Privacy policy. What we collect, and why.

When you sign in to RecordPlane with your Google Account, this section describes exactly what that involves. It is separate from the historical mailbox connection of RecordPlane Closings, the transaction product Close This replaced, described further down, which asked Google for different permissions.

What we ask Google for. Only the openid, email, and profile permissions, which Google shows you before you continue. They let Google confirm who you are. They do not give RecordPlane access to your Gmail messages, Google Drive files, calendar, or contacts, and RecordPlane does not call any other Google service. Google keeps your password; we never receive it.

What we receive and keep. From Google's confirmation we use your Google account identifier, your email address, whether Google has verified that address and, for a Google Workspace account, its domain. We keep the account identifier, so a later sign-in reaches the same RecordPlane account, with the latest email address Google sent and when you last signed in with Google. We also keep your email address, and whether it is confirmed and when. A Gmail address, or an address in your Google Workspace domain, counts as confirmed; any other address stays unconfirmed until you confirm it with a code we email you. The name Google provides becomes your initial display name, which you can change. We do not keep your profile photo, and we do not keep Google's access or refresh tokens: Google is used only to confirm who you are when you sign in.

What a sign-in records. Each sign-in creates a session and a security record. The session holds the sign-in method and time, a shortened IP address (the first three parts of an IPv4 address, or the first 48 bits of an IPv6 address), your country, and a short browser and operating-system description such as "Chrome on macOS". The security record holds the sign-in method, time and outcome, the same shortened IP address and browser description, and no country; security records never contain your email address. While a sign-in is in progress, we briefly keep your full browser description and email address, for ten minutes at most. Session secrets are stored only in a form that cannot be turned back into the secret.

How we use it. Only to sign you in, keep your account and sessions secure, and investigate misuse. We do not use it for advertising, and we do not sell it.

Who receives it. Nobody outside RecordPlane and the service providers listed below that host the service. RecordPlane's own applications, the RecordPlane console and Close This, receive your RecordPlane account identifier and your name, and your email address when they ask for it. Members of a workspace you belong to see your display name and your primary confirmed email address. An AI assistant you connect to your account can read your email address if it asks for it, which we show you before you approve the connection.

AI and machine learning. We do not use information received from Google to develop, improve, or train generalized or non-personalized AI or machine learning models.

Protection. Connections to the service use TLS 1.2 or later, our database on Amazon Web Services is encrypted at rest, and access to information is restricted to the services that need it.

Retention and deletion. Sessions end on their own. A RecordPlane console session ends after 12 hours without use, and after 7 days at most. A sign-in to Close This or another RecordPlane application ends after 14 days without use, and after 90 days at most. Security records are kept in the database for two years, and in a locked archive copy for three years from when they are recorded. Your account information is kept until your account is deleted; today, to delete your account, contact support@recordplane.com. Security records and workspace audit records outlast an account's deletion until their retention ends: workspace audit records are kept for up to seven years, and the locked archive cannot be erased early. If you remove RecordPlane from your Google Account's third-party connections, it leaves Google's list, and Google asks you again the next time you sign in with Google. To unlink Google from your RecordPlane account or delete your account, contact support@recordplane.com.

Launch notifications. If you request a Close This launch notification, we store your email, the launch-interest purpose, and signup date. We use it to notify you about the launch, not to create an account or add you to a workspace or contact directory. You can request removal by contacting support@recordplane.com. We also keep short-lived request counters to limit abuse.

Pilot requests. If you request a Close This pilot on our website, we receive your name, work email, brokerage, team size, any note you add, and the address of the page you sent it from. Cloudflare Turnstile checks that the request comes from a person before we receive it. We keep the request as a ticket in our support system, Freshdesk, so we can reply to you and set up your pilot. We also keep short-lived request counters to limit abuse.

If someone invites you, we keep a record of who invited you and when. During a pilot, we count how you use Close This (for example, how many files you start), never what’s in your files.

Property records. When a Close This file is created for a property, we receive property records for its address from RentCast, which can include the owners' names. We keep them in the file's workspace, make them available to the people who can see the file and to the AI assistants they connect, and delete them when the workspace is deleted.

Account information. When you sign in, we receive and keep the information described in "Signing in with Google" below, or, if you sign in with an emailed code, your email address. For Close This private preview, we retain the provider-verified email associated with a sign-in session and an explicitly approved agent connection to enforce product access. This does not create workspace membership or grant access to another person’s records.

Agent-owned email. Your AI assistant’s mailbox is connected in the platform where that assistant runs, not in Close This. Close This receives messages and attachments the assistant submits under the access you grant. That connection does not give Close This access to the rest of the mailbox or its mailbox credentials. Manage the assistant’s email permissions with its provider.

Previously enabled Google mailbox connections. RecordPlane Closings, the transaction product Close This replaced, offered this connection in its product setup; Close This does not offer it. The following describes data handling for any separately enabled or retained Google mailbox connection. With the mailbox owner's consent, Google provides a verified account identifier and email address and authorizes RecordPlane to send email through that mailbox. The initial connection requests openid, email, and gmail.send; it does not grant RecordPlane permission to search or read the inbox, attachments, contacts, or Drive files. Additional access would require a separate explanation and consent.

RecordPlane stores the connection's account identifier, email address, status and encrypted refresh token. The refresh token is retained for separately enabled, authorized sending. When approved sending is enabled, the dedicated sender uses it to obtain temporary access tokens without asking the mailbox owner to sign in for each authorized action. Mailbox credentials are not included in transaction exports or provided to connected AI assistants. We retain connection changes and bounded security/error information; provider credentials and authorization codes are excluded from routine logs. Connecting a mailbox alone does not enable reminder sending, approve a reminder plan or authorize arbitrary email.

Workspace information. You, your organization, invited participants, and authorized agents may submit business records, contacts, transaction details, documents, messages, signatures, approvals, and other content. We also record membership, permissions, changes, and activity needed to maintain the workspace's history. The information collected depends on the features you use.

Signing. When someone signs documents sent through a RecordPlane signing request, including from Close This, the signing page records the time, their IP address and their device for each step they take, whether or not they have an account. The certificate that shows them goes to everyone in the request. We keep these records with the signed documents in the workspace of the person who sent the request.

Service and support information. We process requests, technical logs, device and network information such as IP addresses, security events, and communications you send to support. Where a paid plan is enabled, we receive billing identifiers, subscription status, and related payment events from Stripe. Stripe-hosted payment pages collect card details.

Error reports. When Close This's app runs into an error, it sends a report through our servers to Sentry so we can fix it. A report holds what went wrong and where in our code, the kind of page it happened on (never the ids or search terms in its address), your browser's name and major version, your device's platform, and the app's version. It never includes your name, email address, IP address, cookies or anything in your workspace. Sentry keeps reports for at most 90 days.

We use a pilot request to reply to you about your pilot. If you ask us to, we’ll send you occasional email about Close This. You can unsubscribe from that email at any time; our replies to your pilot request aren’t affected.

We use this information to authenticate users; administer organizations and workspaces; execute authorized actions; deliver documents and communications; maintain audit history; provide export and support; manage billing; and investigate abuse, errors, and security incidents. We also use information where necessary to comply with applicable obligations and resolve disputes.

Google sign-in information is used for authentication and account administration. Data from a retained Google mailbox connection is used to identify the connected mailbox and maintain its authorized connection. When approved sending is enabled, the service also uses this data to send approved transaction correspondence and record the outcome supported by the provider. Provider acceptance does not establish delivery or whether a recipient read the message.

Our use and transfer of information received through Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. RecordPlane does not sell that information, use it for advertising, or use it to train generalized AI models. Workspace information that you separately authorize an AI assistant to access is also handled under that assistant provider's policies and your selected settings.

Workspace information is available to people and agents according to the access the workspace authorizes. Workspace administrators can manage membership and access; contact your organization about its own use and retention of information. An invitation, shared document, participant link, or authorized integration may disclose information to its intended recipient or provider.

We use service providers to operate the service, including Amazon Web Services for hosting, storage, and identity infrastructure, and for the address suggestions Close This shows as you type a property's address; Google for Google sign-in and enabled Google Workspace correspondence; Stripe for enabled billing features; Freshdesk for support requests and pilot requests; RentCast for property records, which receives only the address of a property a Close This file is created for; Cloudflare for the human check on our website forms; and Sentry (Functional Software, Inc.) for error reports from Close This's app. Email and other integration providers receive information needed for the features you or your organization enable. Those providers may also handle information under their own policies.

Address suggestions. When you type a property's address in Close This, we send what you have typed, without your name or account, to Amazon Location Service to suggest addresses. It may pass that text to its map-data providers, which can process it outside the region where we host Close This. We keep only the address you choose, as the file's address. The suggestions' data sources are listed on Amazon Location Service's data attribution page.

We may disclose information when required by law, to protect people and the service against fraud or security threats, or in a business transfer subject to applicable protections and notice.

RecordPlane uses session cookies and temporary sign-in cookies to authenticate requests and protect the login process. Browser storage may retain interface preferences. Blocking necessary cookies can prevent sign-in. Google and other providers may set their own cookies on their sites.

We retain information for service operation, workspace history, security, and applicable legal obligations. Retention can depend on workspace policies and legal holds. Account deletion, workspace deletion, and removal of a Google connection are different actions: removing Google access does not automatically remove workspace records.

A successful disconnect of a retained Google mailbox connection removes its active refresh-token ciphertext from the live connection store and blocks new sends through that connection. An email already in flight may still complete. Disconnection does not delete messages from Gmail, transaction records, retained correspondence or audit history, and does not itself revoke every permission granted to the app in Google. Google Account connection controls can remove the provider grant. Backup copies follow the service's backup retention and restore controls; restoring a backup must not reactivate a disconnected mailbox or prior reminder approval.

Contact support@recordplane.com to request access, correction, export, or deletion. We may verify your identity and authority over the affected workspace. Hosted workspace deletion currently requires operator assistance. Export is available independently of plan limits and billing status. We explain any applicable retention or legal restriction when handling a request.

We use access controls, encryption, and operational safeguards to protect information. No service can guarantee complete security. The current hosted deployment operates in AWS's US East (Ohio) region. Providers may process information in other locations under their applicable terms.

You can manage workspace access through available administration controls and contact us about your information. You can also remove RecordPlane's access in your Google Account's third-party connections settings. This can affect your ability to sign in and does not itself delete your RecordPlane account or workspace content. Depending on where you live and applicable law, you may have additional rights to access, correct, delete, or obtain your information, object to or restrict processing, or complain to a privacy regulator.

RecordPlane is intended for adult business users and is not directed to children under 13. If you believe a child has provided information directly to us, contact the privacy address above.

We will post updates with a revised effective date and provide additional notice of material changes where required. Send privacy questions to support@recordplane.com at Record Plane Inc.