Effective date: August 7, 2026 · Last updated: August 7, 2026
1. Who this covers
This Policy applies to Estate Vault on fiduciarylog.com and related APIs, emails, and payment flows. It covers Personal Representatives, invited family/helpers/advisors, public-sale registrants, and visitors to our marketing pages.
2. Information we collect
Account and identity. Name, email, authentication identifiers (for example Google or email/password), and Personal Representative profile details you provide.
Estate content you enter. Case details, inventory items, photos you upload, notes, finance ledger entries, contacts, messages, family updates, auction settings, exports you generate, and similar records.
Access credentials you create. Hashed PINs/passwords for admin and invited roles; session tokens used to keep portals signed in.
Billing. Subscription status, Stripe customer and payment identifiers. Card numbers are handled by Stripe — we do not store full card PAN data on our servers.
Usage and technical data. Approximate device/browser info, IP address, timestamps, and activity/audit events needed to operate security and support.
We do not require Social Security numbers, full bank account/routing numbers, or bank login credentials to use the core Service. Do not paste secrets into free-text fields unless you intentionally choose to record them.
3. How we use information
- Provide, secure, and improve the Service
- Authenticate users and enforce role-based access
- Process subscriptions and prevent fraud/abuse
- Send transactional email (invites, billing, security notices)
- Generate exports and activity histories you request
- Comply with law and defend legal claims when necessary
We do not sell your personal information.
4. How information is shared
We share information only as needed to run the Service:
- Invited users see what the Personal Representative (and role settings) allow for that estate
- Stripe for payment processing
- Infrastructure providers (for example cloud database, hosting, email delivery) under agreements that limit use to providing their service
- Public sale pages may show lots and sale timing you choose to publish
- Legal / safety when required by law or to protect rights and security
Operators with Super Admin privileges may access estate data only for support, security, billing, and platform integrity, with actions recorded in operator audit logs where applicable.
5. Storage, retention, and deletion
Records remain available while an estate is open and, after close, for view/export as described in-product. We do not run an automatic hard-delete timer on customer estates. Retention guidance and closed-estate behavior are described in Security & Retention.
You may request account or data actions through support channels. Some audit and billing records may be retained as required for security, fraud prevention, tax, or legal obligations.
6. Security
We use industry-standard controls appropriate to a web SaaS product (encrypted transport, access controls, hashed secrets where applicable, and role isolation). No method of transmission or storage is 100% secure. You are responsible for protecting PINs and devices used to access the Service.
7. Children
The Service is not directed to children under 13 (or under 16 where required). Do not create accounts for children. Estate records about minors should be entered only as needed for administration and with appropriate authority.
8. Your choices
- Update profile and estate information in the app
- Revoke or change invited-user access
- Manage billing via the Stripe customer portal
- Close an estate for records (view/export-only) when administration ends
- Contact support to ask about access, correction, or deletion where applicable law provides those rights
9. International users
The Service is operated from the United States. If you access it from elsewhere, you understand information may be processed in the U.S. and other locations where our providers operate.
10. Changes
We may update this Policy and will post the new version with a revised date. Continued use after the effective date means you accept the updated Policy.
11. Contact
Privacy questions: use Estate Vault / fiduciarylog.com support channels for your account.
Related: Terms of Service · Refund & Cancellation · Security & Retention