Privacy Policy

1. Introduction And Legal Operator

This Privacy Policy describes how Civic Core Property Group LLC ("Dominion," "we," "our," or "us") collects, uses, and handles information in connection with the Meet Dominion AI website located at meetdominion.ai and the Dominion Property Intelligence Review service.

By submitting the property intake form or communicating with us, you acknowledge that you have read this policy.

This policy applies to information collected through our website, our intake form, and our email communications.

2. Information We Collect

We collect two categories of information: information you provide to us directly, and information collected automatically when you visit our website.

3. Information Customers Provide

When you submit the property intake form or communicate with us by email, we may collect the following information.

Contact information:
Your full name, email address, and phone number.

Property information:
The subject property address, county, state, parcel or assessor parcel number if provided, your relationship to the property, and your primary question or concern regarding the property.

Customer-provided documents:
Documents you choose to upload or send to us, which may include deeds, tax notices, purchase offers, property photographs, and other property-related materials.

Communications:
The content of emails, questions, and other communications you send to us.

Form metadata:
Technical information associated with form submissions, such as submission date and time.

What you should not submit:
Please do not submit passwords, Social Security numbers, government identification numbers, banking credentials, credit card numbers, financial account information, or similar sensitive credentials through our intake form or by email. Our service does not require this information and we are not equipped to handle it securely.

4. Information Collected Automatically

When you visit meetdominion.ai, our website platform and hosting provider may automatically collect certain technical information, including your IP address, browser type, device type, pages visited, time spent on pages, and referral source.

This technical information may be used for website operation, security, analytics, troubleshooting, and performance purposes. Dominion does not intentionally use automatically collected technical information to build advertising profiles.

5. Property And Public-Record Information

As part of fulfilling the Dominion Property Intelligence Review, we may obtain information about a property or individuals associated with a property from publicly accessible government and property-record sources. Although the source may be public, Dominion handles information collected for a customer case as part of the case record. This publicly sourced information is organized, summarized, and presented in your written report.

6. How We Use Information

We use the information we collect for the following purposes.

To evaluate your intake submission and determine whether your case falls within our approved service scope and geography.

To research publicly available property records and prepare your Property Intelligence Review.

To communicate with you about your case status, payment instructions, report delivery, and your review call.

To deliver your completed report by email.

To schedule and conduct your included 20-minute review call.

To maintain case and business records as reasonably necessary for service fulfillment, customer support, dispute resolution, and legal obligations.

To address your questions and communications.

To improve our intake process and service operations.

We do not use your personal information for advertising, marketing to third parties, or purposes unrelated to the operation of our service.

7. Ai-Assisted Processing

Dominion uses AI tools to assist with internal operations. Information submitted by customers, customer-provided documents, and public-record research information may be processed through AI-assisted tools when reasonably necessary to perform internal research, extraction, organization, drafting, summarization, quality-control support, or workflow functions.

AI is an internal processing tool. Human review occurs before the final Property Intelligence Review is delivered to any customer. AI-generated content is not delivered to customers without human review and approval.

Dominion does not claim that customer data is used to train publicly available AI models. AI service providers Dominion uses internally operate under their own terms and privacy practices, which govern how those providers handle data processed through their systems. Dominion does not make representations about zero data retention or model-training exclusions on behalf of any third-party AI provider.

8. Service Providers And Third-Party Platforms

We use third-party service providers to operate our website and fulfill our service. These providers may have access to certain information as reasonably necessary to perform their functions.

Fillout:
Our intake form is hosted through Fillout. Information you submit through the intake form passes through Fillout's platform and is subject to Fillout's own terms and privacy practices in addition to this policy.

Notion:
We use Notion for internal case management. Case information is maintained within our Notion workspace.

Microsoft OneDrive:
We use Microsoft OneDrive to store case documents and files. Microsoft's privacy practices govern storage within their platform.

WordPress and Porkbun:
Our website is built on WordPress and is hosted through Porkbun. Standard hosting and domain registration data practices apply.

AI service providers:
We use AI service providers to assist with internal research, drafting, and workflow operations. These providers are used internally and are not customer-facing. Each provider operates under its own terms and privacy practices.

Email:
We communicate with customers using our Dominion email accounts. Standard email service practices apply.

We do not control the independent privacy practices of these third-party platforms. We encourage you to review the privacy policies of any third-party platform you interact with directly.

9. Information Sharing

We do not share your personal information with third parties except in the following circumstances.

Service providers:
We may share information with the service providers described in Section 8 as reasonably necessary to operate the website and fulfill the Dominion Property Intelligence Review.

Legal requirements:
We may disclose information if required to do so by law, court order, or government authority, or if we believe disclosure is necessary to protect our legal rights, the rights of others, or the safety of any person.

Business transfers:
If Civic Core Property Group LLC undergoes a merger, acquisition, or transfer of assets, information we hold may transfer as part of that transaction. We would provide notice of any such change through a policy update.

With your consent:
We may share information in other circumstances with your explicit consent.

We do not share your personal information with property buyers, investors, lenders, or other third parties in connection with your property without your knowledge and agreement.

10. Information We Do Not Sell

Civic Core Property Group LLC does not sell your personal information to third parties. We do not exchange your personal information for money or other valuable consideration with any outside party.

11. Document Storage And Case Records

Documents you provide to us, including deeds, tax notices, offers, and photographs, are stored in our internal case management system and document storage platform. Customer-provided documents and case information may be used to the extent reasonably necessary to evaluate the intake, research and prepare the report, communicate with you, conduct the review call, maintain case and business records, address customer questions or disputes, and comply with applicable legal obligations.

12. Data Retention

Records are retained for as long as reasonably necessary for service fulfillment, customer support, business recordkeeping, dispute resolution, legal obligations, and legitimate operational needs, after which they may be deleted or de-identified where appropriate.

A formal written retention schedule may be adopted as Dominion's operations develop. If you have questions about records associated with your case, please contact us using the information in Section 20.

13. Security Practices

We take reasonable steps to protect information in our care from unauthorized access, use, or disclosure. These steps include limiting internal access to case information to authorized personnel involved in fulfilling the service, using platform-level security features provided by our service providers, and avoiding collection of sensitive credentials such as Social Security numbers or financial account information.

No data transmission over the internet and no digital storage system can be guaranteed to be completely secure. We do not claim or guarantee absolute security of any information.

If you believe your information has been compromised in connection with our service, please contact us promptly at meetdominion.ai">info@meetdominion.ai.

14. Cookies And Website Analytics

Our website may use cookies and similar tracking technologies as part of standard WordPress website operation. Cookies are small files stored on your device that help websites function and collect usage information.

The specific analytics tools and cookie technologies active on this website may vary and are subject to the practices of our hosting and website platform providers. We do not intentionally use cookies or analytics data to build advertising profiles.

You may be able to manage cookie settings through your browser. Disabling certain cookies may affect some website functionality.

15. Email Communications

When you submit the intake form or contact us, you provide your email address for the purpose of case communication. We use your email address to respond to your intake, notify you of case status, send payment instructions if your case is accepted, deliver your completed report, schedule your review call, and respond to your questions.

We do not add you to marketing email lists without your consent. We do not send promotional emails to case submitters.

16. Customer Choices And Requests

Corrections:
If you believe information in our records about you is incorrect, please contact us and we will review and correct it where appropriate.

Withdrawal:
If you wish to withdraw your intake submission before research has begun, contact us promptly. Once case research has begun, withdrawal may not be possible and our standard acceptance and refund terms apply.

Access requests:
If you would like to know what personal information we hold about you in connection with your case, you may contact us and we will respond within a reasonable time.

Deletion requests:
If you would like to request deletion of your personal information from our records, please contact us. We will review the request and respond. Some information may be retained to the extent required for legal, record-keeping, or dispute-resolution purposes.

To make any of the above requests, contact us at meetdominion.ai">info@meetdominion.ai.

17. Children'S Privacy

Our services are intended for adults capable of entering into a service relationship. We do not knowingly solicit personal information from children. If you believe a minor has submitted information through our intake form, please contact us and we will take steps to address it.

18. Links To Third-Party Websites

Our website may contain links to third-party websites, including county public record portals, government resources, or professional service directories. We are not responsible for the privacy practices of those websites. This policy applies only to meetdominion.ai and our service communications.

19. Changes To This Policy

We may update this Privacy Policy from time to time as our operations, service offerings, or applicable requirements change. When we make changes, we will post the updated policy and revise the effective or last-updated date at the top of this page. Where appropriate, we may provide additional notice of material changes.