Privacy Policy

Introduction

Title Steward, operated by Title Collections Inc., provides cloud-based collection management software enabling collectors, advisors, and institutions to catalog, track, and manage valuable collections including fine art, watches, and collectibles.

We are committed to respecting and protecting your personal information consistent with applicable international privacy regulations, including Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), the European Union's General Data Protection Regulation (GDPR), and applicable United States data protection laws.

This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our platform at titlesteward.com.

How We Collect and Use Data

User Accounts

When you create an account with Title Steward, we collect your first and last name, email address, and organization details. This information is used to establish and maintain your account, authenticate your identity, and communicate with you about the service.

Website Visits

When you visit our website, we automatically collect certain technical information including your IP address, page requests, browser type and version, operating system, referring URLs, and time spent on various pages. This data helps us maintain and improve the platform.

Collection Data

Users upload and manage asset information, supporting documents, images, and valuation records through the platform. While Title Steward facilitates the secure storage and management of this data, we do not control how exported reports or documents are stored, transmitted, or shared outside the platform by users.

Cookies

We use essential cookies required for authentication and secure platform operation. We also use analytics cookies to gather aggregated usage insights that help us improve the service. You may opt out of non-essential analytics cookies through your browser settings or a cookie preference manager. Disabling essential cookies may impair your ability to use the platform.

Marketing Communications

Email newsletters and product updates are entirely optional. You may unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email or by contacting us directly. Transactional and account-related communications are not affected by marketing opt-outs.

Surveys and Support

When you participate in surveys or contact us for support, we collect the information you provide. Aggregated and anonymized survey data may be used for service improvement. Contact information from support inquiries is retained to assist with follow-up and to improve our support processes.

Data Sharing

We do not sell your personal information. We do not disclose personal information to third parties without your consent, except in the limited circumstances described below.

• Organization Members: Members of your organization on the platform may access collection information based on the access level you or your administrator has granted them.
• Service Providers: We engage trusted third parties to support platform operations, including cloud hosting, payment processing, and analytics. These parties process data only on our behalf and are bound by appropriate confidentiality obligations.
• Legal Requirements: We may disclose information if required by law, court order, or governmental authority. We review all such requests and disclose only the minimum information necessary.
• Business Transactions: In the event of a merger, acquisition, or sale of assets, personal information may be transferred as part of the transaction. We will provide notice before any such transfer and before information becomes subject to a different privacy policy.

Data Storage and Security

Your data is hosted on servers located in the United States and Canada. We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit and at rest
• Role-based access controls with least-privilege principles
• Standard Contractual Clauses for international data transfers where required
• Regular security audits and vulnerability assessments
• Access restricted on a strict need-to-know basis

While we take reasonable precautions to protect your data, no method of transmission over the internet or electronic storage is completely secure. We encourage you to use strong, unique passwords and to notify us immediately if you suspect any unauthorized access to your account.

Your Rights

Depending on your location, you may have the following rights with respect to your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete personal data.
• Deletion: Request deletion of your personal data, subject to applicable legal retention obligations.
• Portability: Receive your personal data in a structured, commonly used, machine-readable format.
• Objection and Withdrawal: Withdraw consent or object to certain processing activities at any time.

To exercise any of these rights, please contact us through titlesteward.com. We will respond to your request within the timeframe required by applicable law.

Data Retention and Account Deletion

You may delete your account at any time through your account settings. Upon deletion of your individual account, your personal profile information will be removed from our active systems.

Collection data associated with your organization will continue to be accessible to other authorized organization members following your account deletion. If you are the sole member of an organization and wish to delete all associated collection data, please contact us directly.

We may retain certain information beyond account deletion where required by law, regulation, or legitimate business necessity, such as for tax records, fraud prevention, or dispute resolution. Such retained data is subject to appropriate safeguards and deleted as soon as retention obligations are satisfied.

Children's Privacy

Title Steward is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from a person under 18, we will take steps to delete it promptly.

Third-Party Links

Our platform and website may contain links to third-party websites provided for your convenience. These links do not constitute an endorsement of those sites or their privacy practices. We have no control over, and are not responsible for, the content or privacy practices of any third-party site. We encourage you to review the privacy policy of any site you visit.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you by email. Your continued use of Title Steward following any update constitutes acceptance of the revised policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: