Privacy Policy

Last updated July 23, 2026

This Privacy Policy describes how Quantra Technology & Innovation, Inc., a Florida corporation operating the Certoviservice ("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 and how to reach us

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. We are the controller of the personal information described below.

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, subcontractors, designees, and other recipients), job dates, and letter content you review and approve.

Information about other people

Notices are addressed to third parties who are not our users. When you enter a recipient's name and mailing address, you are responsible for having a lawful basis to provide it, and we process it on your instructions in order to prepare and mail the notice you approve.

Payment information

Payments are processed by our payment provider. We never receive or store card numbers. We receive transaction identifiers, amounts, receipt links, and credit-balance updates needed to fulfil your purchase.

Mail and delivery records

When you send certified mail, we process letter content, recipient addresses, tracking events, and related delivery metadata so we can show status and keep the record of service in your account.

Public records

We may match publicly recorded Notices of Commencement against contractor names on your projects in order to alert you that a notice window may have opened. You can turn these alerts off at any time (see section 8).

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, delivery and returned-mail updates)
• Send optional project-start alerts, which you can switch off
• Detect abuse, debug issues, and comply with law

We do not sell or share your personal information for cross-context behavioural advertising, and 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 who process it only on our instructions, to run the Service. Our categories of subprocessor are: cloud database, authentication, and file storage; payment processing; postal mail production and tracking; transactional email delivery; and application hosting. As of the date above these are Supabase, Stripe, Lob, Resend, and Vercel respectively. We name them so you can assess them; they are disclosed for transparency, not endorsement.

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 strictly for authentication (keeping you signed in) and basic security, plus one local browser value that remembers whether you dismissed the setup checklist. We do not use advertising or cross-site tracking cookies, so no consent banner is required.

6. Data retention

We retain account, project, notice, and delivery records for as long as your account is active and as needed to provide the Service. Two categories are kept even after you close your account:

• Billing records, which we are required to retain for financial and tax purposes.
• The proof record for notices you already sent. It is append-only by design — that is what makes it evidence — and you or a court may need to rely on it after your account is gone.

7. Security

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

8. Your rights and choices

You can exercise the following directly in the product, under Account:

• Access and portability— "Export my data" downloads everything we hold for your account as a machine-readable file.
• Correction — company, contact, project, and party details are all editable.
• Deletion— "Close my account" deletes your profile, projects, parties, and alerts, and removes your sign-in, subject to the retention carve-outs in section 6.
• Opt out of non-essential email — project-start alerts can be switched off in Account, or with the unsubscribe link in any such email.

Depending on where you live you may also have the right to object to or restrict certain processing, or to lodge a complaint with a supervisory authority. Email support@certovi.com and we will respond within the time your local law requires (and within 30 days in any case). We will not discriminate against you for exercising any of these rights.

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 process data in the United States. 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: support@certovi.com, or write to us at the address in section 1.

See also our Terms of Service.