This Privacy Policy describes how Coroner Files LLC, a company incorporated in the State of South Carolina (“Coroner Files,” “we,” “us,” or “our”), collects, uses, stores, and protects information when you use our case management software, website, and related services (collectively, the “Service”).

Our Service is designed exclusively for authorized government agencies — including coroner offices, medical examiner offices, and Justice of the Peace offices in the United States. By using the Service, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect information in the following categories:

• Account Information: Name, job title, official email address, and county or agency name of authorized users.
• Case Data: Death investigation records, case reports, photographs, documents, and related information entered by authorized office personnel. This data is owned by and belongs to your office.
• Usage Data: Log-in timestamps, pages accessed, and general activity within the application for security and support purposes.
• Device Information: Browser type, operating system, and IP address, collected automatically for security monitoring.
• Contact Form Submissions: Name, county, email, and phone number submitted through our website contact forms.

We do not collect payment card information directly. All payment processing is handled by compliant third-party providers.

2. How We Use Your Information

We use the information we collect solely to:

• Provide, operate, and maintain the Coroner Files application.
• Authenticate users and protect the security of your office’s data.
• Provide technical support and respond to service requests.
• Send system notifications, maintenance alerts, and service updates.
• Comply with applicable legal obligations.
• Improve the performance and reliability of the Service.

We do not use your data for advertising, marketing profiling, or any commercial purpose unrelated to providing the Service.

3. How We Share Your Information

We do not sell, rent, or trade your information to third parties. We may share data only in the following limited circumstances:

• Integration Partners: When your office uses integrations such as CDC/SUDORS, EDRS, NMS Labs, or organ donation agencies, data is transmitted to those systems solely as required to fulfill the integration you have authorized.
• Service Providers: Trusted vendors who assist in hosting, security, or technical operations, bound by confidentiality agreements.
• Legal Requirements: When required by law, court order, or government authority with jurisdiction.

4. Data Ownership

All case data entered into the Coroner Files system by your office remains the property of your county or agency. Coroner Files LLC does not claim ownership of any case records or investigative data. Upon termination of service, your data will be made available for export upon request for a period of 90 days.

5. Data Retention

We retain account and case data for the duration of your active service agreement. After termination, data is retained for up to 90 days to allow for export, after which it is securely deleted from our systems. Usage logs and access records are retained for up to 12 months for security purposes.

6. Data Security

We implement industry-standard security measures to protect your data, including:

• Encrypted data transmission via HTTPS/TLS.
• Access controls limited to authorized personnel only.
• Regular security monitoring and activity logging.
• Secure server infrastructure with restricted physical and network access.

No method of transmission or storage is 100% secure. We are committed to protecting your data and will notify affected offices in the event of a confirmed data breach as required by applicable law.

7. Access and Control

Authorized administrators of your office may:

• Access, review, and export case data at any time through the application.
• Add or remove user accounts within your office.
• Request deletion of your office’s data by contacting us directly.

8. Cookies and Tracking

Our website uses cookies and similar technologies to maintain session state, improve performance, and analyze traffic through Google Analytics 4. These analytics are used solely to understand how visitors use our website and to improve the user experience. We do not use tracking cookies for advertising.

You may disable cookies through your browser settings; however, some features of the application may not function properly without them.

9. Children’s Privacy

The Coroner Files Service is intended exclusively for use by authorized government personnel. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor’s information has been submitted, please contact us immediately.

10. Third-Party Links

Our website may contain links to external websites or government portals. Coroner Files LLC is not responsible for the privacy practices of those third-party sites. We encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date at the top of this page. For active clients, we will provide notice of material changes through the application or by email. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please contact us: