Legal

Privacy Policy

Effective January 1, 2025

Welcome

Welcome, and thank you for your interest in ProTrustee!

ProTrustee, Inc., a Delaware C-Corporation ("ProTrustee," "we," "us," or "our") provides this Privacy Policy ("Policy") to explain how we collect, use, disclose, and safeguard your information when you interact with our trust administration and accounting platform and related services (collectively, the "Platform") accessible through our website.

Please read this Policy carefully. By creating an account, using the Platform, or voluntarily providing information to us, you agree to the practices described in this Policy. We may update this Policy periodically to reflect changes in our practices or applicable laws. When we do, we will update the "Effective Date" above and post the revised Policy on our website. Your continued use of the Platform constitutes acceptance of the updated Policy.

1. Information We Collect

Personal Data

"Personal Data" refers to information that identifies you as an individual, such as:

  • Name, email address, phone number, mailing address
  • Birthdate, photograph, or similar identifiers

You may provide this information voluntarily when:

  • Creating an account
  • Entering data directly into the Platform
  • Subscribing to newsletters or mailing lists
  • Contacting us directly

If you choose not to provide certain Personal Data, we may be unable to fulfill your requests or provide some features of the Platform.

Other Information

"Other Information" does not directly identify you and includes:

  • Device and browser information
  • IP address, operating system, usage statistics
  • Referral URLs, page views, location data (if enabled)
  • Aggregated or anonymized data

We automatically collect this information to improve our services, monitor traffic, and secure the Platform.

Client-Submitted Data (Managed Trust Information)

The Platform allows our clients — such as fiduciaries, trustees, or other professionals — to input and manage data about the financial trusts they administer and the individuals associated with those trusts ("Client-Submitted Data"). This may include:

  • Trust names, descriptions, and related metadata
  • Names and contact information for settlors, beneficiaries, advisors, or other related individuals
  • Uploaded documents, notes, or activity logs

This information is entered and managed solely by our clients, and ProTrustee acts only as a service provider (or data processor, as applicable) with respect to such data. Our clients are solely responsible for ensuring they have the appropriate legal basis, consents, or authority to collect, input, and manage this data through the Platform.

Connected Financial Account Data

If you choose to connect a financial institution account to the Platform, we may collect information about that account and related activity. This may include account identifiers (such as account name, type, and masked account number), balances, holdings or positions where available, and transaction history. We use third-party financial data providers to facilitate these connections, as described in Section 4.

2. Cookies and Similar Technologies

We use cookies and similar technologies to:

  • Recognize returning users
  • Personalize and improve the user experience
  • Monitor usage trends and traffic patterns
  • Optimize performance of the Platform

Most web browsers allow you to control cookie settings. Disabling cookies may impact functionality.

We also use third-party analytics tools, such as Google Analytics, Heap, and Datadog, to better understand how users interact with our Platform.

3. How We Use Your Data

We use Personal Data, Client-Submitted Data, and Connected Financial Account Data to:

  • Provide, maintain, and improve the Platform
  • Respond to your communications and support requests
  • Notify you of product updates, opportunities, or services
  • Detect, prevent, and address fraud or security issues
  • Comply with legal obligations or defend legal claims
  • Connect financial accounts and retrieve account, position, and transaction information (via our financial data providers) to support trust accounting, asset and liability tracking, reconciliation, and related Platform features
  • Fulfill other purposes with your consent

We may use Other Information for any lawful purpose, including improving Platform performance and conducting aggregated analytics.

4. Sharing of Information

We do not sell Personal Data, Client-Submitted Data, or Connected Financial Account Data to third parties.

We may share Personal Data:

  • With service providers who support our business operations (e.g., hosting, payment processing, customer support)
  • With affiliates for purposes consistent with this Policy
  • With law enforcement or regulators, as required by applicable law or court order
  • With third parties, but only with your prior consent

Financial account connections. ProTrustee uses third-party financial data providers to gather data from financial institutions when you choose to connect an account to the Platform. Our current providers include Plaid Inc. ("Plaid") and Morningstar ByAllAccounts ("ByAllAccounts"). By connecting an account through one of these providers, you grant ProTrustee the right, power, and authority to act on your behalf to access and transmit your personal and financial information from the relevant financial institution. You agree that your personal and financial information may be transferred, stored, and processed by the applicable provider in accordance with that provider's privacy policy and terms (for Plaid, see https://plaid.com/legal; for ByAllAccounts, see Morningstar's Privacy & Security Overview for ByAllAccounts Service). We use information received through these providers to provide and improve Platform features such as trust accounting, balance sheet / asset tracking, and transaction reconciliation. You may disconnect a linked financial account through the Platform and/or the applicable provider's tools (such as Plaid or ByAllAccounts AccountView), subject to any retention needed for ongoing Platform records or legal obligations.

In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity, subject to this Policy.

We may share anonymized or aggregated data (which does not identify individuals) with any third party for any purpose.

5. Data Retention, Access, and Security

ProTrustee is based in the United States, and the Platform is hosted on servers located in the U.S. By using the Platform, you consent to the transfer and storage of your data in the United States.

We retain Personal Data, Client-Submitted Data, and Connected Financial Account Data only as long as necessary to:

  • Fulfill the purposes described in this Policy
  • Maintain an ongoing business relationship
  • Comply with legal and regulatory obligations
  • Resolve disputes and enforce agreements

You may access or update your Personal Data via your account settings. You may also request deletion of your Personal Data, Client-Submitted Data, or Connected Financial Account Data by contacting us as outlined below. In some cases, we may retain certain data if required by law or our legitimate business interests.

We take the security of your data seriously and use industry-standard administrative, technical, and physical safeguards to protect it. However, no method of transmission or storage is 100% secure. We encourage you to avoid sending sensitive information via unprotected channels like email.

6. Your California Privacy Rights

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) and similar laws, including the right to:

  • Request details about the Personal Data we have collected over the past 12 months
  • Know whether we have disclosed your Personal Data to third parties
  • Access and receive a copy of your Personal Data or Client-Submitted Data
  • Request deletion of your Personal Data or Client-Submitted Data

We will not discriminate against you for exercising your privacy rights. To submit a request, please contact us as described below. We may verify your identity before fulfilling your request, and we may retain information as permitted by law.

7. Children's Privacy

The Platform is not directed to children under the age of 13. If we become aware that we have collected Personal Data from a child without verifiable parental consent, we will delete it. Parents or guardians who believe their child has submitted information should contact us promptly.

8. Third-Party Sites and Services

The Platform may link to third-party websites or services not controlled by ProTrustee. We are not responsible for their data practices. We encourage you to review the privacy policies of any third-party service you visit or use.

When you use Plaid, ByAllAccounts AccountView, or another financial data provider to connect a financial account, that provider's own terms and privacy policy also apply to that provider's processing of your information.

9. Contact Us

For questions about this Policy or to exercise your rights, please contact us at:

ProTrustee, Inc.
Email: support@protrustee.com
Mailing Address: 320 Wingo Way, Suite 200, Office #6, Mount Pleasant, SC 29464