Privacy Policy

Last updated: October 2026

What we collect, why, who receives it, where it's kept, and how to have it deleted — in plain English.

What We Collect

Your Account

•Name and email address
•Password, stored only as a salted bcrypt hash
•Profile photo and phone number, if you add them
•How you found us (the link or campaign that brought you)

Your Estates

•Estate details and milestones
•Documents you upload, and the text read from them
•Updates and comments
•The people you invite and their roles

How You Use HeirPortal

•Pages you visit and links to other websites you click, through Google Analytics
•Sign-ins and actions in your account
•Device, browser and IP address
•Whether you open our emails and click their links

Card and bank details go straight to Stripe; we never see them. When you sign up for our newsletter we also record your IP address, device and browser, and estimate your city and country from the IP address with a MaxMind database kept on our own server, so MaxMind receives nothing about you.

Why We Collect It

To provide the service

To process payments

To send account and update emails, and our email series (see below)

To categorize and summarize documents

To improve HeirPortal

To prevent fraud and abuse

We never sell your data. Ever.

Our email series. Creating an account, including by buying the Executor Kit or accepting an invitation to an estate, signs you up for a series of 26 emails for executors, families and professionals: five in the first two weeks, then one a week. Joining our newsletter or asking for a checklist on our site does the same. Every email in the series has an unsubscribe link.

Who Receives It

The people you invite

Members of an estate see its updates and documents at the visibility level you give them. Family members join an estate only by invitation.

Legal requirements

Only if the law requires it.

Services that receive your data

These services receive information from us to do the job listed. Apart from Hetzner, they may process it in the United States and other countries.

Hetzner
Hosting
Receives: Everything HeirPortal stores. The database, uploaded documents and nightly backups are on a server we rent from Hetzner Online GmbH in Nuremberg, Germany.
Why: To run HeirPortal.
Stripe
Payments
Receives: Your name, email address and HeirPortal account ID when you subscribe; for an Executor Kit purchase, your email address, the state you chose and, if the link you used carries one, the tag on it naming one of our pages or emails. And the card or bank details you enter on Stripe's checkout page. We keep only the card brand, last four digits and expiry date, or the bank's name and the account's last four digits.
Why: To take payments.
Resend
Email delivery
Receives: Your email address and the content of each email we send you: invitations, update notifications, account and billing emails, and our email series. People who join the newsletter through a form on our site are also kept on a Resend mailing list. Resend tells us when an email is delivered or opened and when a link in it is clicked.
Why: To send email.
OpenAI
Document summaries
Receives: The text our server reads from each PDF or image you upload, up to its first 8,000 characters, including any account or ID numbers in it. OpenAI sends back a suggested category, a short summary, and the dates, amounts, names and reference numbers it finds. Asking for a new summary sends the text again.
Why: To categorize and summarize documents.
Google
Sign in with Google
Receives: If you sign in with Google, your name, email address and profile photo. Our pages load Google's sign-in script, so Google also receives your IP address and browser details when you visit.
Why: To let you sign in with your Google account.
Google Analytics
Site analytics
Receives: The pages you visit, the page that sent you, the address of any link to another website you click, your browser and device, and your approximate location, linked by a cookie Google Analytics sets.
Why: To see which pages people use.
Gmail
Our alert inboxes
Receives: Alerts to the inboxes of the people who run HeirPortal, which are Gmail accounts: when someone signs up for an account, their name, email address, profile photo, how they signed up, plan and trial dates (an account an Executor Kit purchase creates is in the daily summary of billing events instead); when someone joins our newsletter or asks for a checklist, their email address, the situation they chose, the page they signed up on and the link that brought them there, their approximate location and their device; every day, a report of our email series naming each person sent an email that day, with the week and subject of the email, and anyone it was held back for or failed to reach; a daily summary of billing events with the account email addresses; and, when sign-ups spike, how many there were and the email domains they used.
Why: To keep an eye on sign-ups, billing and our emails.
MXroute
Support mailbox
Receives: Every email you send to support@heirportal.com, including requests to delete your data, and our replies.
Why: It hosts our support mailbox.
Zoho CRM
Past sign-up alerts
Receives: Between December 2025 and March 2026, alerts about nine newsletter sign-ups (the email address, the situation chosen, approximate location and device) were also sent to our Zoho CRM account, which may still hold them.
Why: We used it to track sign-ups. It receives nothing now.
Cloudflare Turnstile
Bot check
Receives: Your IP address and signals from your browser, on the sign-up and sign-in pages.
Why: To stop automated sign-ups.
Sentry
Error monitoring
Receives: Error reports, and performance traces of requests and page views: the address of the page or request, how long it took, and your browser and device. Tokens from email links, sign-in cookies and whatever you typed into a form are removed from the address, the headers and the body before anything is sent. In your browser, Sentry can also record a replay of some visits (one in ten, and every visit where an error occurs), with all text masked and all images blocked.
Why: To find and fix bugs and slow pages.

Where It's Stored

HeirPortal runs on a server in Nuremberg, Germany, rented from Hetzner Online GmbH. The database, uploaded documents and nightly backups are all kept on it. We also keep a copy of the database on a computer used by the people who run HeirPortal, for analysis. It holds everything in the database, including the text read from uploaded documents, but not the files themselves, and we replace it each time we refresh it. The emails we send and receive are also held by the email services listed above.

How We Protect It

Every connection is encrypted with HTTPS, and browsers are told to use nothing else

Passwords are stored only as salted bcrypt hashes

Sign-in cookies can't be read by scripts on the page, and changes are checked against a CSRF token

In HeirPortal, documents download through our server, and only for signed-in estate members allowed to see them, or for the people who run HeirPortal when they sign in as you to help with support. The text read from them also goes to OpenAI, as described above

The people who run HeirPortal can see account and estate details in our admin tools and on the server. Each time they sign in as you, it is recorded in an audit log

The database and uploaded documents are backed up every night, on the same server

How Long We Keep It

As long as your account exists

Nothing is deleted automatically: not when a trial ends, not when you cancel a paid plan, and not when an estate is closed.

Deleting a document

Removes it from the estate for everyone. The stored file itself isn't erased automatically; email us and we'll erase it.

Deleting your account

There's no button for this yet. Email support@heirportal.com from the address on your account, and we'll delete your account, the estates you created, and the files uploaded to them.

Executor Kit availability requests

If you ask us to tell you when the Executor Kit is available for a state where it isn't on sale yet, we keep your email address and that state. We email you once when the Kit goes on sale there, and then delete the request. We also delete it if you unsubscribe from HeirPortal's marketing emails, or if you haven't asked again within a year. As with every email we send, a record of that email, including your address, stays in our email log.

Backups

Nightly backups are normally deleted after 8 days. We also keep up to five database backups made by hand, each until a newer one replaces it. Deleted data can stay in those backups until they are removed.

Other copies

Deleted data can also stay in the copy of the database we keep for analysis until it is next refreshed, and in the alert emails in our inboxes.

Your Rights

See your data: it is in your account, or ask us for a copy

Correct it: edit your profile and estate details

Export it: download documents, or an estate archive when you close an estate

Delete it: email support@heirportal.com

Stop our email series: use the unsubscribe link in any of the emails

Cookies

Sign-in

Keep you signed in and protect your requests (access_token, refresh_token, refresh_expires_at, csrf_token). Only csrf_token can be read by scripts on the page; our own code reads it and sends it back, which is how we tell your requests from another site's.

Required

Analytics

Google Analytics sets its own cookies to count visits. There's no setting on our site to turn it off yet; you can block it with your browser's settings or Google's opt-out browser add-on.

Sign-in and bot-check services

Google's sign-in script and Cloudflare Turnstile may set their own cookies when they load. Preferences such as your theme are kept in your browser's local storage, not in cookies.

Children

HeirPortal is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a minor, please contact us immediately.

Changes to This Policy

We may update this privacy policy from time to time. Significant changes will be communicated via email to the address associated with your account. We encourage you to review this policy periodically.

Contact Us

Have questions about privacy?

Or want your data deleted? Email us.

support@heirportal.com

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