Privacy Policy

VitalCopy (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains what personal information we collect, how we use it, and your rights regarding that information when you use our website and services.

By using VitalCopy, you agree to the collection and use of information as described in this policy.

We collect information you provide directly to us when placing an order:

• Identity information: Full legal name, date of birth, relationship to the subject of the record
• Contact information: Email address, phone number
• Shipping information: Mailing address for certificate delivery
• Record-specific details: Names, dates, and locations required to locate the vital record
• Identity verification documents: Government-issued photo ID uploaded for eligibility verification
• Payment information: Processed securely by Stripe — we do not receive or store your full card number

We also automatically collect limited technical information when you visit our site:

• IP address and general location
• Browser type and device information
• Pages visited and time spent on site

We use the information we collect to:

• Process your vital records application and submit it to the appropriate government agency
• Verify your identity and eligibility to request the record
• Communicate with you about your order status
• Send your certificate to the address you provide
• Process payments and issue refunds
• Respond to your support requests
• Comply with legal obligations and prevent fraud

We do not use your personal information for marketing purposes, and we do not sell, rent, or trade your personal information to third parties.

Your information is shared only to the extent necessary to fulfill your order:

• Government agencies: We submit your application information directly to the state or county vital records office that issues the record you requested.
• Stripe: Payment processing is handled by Stripe, Inc. Stripe may collect and process your payment card details subject to their own privacy policy at stripe.com/privacy.
• Shipping carriers: Your name and delivery address are shared with USPS or other carriers to fulfill delivery of your document.
• Legal compliance: We may disclose your information if required by law, subpoena, or court order.

We retain your order information for a minimum of 3 years to support customer service, dispute resolution, and legal compliance requirements. Identity verification documents are deleted within 90 days of order completion.

You may request deletion of your personal data by contacting us through our support page. Note that some data may be retained as required by law or for legitimate business purposes such as fraud prevention.

We take the security of your personal information seriously. We use industry-standard security measures including:

• TLS/SSL encryption for all data transmitted to and from our website
• Encrypted storage of sensitive order data
• Access controls limiting who within our organization can view order details
• Secure, PCI-compliant payment processing via Stripe

No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Our website uses essential cookies to maintain session state and enable core functionality. We do not use tracking cookies or third-party advertising cookies. You can disable cookies in your browser settings, though this may affect site functionality.

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Portability: Request a copy of your data in a portable format

To exercise any of these rights, contact us through our support page.

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately and we will take steps to delete it.

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the date at the top of this page. Your continued use of our services after any changes constitutes your acceptance of the updated policy.

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us through our support page.