Privacy Policy
1. WHO WE ARE
TitleMind AI, LLC ("TitleMind.AI," "we," "us," or "our") is a Texas limited liability company providing AI-powered mineral title intelligence software. This Privacy Policy describes how we collect, use, share, and protect information when you visit titlemind.ai or use our Service (the "Service").
By using the Service you consent to the practices described in this Policy. If you do not agree, do not use the Service.
For questions: [email protected]
2. INFORMATION WE COLLECT
Information you provide
- Account information: name, email, company, role, tier, county allowlist
- Payment information: processed by Stripe; we receive a customer ID and subscription status but do NOT receive your card details
- Communications: any messages you send to us via email or in-product chat
Information collected automatically
- Usage data: API request logs, feature usage, search queries, timestamps, error logs
- Device/browser: IP address, browser user-agent, referring URL, screen resolution
- Cookies + local storage: session tokens, API keys, UI preferences (see Section 7)
- Audit log: every API call is logged with a cryptographic hash chain for tamper detection (per our compliance obligations)
Information from third parties
- Stripe: subscription status, billing events (no card data)
- Public records: we query Texas Railroad Commission, GLO, county clerks, CADs, PublicSearch.us, Tyler Eagle, and similar public-records sources to fulfill your title research requests; you control which counties we research per your subscription tier
- DataTree / First American (if you opt in): for residential title lookups
3. HOW WE USE INFORMATION
- Operate, maintain, and improve the Service
- Process payments and manage subscriptions
- Authenticate API requests
- Respond to support inquiries
- Send transactional emails (billing, security alerts) and, with consent, product updates
- Detect fraud, abuse, and security incidents
- Comply with legal obligations
We do NOT use your data to train any third-party AI model. AI features run on the model providers listed in Section 4 under our paid commercial agreements.
4. THIRD-PARTY PROCESSORS
We share information only with vendors that help us run the Service:
| Vendor | Purpose | Data category | |---|---|---| | Cloudflare | Hosting, CDN, security, R2 storage, D1 database | All processed data | | Stripe | Payment processing, subscription management | Customer ID, billing events | | Anthropic (Claude) | LLM inference for VarAgent | Your queries, only under no-training contract | | Google (Gemini) | OCR + document extraction | Document images you upload | | Sentry | Error monitoring (when enabled) | Stack traces, request metadata | | Mailjet | Transactional + welcome emails | Email address, name |
All vendors operate under written processor agreements that prohibit secondary use of your data.
5. DATA RETENTION
- Account + subscription records: retained for the life of your subscription + 7 years after termination (Texas business-records statute)
- Usage logs + audit chain: retained for 7 years
- Uploaded documents: retained for the life of your subscription; deleted within 30 days of termination on request
- Email communications: retained indefinitely unless you request deletion
6. YOUR RIGHTS
You may:
- Request a copy of your account data
- Correct inaccurate data
- Delete your account (subject to legal retention requirements above)
- Export your uploaded documents in their original format
- Opt out of product-update emails (transactional emails are required and cannot be opted out)
To exercise these rights, email [email protected] with the subject line "Privacy request."
We respond to verified requests within 30 days.
7. COOKIES + LOCAL STORAGE
We use:
- Session cookies (essential) — for authentication and CSRF protection
- Local storage — to store your API key (
tm_live_...) so you don't need to re-enter it each visit - No third-party tracking cookies, no advertising cookies, no cross-site analytics cookies
You can clear local storage at any time via your browser's site-data settings; you'll need to re-enter your API key after doing so.
8. SECURITY
See our Security page for detailed posture. In summary: TLS 1.3 in transit, encryption at rest on Cloudflare R2 + D1, HMAC-signed inter-worker calls, cryptographically chained audit log, RBAC with restricted API keys, rotating secrets every 60 days.
9. CHILDREN
The Service is not directed to anyone under 18. We do not knowingly collect data from children. If you believe we have, email [email protected].
10. INTERNATIONAL TRANSFERS
The Service is hosted on Cloudflare's global edge network. Your data may be processed in data centers outside your country of residence. By using the Service you consent to these transfers.
11. CALIFORNIA + TEXAS PRIVACY RIGHTS
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) including the right to know, delete, correct, and not be discriminated against for exercising privacy rights. We do not sell or share personal information for cross-context behavioral advertising.
If you are a Texas resident, the Texas Data Privacy and Security Act (TDPSA), effective July 1, 2024, gives you similar rights.
To exercise either, email [email protected] with subject "CCPA request" or "TDPSA request."
12. CHANGES TO THIS POLICY
We may update this Policy. Material changes will be announced via email to your account contact at least 30 days before the change takes effect. The "Last Updated" date at the top of this page reflects the most recent revision.
13. CONTACT
Questions about privacy: [email protected]
TitleMind AI, LLC Dallas, Texas, United States