Last updated 17 September 2026
Deedcase is operated by [YOUR LEGAL NAME OR COMPANY NAME] (NZBN [NZBN]) ("we", "us"). We follow the New Zealand Privacy Act 2020. This policy explains what personal information we collect through deedcase.com and, once it launches, the Deedcase app.
What we collect
Before launch
- Founding membership: your name, email address and billing details when you pay. Payments are handled by Stripe. We never see or store your full card number.
- Messages: anything you send us by email.
- Website use: our hosting provider, Cloudflare, processes technical information such as your IP address to deliver the site and protect it from attacks. We don't use advertising cookies or tracking.
Once the app launches
- Account details: your name, email address and phone number, and those of trustees you invite.
- Trust records: documents and information you choose to add, such as trust deeds, resolutions, minutes, asset records, and details of trustees and beneficiaries.
- Voice notes: if you dictate a decision, the recording and the text of what you said, which we use to draft your resolution.
- Signatures and activity: electronic signatures and a record of who did what and when, so your records can be relied on later.
Trust records often include information about other people, such as co-trustees and beneficiaries. Please only add information you're entitled to hold as a trustee.
How we use it
- To provide Deedcase: storing your records, drafting documents, collecting signatures and sending reminders.
- To process payments and send receipts.
- To contact you about your membership, launch updates and important changes.
- To keep the service secure and fix problems.
We don't sell your information, and we don't use your trust records for advertising.
Voice notes and AI drafting
Deedcase will use AI in two steps. First, if you dictate a decision, the recording is sent to a speech-to-text provider to turn it into text. The recording will be deleted once it has been turned into text, and the text is kept with your trust's records. Second, when you ask Deedcase to draft a resolution, we send only the note you've written or dictated, plus the type of decision, to our AI provider.
For both steps we'll use business services whose terms prohibit using your content to train their models. We don't send your stored documents to either provider. AI drafts are a starting point: nothing is filed until the trustees have checked and signed it.
Who we share it with
We use trusted service providers to run Deedcase, and share only what they need:
- Stripe (payments), which may process data in the United States and other countries.
- Cloudflare (website hosting and security), which operates a global network.
- Our cloud hosting provider, a major cloud provider such as Amazon Web Services, Microsoft Azure or Google Cloud, with trust records stored in its Australian or New Zealand data centres.
- Our email provider, to send receipts and reminders.
- Our speech-to-text and AI providers, for turning voice notes into text and drafting, as described above.
Where information is processed outside New Zealand, we choose providers bound by privacy protections comparable to the Privacy Act. Inside the app, your records will be visible only to the trustees and advisers you invite. We'll disclose information to others only if the law requires it.
Where your records are kept
Deedcase doesn't run its own servers. Your trust records will be kept with one of the world's major cloud providers, such as Amazon Web Services, Microsoft Azure or Google Cloud. These are the same providers used by banks and government agencies. We'll use their data centres in Australia or New Zealand, so your records stay in this region.
These providers hold independent security certifications, such as ISO/IEC 27001 and SOC 2. Their data centres have round-the-clock physical security, and keep backup copies in separate locations so records aren't lost if one site has a problem. We'll name our chosen provider in this policy before the app launches.
How we protect it
When the app launches, trust records will be encrypted while being sent (in transit) and while stored (at rest). In the app, only the trustees and advisers you invite can see your trust's records. Our own access will be limited to what's needed to run and support the service, and will be recorded. If a privacy breach is likely to cause serious harm, we'll notify you and the Privacy Commissioner, as the law requires.
How long we keep it
We keep your records for as long as your account is open, so you can meet your record-keeping duties as a trustee. If you close your account, you can export everything first. We then delete your records within 90 days, except where we must keep some information by law, such as payment records for tax.
Your rights
You can ask to see the personal information we hold about you and ask us to correct it. Email hello@deedcase.com. We'll respond within 20 working days. If you're not happy with how we handle a privacy concern, you can complain to the Office of the Privacy Commissioner.
Changes
We'll update this policy before the app launches, and whenever our practices change. We'll email you about significant changes.
Contact
Privacy questions: hello@deedcase.com