Privacy Policy

Last updated July 22, 2026

This Privacy Policy describes how Certovi ("Certovi," "we," "us") collects, uses, and shares information when you use our websites, applications, and related services (the "Service"). By using the Service, you agree to this policy.

1. Who we are

Certovi provides self-help software for construction notice deadlines, document preparation, certified mail dispatch, and delivery records. We are not a law firm and do not provide legal advice.

2. Information we collect

Account information

When you sign in, we collect your email address and authentication data through our identity provider. You may also provide a company name, contact name, phone number, and contact email.

Business and project information

To prepare and send notices, you may enter property addresses, county, permit numbers, party names and mailing addresses (owners, general contractors, and other recipients), job dates, and letter content you review and approve.

Payment information

Payments are processed by Stripe. We do not store full card numbers on our servers. We receive transaction identifiers, amounts, and credit-balance updates needed to fulfill your purchase.

Mail and delivery records

When you send certified mail, we process letter content, recipient addresses, tracking events, and related delivery metadata from our mailing provider so we can show status and proof records in your account.

Technical data

We and our hosting providers may collect standard log data such as IP address, browser type, device information, and timestamps when you access the Service.

3. How we use information

Provide, operate, and improve the Service
Authenticate you and secure your account
Calculate deadlines, prepare documents you request, and dispatch mail you approve
Process payments and maintain credit balances
Send service emails (sign-in links, deadline reminders, and operational notices)
Detect abuse, debug issues, and comply with law

We do not sell your personal information. We do not use your project or letter content to train public AI models.

4. How we share information

We share information with service providers that help us run Certovi, including:

Supabase — authentication, database, and file storage
Stripe — payment processing
Lob — address handling and USPS Certified Mail® dispatch and tracking
Resend — transactional email (magic links, reminders)
Vercel — application hosting and delivery

These providers process data under their own terms and only as needed to provide their services to us. We may also disclose information if required by law, to protect rights and safety, or in connection with a merger, acquisition, or asset sale (with notice where required).

When you send a notice, recipient names and addresses are disclosed to postal systems and the people you designate as recipients — that is inherent to mailing a letter.

5. Cookies and similar technologies

We use cookies and similar technologies for authentication (keeping you signed in) and basic security. We do not use third-party advertising trackers on the product by default.

6. Data retention

We retain account, project, notice, delivery, and proof records for as long as your account is active and as needed to provide the Service, resolve disputes, enforce our terms, and meet legal obligations. You may request deletion of your account; some records may be retained where we are legally required or where they are part of an immutable evidence trail you generated while using the Service.

7. Security

We use industry-standard measures appropriate to the nature of the data we process, including encrypted transport (HTTPS), access controls, and private storage for notice documents. No method of transmission or storage is completely secure.

8. Your choices

Update company and contact details in Account
Sign out of your session at any time
Request a new magic-link sign-in email when needed
Contact us to request access, correction, or deletion where applicable

9. Children

The Service is for business use and is not directed to children under 16. We do not knowingly collect personal information from children.

10. International transfers

We and our providers may process data in the United States and other countries where our infrastructure operates. By using the Service, you understand that your information may be processed outside your state or country of residence.

11. Changes

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "Last updated" date. Continued use of the Service after changes become effective constitutes acceptance of the updated policy.

12. Contact

Questions about this Privacy Policy or your data: reply to any Certovi service email, or contact the address associated with your account administrator.