Privacy Policy

Privacy Policy

Heritage Closing Firm (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website [www.heritagelp.com] (http://www.heritagelp.com]) (the “Website”), engage our real estate closing services through the Qualia platform, or interact with us through other channels. By using our Website or services, you agree to the terms of this Privacy Policy

1. Information We Collect

We collect information to provide our real estate closing, title, and escrow services exclusively through the Qualia platform, a secure, industry-leading software solution. We do not collect personal information directly through our Website's forms or submission tools. The types of information we may collect include:

a. Personal Information

  • Contact Information: Name, email address, phone number, mailing address
  • Identification Information Social Security Number, driver's license number, or other government-issued ID (e.g., for title searches, escrow services, or identity verification).
  • Financial Information: Bank account details, mortgage information, or payment information (e.g., for escrow or closing costs).
  • Transaction Information:Details about your real estate transaction, such as property records, contracts, title documents, or closing disclosures.

b. Non-Personal Information

  • Website Usage Data: IP address, browser type, device information, pages visited, and time spent on the Website (collected automatically when you browse).
  • Cookies and Tracking Technologies: We use cookies, web beacons, or similar technologies to enhance Website functionality and analyze usage trends. You can manage cookie preferences through your browser settings.

b. Information from Third Parties

  • We may receive information from third parties, such as lenders, real estate agents, title companies, or public records, to facilitate your closing or verify your identity.

2. How We Collect Information

We collect information in the following ways:

  • Through Qualia: When you or your transaction partners (e.g., real estate agents, lenders) provide information via Qualia's secure portal during the closing process. This includes documents, contact details, and financial information necessary for title services, escrow, or closings.
  • Directly from You: When you contact us via email, phone, or in-person consultations, or provide documents outside of Qualia (e.g., via secure email).
  • Automatically: Through cookies, analytics tools (e.g., Google Analytics), and server logs when you visit our Website. No personal information is collected through Website forms.
  • From Third Parties: From partners, such as banks, government agencies, or Qualia-integrated services, as part of our closing process.

3. How We Use Your Information

We use your information to:

  • Facilitate real estate closings, title services, and escrow management through the Qualia platform, including document preparation, title searches, and fund transfers.
  • Communicate with you about your transaction, such as sending updates, confirmations, or secure portal links via Qualia or encrypted email.
  • Verify your identity and comply with legal or regulatory requirements (e.g., anti-money laundering laws, tax reporting).
  • Improve our Website and services by analyzing usage trends and user preferences (e.g., through non-personal Website data).
  • Respond to your inquiries or provide customer support.
  • Send marketing communications (e.g., service updates or newsletters), where permitted and with your consent. You may opt out at any time.
  • Protect against fraud, unauthorized access, or legal disputes.

4. How We Share Your Information

We do not sell or rent your personal information. We may share your information in the following circumstances:

  • Qualia Platform: With Qualia, our secure closing software provider, to process and store transaction-related data. Qualia is contractually obligated to protect your information in accordance with industry standards.
  • Service Providers: With trusted third-party vendors who support our services, such as title companies, escrow agents, or IT providers. These providers are bound by confidentiality agreements and data protection standards.
  • Transaction Partners: With parties involved in your real estate transaction, such as lenders, real estate agents, or government agencies, as necessary to complete the closing.
  • Legal Compliance: When required by law, court order, or regulatory authority (e.g., to comply with tax or anti-fraud regulations).
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to equivalent privacy protections.
  • With Your Consent: When you explicitly authorize us to share your information.

5. Data Security

We prioritize the security of your information and implement robust measures to protect it, including:

  • Qualia's Secure Platform: All closing-related data is managed through Qualia, which uses encryption, secure document portals, and compliance tools to safeguard your information.
  • Encrypted Communications: We use encrypted email services (e.g., integrated with Google Workspace or third-party encryption tools like Virtru) for sensitive communications outside Qualia.
  • Access Controls: Only authorized personnel have access to your personal information, and they are trained in data protection practices.
  • Secure Infrastructure: Our Website and systems are protected by firewalls, secure servers, and regular security audits.

While we take every precaution, no system is entirely risk-free. If you suspect unauthorized access to your information, please contact us immediately.

6. Your Choices and Rights

You have rights regarding your personal information, subject to applicable laws:

  • Access and Update: You may request access to or correction of your personal information by contacting us or through Qualia's client portal.
  • Opt-Out: You may opt out of marketing communications by clicking the "unsubscribe" link in our emails or contacting us.
  • Cookies: You can disable cookies through your browser settings, though this may affect Website functionality.
  • Do Not Track: Our Website does not currently respond to "Do Not Track" signals, but you can manage tracking preferences via cookies.

Georgia Residents

As a Georgia-based firm, we comply with applicable state privacy laws. You may request access to or correction of your personal information by contacting us.

California Residents (CCPA)

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including:

  • The right to know what personal information we collect, use, or disclose
  • The right to request deletion of your personal information, subject to exceptions (e.g., legal retention requirements).
  • The right to opt out of the sale of your information (we do not sell your information).

To exercise these rights, contact us at the details below.

International Users

If you are located outside the United States (e.g., in the EU), your information may be processed in the U.S., where privacy laws differ. We and Qualia comply with applicable regulations, such as GDPR, when handling data from international clients. Contact us for details on your rights.

7. Retention of Information

We retain your personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, or resolve disputes. For example, we may retain transaction records for 7 years to meet Georgia and federal tax, real estate, or regulatory requirements. When information is no longer needed, we securely delete or anonymize it in accordance with Qualia's data retention policies and our own.

8. Third-Party Links

Our Website may contain links to third-party websites, such as Qualia, lenders, or title insurers. We are not responsible for the privacy practices of these sites. Qualia maintains its own privacy policy, which governs data processed through its platform. We encourage you to review their policies before sharing information.

9. Children's Privacy

Our Website and services are not intended for individuals under 18. We do not knowingly collect personal information from children. If you believe we have collected such information, please contact us to have it removed.

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, Qualia's features, or legal requirements. We will notify you of material changes by posting the updated policy on our Website with a new "Last Updated" date or, where required, by direct communication via email or Qualia. Please review this policy periodically.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us at:

Heritage Closing Firm

Email: info@heritageclosingfirm.com

For complaints, we encourage you to contact us first. You may also have the right to lodge a complaint with a data protection authority, such as the Georgia Attorney General's Office or a federal authority.