Privacy Policy

Last updated: June 15, 2026

1. Introduction

EscrowPilot.ai ("EscrowPilot", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, including our website, dashboard, client portal, APIs, and related services.

2. Information We Collect

Account Information: Name, email address, company name, phone number, and role when you create an account. Transaction Data: Escrow numbers, property addresses, party information (buyer/seller names, contact details), milestone dates, and transaction status as entered by escrow officers. Documents: PDF files and documents uploaded to the platform for AI classification and storage. Document contents are processed by AI for classification purposes only. Communication Data: SMS messages sent and received through our texting feature, email notification records, and in-app messages. Usage Data: Browser type, IP address, pages visited, features used, and interaction patterns to improve our service. Payment Information: Processed securely by Stripe. We do not store credit card numbers on our servers.

3. How We Use Your Information

We use collected information to: - Provide and maintain the EscrowPilot platform - Process and classify documents using AI - Send notifications via email and SMS to transaction parties - Sync documents to connected storage systems (GreenFolders, SharePoint, etc.) - Generate analytics and risk assessments - Improve our AI classification accuracy - Communicate with you about your account and our services - Comply with legal obligations

4. AI & Document Processing

Documents uploaded to EscrowPilot are processed by AI models (provided by Anthropic) to classify document types, suggest file names, and extract relevant metadata. - Document contents are sent to AI providers solely for classification - We do not use your documents to train AI models - Classified data is stored in your account and not shared with other users - You retain full ownership of all uploaded documents

5. SMS & Communication

When you use our texting feature: - SMS messages are sent via Twilio and subject to Twilio's privacy practices - Message content and delivery status are stored in your account - Inbound replies from parties are routed to your inbox - Recipients can opt out by replying STOP to any message; opt-out is permanent until the recipient replies START to resubscribe Phone numbers and SMS opt-in data: Phone numbers collected for SMS consent (including opt-in status, opt-in timestamp, and opt-out status) are used solely to deliver transactional SMS about a specific escrow transaction. We do not sell, share, or disclose phone numbers or SMS consent data to third parties for their marketing purposes.We do not share this data with affiliates for marketing. Phone numbers are shared only with Twilio (our SMS delivery provider) as necessary to deliver messages to the recipient's mobile carrier.

6. Third-Party Services

We use the following third-party services: - Firebase (Google): Authentication, database, file storage - Stripe: Payment processing - Twilio: SMS messaging - Resend: Email delivery - Anthropic: AI document classification - Vercel: Hosting and infrastructure Each service has its own privacy policy governing their use of your data.

7. Browser Extension (GreenFolders Sync)

Our optional Chrome extension, EscrowPilot — GreenFolders Sync, files documents that your EscrowPilot account has already classified and renamed into the correct folder in your own GreenFolders account. - What it accesses: the GreenFolders page you are actively viewing (to upload documents into the right folder) and your EscrowPilot account (to retrieve your pending documents and report sync status). - Data it handles: the document files being filed (your work product) and authentication data — your EscrowPilot API key and your existing GreenFolders session. Your API key and settings are stored locally on your device via the browser's extension storage; the extension does not store them on our servers. - What it does not do: it does not sell or transfer your data to third parties, does not use your data for advertising, lending, or creditworthiness, and runs no remote code — all extension code ships within the package. - Your control: the extension only acts when you click to sync, and you can remove it from your browser at any time.

8. Data Security

We implement industry-standard security measures including: - Encryption in transit (TLS/HTTPS) and at rest - Secure authentication via Firebase Auth - API key authentication for integrations - Role-based access controls - Regular security reviews

9. Data Retention

We retain your data for as long as your account is active. Upon account deletion: - Account data is deleted within 30 days - Uploaded documents are permanently removed from storage - SMS and notification history is deleted - Anonymized analytics data may be retained

10. Your Rights

You have the right to: - Access your personal data - Correct inaccurate data - Delete your account and data - Export your data - Opt out of marketing communications To exercise these rights, contact us at privacy@escrowpilot.ai.

11. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA, including the right to know what personal information is collected and the right to request deletion. We do not sell personal information. Contact privacy@escrowpilot.ai for requests.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

13. Contact Us

If you have questions about this Privacy Policy, contact us at: Email: privacy@escrowpilot.ai EscrowPilot.ai Fallbrook, CA 92028