Version 2026-10-23-v6
Effective date: October 23, 2026
TitleGistics Client Services — Terms & Conditions
These Terms & Conditions (the “Terms”) apply to your use of the TitleGistics Client Services website and every service offered on it, including ORDER CONVERSION (together, the “Services”). The Services are provided by TitleGistics LLC (“TitleGistics,” “we,” “us”). By registering or using the Services, you agree to these Terms. If you do not agree, do not register or use the Services.
The Services are for businesses, not consumers. If you accept these Terms for a company or other organization (the “Client”), you confirm that you have authority to bind the Client, and “you” includes the Client.
1. Accounts, logins and authorization codes
1.1 Give us accurate registration information and keep it up to date. Each login belongs to one named person and may not be shared.
1.2 You can use the Services only after (a) TitleGistics has linked your login to a Client account and (b) the Client’s authorization code has been entered. Keep passwords and authorization codes confidential. You are responsible for all activity under your login. The Client is responsible for all activity under its account. If you think a password or code has been disclosed, tell us immediately at Security@TitleGistics.com.
1.3 Use the Services only for the Client your login is linked to, and only if that Client has authorized you.
1.4 We keep a record of each acceptance of these Terms: the version accepted, the login that accepted it, and the date and time.
2. Acceptable use
You will not do, or try to do, any of the following, and you will not help anyone else do them: (a) access a login, account, file or part of the Services you are not authorized to use; (b) upload malicious code, or any file you do not have the right to submit; (c) probe, scan, overload, disrupt or interfere with the Services or their security; (d) copy, reverse-engineer, scrape or resell the Services or their output, except as these Terms allow; or (e) use the Services for any unlawful purpose, or in breach of any confidentiality or privacy obligation.
3. Your files and information
3.1 Title orders and related documents may contain non-public personal information (“NPI”) about parties to real estate transactions. By uploading a file, you confirm that you have the right and authorization to upload it, and that doing so complies with your duties to your own clients and with applicable law, including the Gramm-Leach-Bliley Act and the FTC Safeguards Rule where they apply to you.
3.2 Your files are processed in a secure data-processing environment, only to provide the Services. Neither TitleGistics nor any service provider acting for TitleGistics may use your files, their contents, or any conversion information to train any artificial-intelligence or machine-learning model.
3.3 How long we keep things:
(a) Converted files can be downloaded for a limited time (currently one hour). Then they are deleted.
(b) We keep a record copy of each uploaded order, exactly as uploaded, for sixty (60) days for quality-control, audit and liability purposes. Then we securely delete it from TitleGistics systems.
(c) We keep internal quality-control records of each conversion for the same sixty (60) days. Then we securely delete them from TitleGistics systems.
(d) We keep a SHA-256 fingerprint of each file and a record of each conversion after the periods above. These identify the file and the conversion but do not reproduce the uploaded document.
(e) We do not share these records except as required by law, to provide the Services, or with your consent.
3.4 We protect your files with administrative, technical and physical safeguards suited to the sensitivity of NPI. These include encryption in transit and at rest, access limited to the people and systems that need it, and secure deletion at the end of the retention period. No system is completely secure.
3.5 If we discover unauthorized access to or acquisition of your files, we will notify the Client immediately following discovery, and in any event within seventy-two (72) hours, and we will cooperate reasonably with the Client’s own notice obligations.
3.6 If a Client’s compliance program requires it, we will sign a written data-security addendum on request.
3.7 Gramm-Leach-Bliley Act — TitleGistics as service provider. This section applies where a Client is a financial institution under the Gramm-Leach-Bliley Act (15 U.S.C. § 6801 et seq.) and we receive NPI as the Client’s service provider. In that case we:
(a) will use and disclose that NPI only to perform the Services for that Client, as permitted by 15 U.S.C. § 6802(b)(2) or (e) and the privacy law that applies to the Client, and never for our own marketing or any other purpose;
(b) maintain a written information security program with administrative, technical and physical safeguards designed to protect the security, confidentiality and integrity of NPI, consistent with the FTC Standards for Safeguarding Customer Information (16 C.F.R. Part 314) and, for Clients that are New Jersey insurance licensees, N.J.A.C. 11:1-44;
(c) will require any subcontractor that receives NPI to protect it to the same standard; and
(d) will give the Client, on reasonable request, the information it reasonably needs to oversee us as a service provider under 16 C.F.R. § 314.4(f), N.J.A.C. 11:1-44.8, or any other rule that applies to the Client.
4. What the Services are, and are not. Your review is required
4.1 ORDER CONVERSION copies information from the order you upload into your forms. It does not search, examine or insure title. It does not give legal, title, underwriting or other professional advice. Its output is not a title search, title report, title commitment or title policy.
4.2 In providing the Services, TitleGistics acts only as a technology vendor. TitleGistics does not perform title searches; where search results are involved, they are obtained from independent search vendors. TitleGistics is not acting as a title insurance agent or insurance producer for you or for anyone in your transaction.
4.3 Before you rely on any converted file or give it to anyone, check it against your source documents. You remain solely responsible for your work product, your searches and your determinations.
5. Fees and billing
5.1 Fees, trial allowances, prepaid balances and invoicing terms are those TitleGistics sets for your Client account in writing. Invoices for approved invoiced accounts are due on receipt.
5.2 We record every conversion, including conversions within a trial or other no-charge allowance.
(a) Conversions within an allowance are not billed.
(b) Conversions beyond an allowance are billed at the rate set for your Client account.
(c) Conversions provided as an accommodation are recorded at the regular charge but are billed only if TitleGistics and the Client agree in writing.
6. Suspension and termination
We may suspend or terminate any login or account immediately and without notice for suspected misuse, malicious activity, breach of these Terms, non-payment, or to protect the Services or other users. You may stop using the Services at any time. Sections 3, 4, 5, 7, 8, 9 and 10 continue to apply after termination.
7. Ownership
You keep your rights in the files you upload and in your completed forms. TitleGistics owns the Services, the website, its software and its templates. Templates you supplied remain yours.
8. Disclaimer
THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT PERMITTED BY LAW, TITLEGISTICS DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY AND NON-INFRINGEMENT. TITLEGISTICS DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE.
9. Limitation of liability and indemnity
9.1 TO THE FULLEST EXTENT PERMITTED BY LAW, TITLEGISTICS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, DATA OR BUSINESS. ITS TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICES WILL NOT EXCEED THE FEES PAID FOR THE SERVICES IN THE TWELVE (12) MONTHS BEFORE THE CLAIM AROSE.
9.2 You will indemnify and hold TitleGistics harmless from third-party claims arising from files you upload, from your use of the Services or their output in breach of Section 4, or from your breach of these Terms.
10. General
10.1 These Terms are governed by the laws of the State of New Jersey, without regard to its conflict-of-laws rules. Disputes will be resolved only in the Superior Court of New Jersey in Monmouth County or the United States District Court for the District of New Jersey. You consent to the jurisdiction of those courts.
10.2 We may update these Terms. You will be asked to accept the updated Terms before you continue using the Services, and they bind you once you accept. If you do not accept them, your access ends, and Sections 3, 4, 5, 7, 8, 9 and 10 of the Terms you last accepted continue to apply to your past use.
10.3 These Terms, together with any written agreement for your Client account (including any data-security addendum), are the entire agreement on their subject. If they conflict, the written Client agreement controls. If any provision is unenforceable, the rest stays in effect.
10.4 Notices to TitleGistics must be sent by email to Legal@TitleGistics.com. Notices to you will be sent to the email address on your login.