Privacy Policy

This Privacy Policy explains how Prefile LLC (“Prefile,” “we”) handles personal information in connection with the Prefile service and website. Prefile is used by mortgage lenders and brokers (our “Customers”).

1. Two kinds of information

• Information about our Customers’ staff and our website visitors. We decide how this is used, as described below.
• Information our Customers put into Prefile about their borrowers and loans. For this information we act as a service provider to the Customer, which decides why and how it is collected. The Customer’s own privacy notice governs it. If you are a borrower, please contact your lender with questions or requests; we will help them respond.

2. What we collect

• Account details: name, work email, role, password (stored only in hashed form) and, if provided, individual NMLS ID.
• Company details: legal and business names, company NMLS ID, EIN, address, phone, website, state license numbers, compliance documents (such as insurance certificates) and logo.
• Loan file information entered by Customers: names and contact details of borrowers and co-borrowers, property addresses, loan details, key dates, contacts at other companies (agents, title, insurance), task status and notes.
• Activity and technical information: records of actions taken in the service (for example, who completed a step and when), and logs containing IP address, browser type and timestamps.
• Messages you send us, such as support requests.

We use only the cookies needed to keep you signed in and to secure the service. We do not use advertising or cross-site tracking cookies.

3. How we use it

• to provide the service: show each Customer its pipeline, deadlines and alerts, and send account and alert emails;
• to secure the service, prevent fraud and abuse, and verify the companies that sign up;
• to provide support and communicate with Customers about their accounts and changes to the service;
• to maintain and improve the reliability and performance of the service;
• to comply with law and enforce our Terms of Service.

We do not sell personal information, share it for cross-context behavioral advertising, or use Customers’ loan or borrower information to market to anyone. We do not use Customer data to train artificial intelligence models.

4. Who we share it with

We share information only with service providers that help us run Prefile, under contracts that limit their use of it:

• Supabase — database, sign-in and file storage (United States);
• Vercel — website and application hosting;
• Resend — delivery of account and alert emails;
• Google Workspace — our own email, for support conversations;
• Anthropic — only if a Customer turns on optional AI document features, to read the documents that Customer uploads; under terms that prohibit using the data for training.

Within a Customer’s account, its administrators can see the activity of its Users. Authorized Prefile staff can open a Customer’s account to provide support or fix a problem; that access is recorded in the account’s activity log. We may also disclose information when required by law or legal process, to protect the rights and safety of our Customers, users or others, or as part of a merger, acquisition or sale of our business, subject to this Policy.

5. How we protect it

Information is encrypted in transit and at rest. Each Customer’s data is kept separate from every other Customer’s at the database level, access within an account follows the roles the Customer assigns, and actions are recorded in an activity log. No method of storage or transmission is completely secure, but we work to protect the information entrusted to us and will notify affected Customers of a security incident as described in our Terms.

6. How long we keep it

We keep information while the Customer’s account is active. After an account is closed, the Customer has 30 days to export its data; we then delete it within 90 days, except copies in routine backups until they expire, and records we must keep by law or for security.

7. Your choices and rights

Staff users can update their account details in Prefile or through their company’s administrator. You may ask us to access, correct or delete personal information about you by emailing admin@prefile.io; we will respond as required by applicable law. Requests about borrower information should go to the lender, and we will assist it.

8. Children

Prefile is a business service and is not directed to children under 18. We do not knowingly collect their information.

9. Where information is stored

Information is stored and processed in the United States.

10. Changes to this Policy

We may update this Policy. If we make material changes, we will notify Customers by email or in the service before they take effect, and update the date and version at the top of this page.

11. Contact

Prefile LLC, admin@prefile.io.