Record of Sale
Not a DMV filing serviceTitle typically requires wet-inkOfficial forms open on government sites

Effective 7 September 2026

Privacy Policy

This policy describes how Record of Sale, LLC (“we”), an Oregon limited liability company, handles personal information on recordofsale.com. It is a product draft for attorney review. Contact privacy@recordofsale.com only — do not send government ID images to that inbox.

1. Who we are

Record of Sale, LLC is an Oregon limited liability company. It provides software that generates a private-party Record of Sale packet. We are not a DMV, escrow, dealer, or law firm. Our business mailing address is [Company Address TBD].

2. Information we collect

  • Account and deal data. Email addresses for both parties (required), optional names, state pair, purchase price, VIN or serial, item or estate descriptions, inventory lines, and checklist progress.
  • Evidence photos. Vehicle, machinery, item, or estate-lot photographs you upload. These are stored on a path separate from any identity artifacts.
  • Signatures and consents. Signature images, ESIGN consent, wet-ink acknowledgment, “not legal advice” acknowledgment, timestamps, IP address, and user-agent for the audit log.
  • Identity verification outcomes. This MVP uses a Stripe Identity stub. When live Identity is enabled, we intend to store only a vendor session reference and pass/fail outcome — not the underlying ID portrait or biometric template. Prefer vendor-held ID with redaction.
  • Payment metadata. Stripe processes the software fee. We receive payment status and a session identifier. We do not receive full card numbers.
  • Technical data. Cookie-based session tokens, server logs, and device/browser information needed to operate the service.

3. How we use information

We use this information to create and seal your packet, email magic links and reminders, display private QR entry points, prevent unauthorized access, charge the software fee, maintain an audit log, and improve reliability. We do not use deal photos to train public models. We do not sell personal information and we do not share it for cross-context behavioral advertising.

4. Processors

  • Stripe — Checkout (software fee) and, later, Identity. See Stripe’s privacy notice.
  • Resend — Transactional email (invite, remind, sealed, checklist).
  • Hosting / database / object storage — The application host (for example Vercel), the database provider (Postgres in production; SQLite in local demo), and optional S3-compatible storage for evidence files.
We do not send purchase-price funds to any processor as escrow.

5. Retention

  • Sealed packet + vehicle/item evidence photos: kept longer so the parties can retrieve a hash-locked record (target: 7 years, unless you ask us to delete earlier and we are not legally required to retain).
  • Identity / biometric material: shorter. Prefer vendor-held ID. If any ID image is ever stored in our systems (not the MVP default), we will delete or hard-redact it on a short schedule (target: 30 days after a decision, unless a fraud investigation is open).
  • Magic-link tokens: expire in 30 minutes and are marked used.
  • Server logs: typically 90 days.

6. California / CCPA-style rights

If you are a California resident (and, where similar laws apply, other U.S. residents), you may request to know, access, correct, or delete personal information, or to appeal a denial. You may use an authorized agent. We will not discriminate for exercising these rights. We do not sell or share personal information as those terms are used in the CCPA/CPRA. To submit a request, email privacy@recordofsale.com from the address on the deal. We will verify you are a party before disclosing deal contents.

7. Cookies

We use a strictly necessary session cookie to remember the email you verified. We do not use advertising cookies in this MVP. You can block cookies in your browser; magic-link sign-in will then fail.

8. Children

The service is for individuals 18 or older. We do not knowingly collect information from children.

9. Security

Deal routes and /r/ tokens are private: a valid token plus email verification for that party is required. Tokens are not a public gallery. No method of transmission is perfectly secure.

10. Contact

Privacy requests: privacy@recordofsale.com
Legal: legal@recordofsale.com
Record of Sale, LLC (an Oregon limited liability company)
[Company Address TBD]