Privacy Policy

Your privacy matters to us. This policy explains what information we collect, why we use it, when service providers process it, and the choices available to you. Be Sure They Know is created and operated by Golden Pond Investments Inc, a Michigan company (“we”, “us”, “our”). When we say “the platform” or “the service”, we mean the Be Sure They Know application at app.BeSureTheyKnow.com and the website at BeSureTheyKnow.com.

By creating an account or using the platform, you agree to the practices described in this policy.

1. What we collect

Information you provide

• Your name and email address, provided when you create an account
• Content you choose to record, including practical information, instructions, messages, memories, stories, My Contacts details, document locations, healthcare information, and other material you enter into the platform
• Files, photos, audio, and video you choose to upload or record
• Profile information such as a date of birth, location, or biography, if you choose to add it
• Information about other people that you choose to add, such as names, contact details, relationships, roles, delivery addresses, access permissions, and instructions
• Communications you send to us, such as support requests or feedback

Information collected automatically

• Session authentication tokens managed by our authentication provider (Clerk)
• Basic technical information such as IP address, browser or device information, timestamps, request paths, and security events

We do not sell personal information or use your private records for targeted advertising. We do not use advertising trackers or retargeting pixels in the Be Sure They Know application.

2. How we use your information

• To provide and operate the platform — storing your records and making them available to you and the people you authorize
• To send service and transactional emails, including account messages, invitations, sharing notices, and Release Confirmer communications
• To generate AI-assisted writing when you choose to use that feature; the text you submit is sent to our AI service provider to return the result you requested
• To transcribe audio and video recordings into text when you request it
• To process subscription payments via our billing platform
• To respond to your support requests
• To protect the security of accounts and the platform

We do not sell your personal information. We disclose information only as needed to operate the service, follow your sharing instructions, protect the platform, comply with law, or complete a business transaction described in this policy.

3. Third-party services we use

The platform relies on service providers to operate. They process information for the functions described below and under their own privacy and security terms.

• Clerk (auth.clerk.com) — handles account creation, sign-in, and session management. Clerk stores your email address and name for authentication purposes. See clerk.com/privacy.
• Resend — our transactional email provider. Resend receives the recipient email address and email content only when you trigger a notification (such as sending a contact introduction). See resend.com/privacy.
• Cloudflare R2 — stores files you upload. Storage is private rather than openly browsable, and file requests are subject to platform access controls.
• OpenAI through Replit AI Integrations — processes content only when you request AI writing assistance or transcription. See OpenAI’s privacy policy and Replit’s privacy policy.
• Systeme.io — hosts portions of our public website and processes subscription purchases. Systeme.io handles payment information; we do not receive or store your full payment card number. See systeme.io/privacy-policy.
• Replit — our hosting and infrastructure provider. The application and database run on Replit infrastructure. See replit.com/privacy.

4. Who can see your records

Your records are private by default. No one can see what you have recorded unless you explicitly grant them access. Specifically:

• People you name can access only the content made available through the sharing permissions and release conditions you choose
• You are responsible for having an appropriate basis to provide another person’s information, designate a role, or send a communication. We do not verify that person’s consent, identity, authority, willingness, or ability to act
• Anyone who receives or obtains a valid access link may attempt to use it. You are responsible for choosing recipients carefully, reviewing permissions, and disabling or replacing links when appropriate
• Accounts included with a Pro Plus subscription remain private from one another; the subscription holder manages billing but does not receive access to another account’s private records
• As a founder-operated service, we do not routinely read your private records. Limited access may occur when you ask for support, when needed to investigate security or misuse, to maintain the service, or when required by law. Service providers may also process data as described above

5. Data retention

We retain your account and records while your account is active and as reasonably needed to operate the service. If you request account deletion, we will delete or de-identify account content within a reasonable period, except where information must be retained for security, fraud prevention, dispute resolution, financial records, or legal compliance.

Residual copies may remain temporarily in protected backups until those backups are overwritten through normal retention cycles. Information another user independently provided, or a record of a completed transaction, may not be part of your account deletion.

6. Your rights

You have the right to:

• Request access to the personal information associated with your account; available self-service export features depend on your plan
• Correct inaccurate personal data via your Profile page
• Delete your account and all associated data by contacting us at hello@BeSureTheyKnow.com
• Withdraw consent for optional processing at any time
• Lodge a complaint with a data protection authority if you believe your rights have been infringed

Depending on where you live, applicable law may provide additional privacy rights. We may need to verify your identity before completing a request. You may also appeal a decision or contact the appropriate privacy regulator where the law provides that right.

7. Cookies and local storage

The application uses cookies and browser storage needed for sign-in, security, preferences, and core operation. Our public website and checkout provider may also use necessary cookies to deliver pages and complete purchases. We do not use private record content for cross-site advertising.

8. Security

We use administrative, technical, and organizational safeguards appropriate to the service, including encrypted network connections and access controls. Our infrastructure providers encrypt stored data using their standard protections. No online service can guarantee absolute security, confidentiality, availability, or preservation. Use a strong password, protect your sign-in method and access links, keep independent copies of important information, and avoid recording information you do not want stored online.

9. Children

Be Sure They Know is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has created an account, please contact us and we will delete it promptly.

10. Changes to this policy

We may update this policy as the service or applicable requirements change. We will post the updated version here and change the date above. If a change materially affects how we use existing personal information, we will provide additional notice when reasonably required.