on our own behalf.
Account information. Name, email address, password (stored only in hashed form by our authentication provider), account role, and for investors, business name, business address, and tax identification number if you choose to enter one for tax-statement purposes.
Loan and property information. Property addresses, sale prices, down payments, loan terms, payment schedules, payment history, charges, and related servicing records entered by investors.
Buyer information. Buyer names, email addresses, and (optionally) mobile phone numbers, entered by an investor or provided by the buyer at signup.
Documents you upload. Investors may upload files against a property — for example deeds, contracts, inspection reports, or correspondence. We store these so they are available in your account. We do not open or review their contents.
Signature image. If you add a signature for use on printed letters, we store the image you draw or type so it can be placed on those letters.
Payment information. Processed by Stripe. We receive limited transaction metadata such as amount, status, date, and a payment method type or last four digits.
Usage and technical information. Standard log and device data such as IP address, browser type, and timestamps, used for security and reliability.
We use information to provide and operate the Service; create and authenticate accounts; calculate amortization, balances, charges, and statements; facilitate payments through Stripe; send account, payment, and servicing notifications; bill investor subscriptions; provide support; maintain security and prevent fraud or abuse; and comply with legal obligations.
We do not sell personal information, and we do not use it for third-party advertising.
We share information with a small number of vendors who process it solely to provide the Service on our behalf:
| Provider | Purpose | Information involved |
|---|---|---|
| Supabase | Database, authentication, and hosting of application data | Account, loan, buyer, and payment records |
| Stripe | Payment processing and subscription billing | Payment details and transaction data (card/bank data held by Stripe, not us) |
| Cloudflare | Website hosting and delivery | Technical/log data |
| Resend | Transactional email delivery | Name, email address, message content |
| Zoho | Support mailbox for our own correspondence | Any information you include when emailing us |
| Lob | Printing and mailing physical letters you choose to send, including certified mail | Your return address and company name, the recipient’s name and property address, and the contents of the letter |
| Intuit (QuickBooks Online) | Posting payment records to your QuickBooks account, if you connect one | Payment amounts, dates, and related transaction detail |
| Twilio | Text message delivery (only for users who opt in) | Mobile number, message content |
We may also disclose information if required by law, subpoena, or legal process; to protect our rights, safety, or property; or in connection with a merger, acquisition, or sale of assets, subject to this Policy.
An investor may invite other people to their account. A member can see the records in that account, which include buyer names, contact details, loan terms, and payment history. Depending on the level of access the investor chooses, a member may also be able to add and change those records.
Members never have access to the investor’s bank account details or payment processing connection. The investor controls who is invited and can remove access at any time. If you are a buyer, the investor you are dealing with may have given someone else access to your records in this way.
Text messaging is optional and requires affirmative opt-in. It is offered to home buyers only; investors and other account holders receive their notifications by email.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell, rent, or share mobile numbers or SMS opt-in data with anyone for marketing purposes, and SMS opt-in data is not shared with any third party. Mobile numbers are used only to deliver the account and payment notifications described in our SMS Terms & Consent, and are disclosed only to our messaging provider for the sole purpose of delivering those messages.
Message frequency varies by the buyer’s payment schedule and whether a payment is late — typically 1 to 4 messages per month. Message and data rates may apply. You may opt out at any time by replying STOP to any message, or reply HELP for help.
We use industry-standard safeguards, including encryption in transit (HTTPS), encrypted storage, hashed passwords, row-level access controls so each account can access only its own records, and restricted administrative access. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
We retain information for as long as an account is active and as needed to provide the Service, and thereafter as required for legitimate business, legal, tax, or record-keeping purposes. Investors may delete records within the Service. When an account is closed, we delete or de-identify associated data within a reasonable period, except where retention is legally required.
You may access and update most information directly in the Service. You may opt out of text messages by replying STOP, and out of non-essential email by contacting us — note that we must still send essential account, billing, and servicing notices while your account is active.
Depending on where you live, you may have rights to request access to, correction of, a copy of, or deletion of your personal information, and to be free from discrimination for exercising those rights. To make a request, email us at the address below; we may need to verify your identity. If you are a buyer, note that your records were entered by your investor/seller — we may refer your request to them, since they control that data.
The Service is not directed to anyone under 18, and we do not knowingly collect information from children. If you believe a child has provided us information, contact us and we will delete it.
The Service may link to third-party sites, such as Stripe's payment pages. Their privacy practices are governed by their own policies, and we are not responsible for them.
We may update this Policy from time to time. We will revise the "Last updated" date above and, for material changes, provide reasonable notice. Continued use of the Service after changes take effect constitutes acceptance.
DeedTrack LLC
5250 Challedon Drive, Suite 101 C
Virginia Beach, VA 23462
Email: [email protected]