Privacy Policy

iRecord365 is a document submission service based in Destin, Florida that electronically submits real-estate and related documents to county recorder offices across the United States on behalf of attorneys, title companies, contractors, and individuals.

Information you give us directly:

• Contact details — name, business/company name, email, phone, mailing address.
• Submission details — document type, county/state, parties named on the document, notes to the recorder.
• Document files and attachments you upload for recording.
• Billing information handled through QuickBooks (we do not store full card numbers on our servers).
• Correspondence you send us (email, ticket messages, phone notes).

Information collected automatically:

• Log data — IP address, browser type, pages viewed, timestamps.
• Basic cookies and similar technologies needed to keep you signed in and to secure the site.

• To submit your documents to the correct county recorder and return the recorded result to you.
• To create and manage your account, tickets, and submission history.
• To send transactional email (status updates, recorded document delivery, invoices, payment receipts).
• To process payments and reconcile invoices through QuickBooks.
• To respond to your questions and provide customer support.
• To detect, prevent, and address fraud, abuse, or security issues.
• To comply with legal obligations and enforce our Terms.

We do not sell your personal information, and we do not use your document contents for advertising.

We share information only as needed to run the Services:

• County recorder offices — your document and required submission metadata are transmitted to the destination county for recording. Once recorded, the document becomes part of the public record maintained by that county.
• Service providers that operate our platform on our behalf, including cloud hosting, database, email delivery (Mailgun), and accounting/payments (Intuit QuickBooks Online). These providers are contractually limited to using information only to provide their services.
• Legal or safety reasons — when required by law, subpoena, court order, or to protect the rights, property, or safety of iRecord365, our customers, or the public.
• Business transfers — if iRecord365 is involved in a merger, acquisition, or asset sale, information may transfer as part of that transaction.

Documents recorded with a county recorder become part of the public record and may be viewable by anyone. iRecord365 has no ability to remove, redact, or restrict access to documents once they have been recorded by the county.

We use administrative, technical, and physical safeguards to protect information, including encryption in transit (HTTPS/TLS), encrypted storage, access controls, and audit logging. No method of transmission or storage is 100% secure; you use the Services at your own risk.

We retain submission records, recorded documents, and related correspondence for as long as needed to provide the Services, comply with our legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. You may request deletion of your account by contacting us — some records must be retained to satisfy legal or regulatory requirements.

• Access, update, or correct your account information by signing in or contacting us.
• Opt out of non-essential email; transactional emails about your submissions and invoices are required to deliver the Services.
• Depending on where you live (e.g., California, other U.S. states with privacy laws), you may have rights to request access to, correction of, or deletion of your personal information, and to appeal a denial. Contact us to exercise these rights.

We use Intuit QuickBooks Online to issue invoices and record payments. When you pay an invoice, Intuit processes your payment and returns limited transaction information (amount, date, invoice reference) to iRecord365 so we can mark your submission as paid. iRecord365 does not receive or store your full payment card or bank account numbers. Your use of Intuit's services is subject to Intuit's own privacy policy.

We use cookies and similar technologies that are strictly necessary to operate the site (authentication, session management, security). We do not use third-party advertising cookies. You can control cookies through your browser settings; disabling required cookies may prevent parts of the site from working.

The Services are intended for business use by adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.

iRecord365 operates in the United States. If you access the Services from outside the U.S., your information will be transferred to and processed in the United States, which may have different data protection laws than your country.

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective date" above and, for material changes, provide additional notice (such as via email or a notice on the site). Continued use of the Services after changes take effect constitutes acceptance of the updated policy.

Questions about this Privacy Policy or requests about your information: