This Privacy Policy describes how PNA Title Services LLC ("PNA", "we", "us") collects, uses, stores, and protects information within TitleFlow, our internal title-services operations platform. TitleFlow is a business tool used by authorized PNA employees and contractors to process title search orders, tax certifications, municipal lien certificate requests, and related human-resources workflows.
1. Information We Collect
Account & employee information. Name, work email address, role, team assignment, employment details (for HR modules such as attendance, leave, and recruitment), and login activity (last login time, failed attempts for account protection).
Order & property data. Information required to fulfill title and tax search orders, including property addresses, parcel numbers, county/jurisdiction details, borrower and client names, tax amounts, and related documents. This data is provided by our clients or sourced from public records for legitimate business purposes.
Operational records. Audit logs of actions taken in the platform (order updates, approvals, policy acknowledgments), workflow notes, and productivity metrics used for internal operations management.
2. How We Use Information
- To authenticate users and secure access to the platform (role-based access control).
- To process and track title search, tax certification, and mail-away requests.
- To send transactional emails (order deliveries, mail-away letters, system alerts) via Amazon SES.
- To manage HR functions: attendance, leave balances, recruitment, and policy acknowledgments.
- To maintain audit trails required for quality control and compliance.
We do not sell personal information, and we do not use TitleFlow data for advertising or third-party marketing.
3. Data Storage & Security
- Data is stored in a managed MongoDB database with access restricted to the application.
- Passwords are stored only as salted bcrypt hashes — never in plain text.
- All traffic is encrypted in transit over HTTPS/TLS.
- Sessions use signed JSON Web Tokens with automatic idle-session logout.
- Account lockout protections guard against brute-force login attempts.
- Encrypted backups are stored in Amazon S3 with restricted access.
- Access is governed by role-based permissions; administrative actions are audit-logged.
4. Third-Party Service Providers
TitleFlow relies on a small set of infrastructure providers, each processing data solely on our behalf:
- Amazon Web Services (SES) — delivery of transactional emails.
- Amazon Web Services (S3) — encrypted database backups and document storage.
No analytics, advertising, or social-media tracking services are integrated into the platform.
5. Cookies & Local Storage
TitleFlow uses only strictly necessary cookies and browser local storage — for login sessions, security, and remembering interface preferences. No tracking or advertising cookies are used. See our Cookie Policy for a complete list.
6. Data Retention
Order records, documents, and audit logs are retained for as long as required to meet our contractual obligations to clients and applicable title-industry record-keeping requirements. Employee records are retained per PNA's HR retention schedule. Backups are rotated on a scheduled basis.
7. Your Rights
Depending on your jurisdiction, you may have rights to access, correct, or request deletion of your personal information. Employees and users may contact the administrator or our support team to exercise these rights. Requests concerning order data supplied by a client are coordinated with that client as the data controller.
8. Changes to This Policy
We may update this policy as the platform evolves. Material changes will be communicated within the application, and the "Last updated" date above will be revised.
9. Contact
Questions about this policy or our data practices: support@pnatitleservicesllc.com