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Privacy Policy
This policy covers data collected through the Ellicott platform and our website, operated by EmGrand Intelligence Group, LLC, an Oklahoma limited liability company ("we," "us," or "the Company").
Effective date: October 19, 2026
Ellicott is a business-to-business service, offered to organizations in the United States. For the land, parcel, deed, and landowner information that customers upload, we act as a service provider (processor) to the customer organization. That organization decides what to upload and is responsible for any notices or permissions its landowners or other individuals require. Individuals with questions about that data should contact the customer organization, and we will assist the customer as required by law.
What we hold
- Account data — your email address (which is your username), your organization's name, and your role in it. Passwords are stored only as salted hashes.
- Project data — the geospatial datasets you upload (parcels, footprints, centerlines), optional logos, and every generated deliverable (PDFs, KMZ, shapefiles, computed results). This is land and landowner information; we treat all of it as confidential to your organization.
- Deed and legal-description data — if deed plotting is enabled for your organization, the deed text, parsed calls and legal descriptions you enter or upload, and the plat-format drafting outputs and reports we generate from them. This is land and landowner information too, held to the same confidentiality standard as project data above.
- Consent record — when you accept the Terms of Service and this policy at signup, we keep the acceptance time, the document version you accepted, and the IP address the acceptance came from. Held for the life of your account; deleted with it.
- Billing data — your plan, a ledger of billing events, and Stripe customer/subscription identifiers. If deed plotting is enabled for your organization, some deed exports are purchased individually rather than through your plan; those purchases are recorded and processed through Stripe the same way. Card numbers never touch our servers: payment is handled entirely by Stripe on Stripe-hosted pages.
- Operational logs — request and delivery logs, including IP addresses used for abuse throttling, and error reports sent to our monitoring service. A usage record of each request made while signed in — which screen, when, and how long it took, with no IP address — is deleted after 30 days; only totals that name no individual are kept longer.
- Cookies — we use cookies and similar technologies that are strictly necessary to keep you signed in and to secure the service. We do not use cookies for targeted advertising.
What we do with it
Run the service. Your project data is processed to generate the deliverables you request and shown to members of your organization, and to our own staff only as described under Isolation below. We do not sell your data, and we do not share it for targeted or cross-context behavioral advertising. We disclose it only to the service providers and public data services described below; to comply with law or valid legal process; to protect the rights, safety, and security of our users and the service; and to a successor in connection with a merger, acquisition, financing, or sale of all or part of our business, subject to this policy.
Who processes it for us
Each of the following receives only what its function requires, and none may use your data for its own purposes:
- Hosting and backups — DigitalOcean (application server and encrypted object storage for backups).
- Payment — Stripe. Handles your card details entirely on Stripe-hosted pages; we never receive or store card numbers.
- Error monitoring — Sentry, when configured for this deployment. Receives error reports, which can include request context, but not your uploaded project files.
- Transactional email — a contracted transactional-email delivery provider. Sends account and notification email on our behalf; does not receive your project data.
Deed text and scans are interpreted on our own servers. We do not send deed documents or their contents to any artificial-intelligence or language-model provider, and we do not use them to train one. Text recognition for scanned deeds runs on a service we host ourselves. When you ask us to locate a deed on a map, we send the specific address, survey or section reference, lot, block or subdivision name, or coordinates to public mapping and parcel-data services (the U.S. Census geocoder, the Bureau of Land Management, a state GIS service, and Regrid) to resolve it. Those services are not our processors: they receive only the lookup terms, not your uploaded files, and their own terms and privacy policies govern what they do with those queries.
We operate Ellicott from the United States and offer it to organizations in the United States. Our primary application and project-data storage is configured in the United States. Certain service providers may process limited account, payment, monitoring, or delivery information in other locations consistent with their own privacy terms and applicable law.
More generally, we do not use anything you upload, or the deliverables made from it, to train an artificial-intelligence or language model that is shared with other customers or offered to others.
If our business changes hands
If we merge with, are acquired by, or sell part of our business to another company, the data described in this policy may transfer to that company, which must honor this policy for it or tell you of any change first.
How long we keep it
Once a project has been delivered, its uploads and generated files are kept for the retention window of the plan you were on at the time it was delivered, then deleted from our servers on a scheduled purge. That window is fixed when the project is delivered: moving to a plan with a longer window does not extend projects already delivered under the old one, and moving to a shorter one never cuts short a window already promised. The window runs from your most recent activity on the project rather than from its first delivery, so re-running a project extends how long we keep it and a project you keep working on is kept for as long as you keep using it. Opening or downloading files you already have does not extend it.
Work that is never delivered in full — an upload you abandon, a run that fails, or a preview you do not take on to a full run — are kept for up to 90 days from your last activity on it, or your current plan's window if that window is shorter, and are then deleted the same way. Because it was never delivered, this one does follow your plan as it stands today rather than a window fixed at delivery. A preview counts as undelivered here even when it succeeded and you downloaded its exhibits. If you need something preserved beyond these periods, tell us before it lapses.
If deed plotting is enabled for your organization, saved deed work — including every revision — is kept against your plan's current retention window, measured from its own most recent activity rather than from delivery, and deleted the same way once that window lapses.
The purge clears the landowner names and parcel details we derived from your uploads, not only the files themselves.
Encrypted backups of the database and uploads may persist for a limited period consistent with our ordinary backup-rotation schedule before they are overwritten. Account and billing records are retained while your account exists and as otherwise required for legitimate business, tax, accounting, or legal purposes.
Isolation
All project data is scoped to your organization: access from another organization's account is refused and logged as a security event.
Our own staff can access your data through an administrative interface, restricted to named personnel, in order to operate and support the service — for example to investigate a failed run or a problem you have reported. Every such access — including simply viewing a record, not only changing one — is logged against the member of staff who made it. We do not access your project data for any other purpose.
If deed plotting is enabled for your organization, a member of your organization can choose to create a share link for a saved deed. Anyone who has that link's address can view it without an account of their own, until it expires after 30 days or your organization revokes it sooner. Nothing is reachable this way unless your organization deliberately creates the link.
Security
We use reasonable administrative, technical, and physical safeguards designed to protect your information, including access controls, logging of staff access, and encryption of backups. No method of transmission or storage is completely secure. If we learn of a security breach affecting your personal information, we will notify you as required by applicable law.
Your choices
You can request deletion of your account and its data — contact support@emgrandintelligence.com. Deletion removes uploads, deliverables, the records built from them, and account data; billing records we are required to keep are retained.
Your rights under specific privacy laws
Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to appeal our decision on a request. We honor these requests for account holders regardless of location: email support@emgrandintelligence.com. We will verify your identity before acting and respond within the time required by law. If your request concerns data that a customer organization uploaded, we will refer it to that organization. Customers that need a data processing addendum may request one at support@emgrandintelligence.com.
Ellicott is not directed to individuals under 18, and we do not knowingly collect personal information from children.
Contact
Questions or requests regarding this policy, including requests to access, correct, or delete personal information, may be sent to support@emgrandintelligence.com.
Changes
When these documents change materially, you will be asked to review and accept the new revision the next time you use the service, before you can continue.
Revision 2026-10-20-counsel-final — this is the document id recorded with each signup's consent.