Privacy Policy

1. What we collect

Account details (email, hashed password — never plaintext), the country(ies) your estate touches, checklist status and any notes you add, next-of-kin contact details you provide, your About Me story content and any video links you add (the platform stores the link only, never the video itself), check-in timing preferences and history, and AI onboarding chat transcripts (logged for quality review and audit purposes per our disclaimer framework). On paid plans, if you use the Accounts & Institutions Log, we also store the institution names, account types and account numbers you enter or scan. Account numbers, and the notes and any file copies you choose to keep, are encrypted before they are written to our database (AES-256-GCM, with the encryption key held separately from the database in our hosting environment). Encryption reduces risk but does not remove it, and we do not guarantee that stored data can never be accessed without authorization.

When you scan a document (photo or PDF) into that log, it is sent to our AI provider to be read. We do not keep the file unless you specifically choose to keep a copy on our servers (stored encrypted, at your own risk). We recommend downloading your log and keeping your files offline.

2. How we use it

• To operate your account, checklist, and story page
• On paid plans, to run the check-in mechanism (contacting your verifiers if you go silent, and automatically notifying and delivering the release package to your designated next of kin if it completes). This mechanism does not run at all on the Free plan — we never contact your next of kin or verifiers automatically; they must contact us directly with a death certificate before we share anything
• To send account, verification, and check-in related emails
• To improve the AI onboarding assistant (via logged transcripts)

3. Cookies and analytics

We use essential cookies to keep you signed in and to protect the Service (session and CSRF-protection cookies) — these aren't optional, since the Service can't function securely without them. We also use Google Analytics (a small number of analytics cookies) to understand how visitors use the site, so we can improve it. We don't use cookies for third-party advertising, and we don't sell data collected this way. You can block or delete cookies in your browser settings at any time; doing so may affect your ability to stay signed in.

4. Who we share it with

We don't sell your data. We share the minimum necessary with:

• Your designated next of kin — but only the outstanding-items summary, pointer notes, and any story content you've set to be visible to them, and only once the check-in escalation completes. If you keep an Accounts & Institutions Log, the institution names, account types, full account numbers and notes in it are included in that release (copies of scanned files are not). They cannot see this log before release, and the log never holds logins, PINs or passwords
• Service providers, only for the specific function they perform: a cloud application-hosting provider, a database and email-delivery provider, an AI provider (for AI onboarding chat and for reading documents you choose to scan into the Accounts & Institutions Log — no other account data is sent to it), and a payment processor (for paid plans only). Some of these providers process data on servers located outside your own country; where that happens, we rely on the safeguards those providers offer for international data transfers.
• Authorities, if required by law

5. Next of kin and verifiers

If you name someone as a next of kin or verifier, we collect and store the contact details you provide about them (name, email, phone) so we can reach them if your check-in lapses. They did not sign up for the Service themselves. By naming them, you confirm you have a lawful basis to share their contact details with us for this purpose. We use their details only to send the heads-up, verifier, cooling-off, and release emails described in these policies — never for marketing. A named contact can remove themselves using the link in the email notifying them they were added, or by contacting us directly. Removing themselves deletes their contact details and notifies the account holder so they can name someone else.

6. Security

Passwords are hashed (never stored in plaintext). We use parameterized database queries, security headers, CSRF protection, and rate limiting on public-facing endpoints. Account numbers and related log data are encrypted at rest as described in section 1, but encryption is a safeguard, not a guarantee. We are not responsible for loss of, or unauthorized access to, data arising from a breach or security incident, to the fullest extent permitted by law (see our Terms). No system is 100% secure, and we cannot guarantee a breach will never occur; report suspected issues via Contact us. If a breach affecting your personal data occurs, we will notify affected account holders and any relevant authority without undue delay, as required by applicable law.

7. Your choices

You can edit or delete most of your data from your account, remove next of kin, change story visibility, and close your account at any time. Deleting your account removes your checklist, pointer, and story data (next-of-kin contact records and audit logs may be retained where required for legal or security purposes).

8. Data retention

We retain your data while your account is active, and for a limited period after account closure as required for legal, security, or dispute-resolution purposes.

9. Contact

Aquafusion CC, trading as MyLegacyLivesOn. Privacy questions: Contact us.