Document Upload & Retention Policy

This policy describes how documents uploaded to Permit Solutions Services, LLC ("Permit Solutions", "we") through the Site — Notices of Violation, permit records, hearing orders, lien documents, plans, engineering letters, property correspondence, and other files — are received, stored, accessed, retained, and deleted.

Accepted files

• Types: PDF, JPG, PNG, HEIC, DOC, DOCX, XLS, XLSX.
• Maximum size: 20 MB per file for standard uploads. Larger files may be transferred via a secure link on request.

Before you upload — what to redact

Documents you upload may contain personal information. Before uploading, please redact or omit any of the following unless it is directly relevant to the matter and specifically requested:

• Social Security numbers.
• Full bank account numbers and routing numbers.
• Credit card numbers and payment credentials.
• Passwords or login credentials.
• Driver-license numbers when not required by the municipality.
• Medical records or protected health information.
• Any third-party personal information you do not have the right to share.

If a document contains sensitive information that cannot be redacted (for example, a signed contract that includes account details), let us know when you upload and we will handle the file under stricter access controls.

How files are stored

Uploaded documents are stored under access controls limited to authorized Permit Solutions personnel and to licensed professionals actively engaged on your matter. Files are stored on hosted infrastructure with encryption at rest and in transit. Files are not published to public URLs and are not indexable by search engines.

Who can access uploaded files

• Permit Solutions team members working on your matter.
• Licensed engineers, architects, surveyors, contractors, attorneys, or title professionals we engage on your matter, with your authorization.
• Municipal or government staff where the document is filed with or produced to the applicable agency in the ordinary course of the matter.
• Vendors that provide file storage, backup, or workflow infrastructure — bound by contract to protect the information.

AI-assisted review

Portions of our document-review workflow may use AI-assisted tools to help our staff summarize notices, extract dates and code sections, and organize case materials. Where AI is used:

• AI-generated output is used to support our staff and is not treated as a final regulatory, legal, engineering, title, or insurance conclusion.
• Uploaded documents are not used to train third-party AI models except where you have provided explicit consent and the use is legally appropriate.
• We minimize the content sent to external processors and redact sensitive fields where practical.

Retention

Uploaded documents are retained as follows:

• Files submitted to an active matter — retained for the duration of the engagement and for a reasonable period thereafter to support closeout, follow-up, and record-keeping obligations, typically not less than five years unless a longer period is required by law or by professional-record-keeping standards.
• Files submitted to an intake inquiry that does not result in an engagement — reviewed for archival value and typically deleted or anonymized within twelve months, unless retention is otherwise required.
• Files subject to a legal hold, subpoena, or preservation notice — retained until the hold is released.

Deletion requests

You may request deletion of documents you have submitted by emailing privacy@permitsolutions.us with the property address or matter reference. We will process the request within a reasonable time and confirm completion, subject to any legal, regulatory, or professional-record-keeping obligation that requires us to retain the record.

No attorney-client privilege

Permit Solutions is not a law firm. Uploading a document to Permit Solutions does not create an attorney-client relationship and does not create attorney-client privilege. Documents submitted may need to be shared with municipalities, contractors, or other professionals to advance the matter.

Uploading is not engagement

Submitting an uploaded document does not create an engagement. Permit Solutions accepts work in writing after reviewing the matter.

Contact

Questions about document handling or deletion requests may be sent to privacy@permitsolutions.us.