Who we are
Southard Offices LLC (“we”) operates this site. For anything in this policy, write to southardoffices@gmail.com.
What we collect on the public site
- Inquiries. When you use a contact, listing, offer, or memorandum form we receive what you enter: name, email address, phone number, your message, and the listing or service you asked about.
- Signed agreements. When you sign a non-disclosure or other agreement on this site we record your name, your signature, the date and time, your IP address, your browser’s user-agent string, and a cryptographic hash of the exact document you signed. This is what makes the signature verifiable later.
- Campaign attribution. If you arrive from an advertisement, the campaign parameters in the link and the referring site are held in your browser’s session storage for the duration of the visit and attached to any inquiry you submit, so we know which ad brought you.
- Advertising measurement. The public pages may load pixels from Meta, Reddit, and Google Ads. Those services may set cookies or identifiers in your browser and receive page-view and conversion events. Their handling of that data is governed by their own privacy policies. These pixels are never loaded in the Office area.
- Server logs. Our hosting provider keeps standard request logs (IP address, time, page requested) for a short period for security and operations.
How we use it and who we share it with
We use this information to answer you, deliver the listing materials you requested, keep an accurate record of agreements, and measure our advertising. We do not sell personal information, and we do not share it with anyone except the service providers needed to run the site: Vercel (hosting), Resend (email delivery), and the advertising platforms named above for measurement only. We may also disclose information when the law requires it.
The Office area and connected financial accounts
The Office is a private area for authorized members of Southard Offices LLC, the businesses it operates, and the family members it serves. It is not open to the public. Every member signs in with an individual account protected by phishing-resistant multi-factor authentication.
Inside the Office, a member may connect their own bank, card, loan, and investment accounts through Plaid Inc. When you do, you authenticate with Plaid or directly with your financial institution. We never see, receive, or store your banking credentials.
- What Plaid sends us. Institution and account names, masked account numbers, balances, transactions, liabilities such as loan and card details, investment holdings and transactions, and recurring-payment patterns derived from your transactions.
- What we do with it. We use it only to provide accounting, reporting, and financial overviews to the member or business that connected the account. It is never sold, never shared with advertisers, and never used for marketing.
- Consent. Accounts are connected only by their owner or an authorized signer, and only after you agree to Plaid’s terms inside Plaid Link. Plaid’s handling of your data is described in the Plaid End User Privacy Policy.
- Disconnecting. You can disconnect any account from inside the Office at any time, or manage every app you have connected through Plaid at my.plaid.com.
Retention and deletion
We keep personal information only as long as it serves the purpose it was collected for, and we delete it on the schedule below. This schedule is reviewed at least once a year and whenever we add a new source of data.
- Inquiries. Kept in our business mailbox for up to 24 months after our last contact with you, then deleted, unless they became part of a transaction.
- Signed agreements. Kept for the life of the agreement plus seven years, as legal records.
- Campaign attribution. Cleared from your browser when the session ends.
- Connected financial accounts. Kept while the account is connected. When an account is disconnected we revoke our access with Plaid and delete its access token immediately. Data from a personal account is deleted within 30 days. Data from a business account belongs to that business’s books and is kept for seven years after the tax year it relates to, as required for tax and accounting records.
- Backups. Deleted data leaves database backups within 30 days.
- On request. You may ask us to delete your information at any time. We will verify the request and complete it within 30 days, except where the law requires us to keep a record.
Security
All traffic to this site is encrypted in transit with TLS 1.2 or better. Office data is encrypted at rest, and Plaid access tokens are encrypted a second time at the application layer. Access to production systems is limited to the people who operate them and protected by multi-factor authentication.
Your choices
You may ask what information we hold about you, ask us to correct it, or ask us to delete it by writing to the address above. You can limit advertising measurement through your browser settings and the opt-out tools each advertising platform provides. This site is not directed to children under 13, and we do not knowingly collect their information.
Changes
When this policy changes we will post the new version here with a new effective date. Continued use of the site after that date means you accept the updated policy.