How we protect your clients’ documents

Gathered Docs helps offices collect clients’ documents. This page describes the application safeguards reviewed on October 21, 2026. Production verification is still pending; this is not approval to collect real borrower documents.

Private storage and authorized downloadsThe application uses an S3 storage adapter and serves agent downloads through authorized routes. Deployed encryption, TLS settings and storage access controls still need verification.

One agency cannot see anotherPostgreSQL row-level security separates agency records. Local isolation tests exercise staff, public-link and service boundaries; production roles still need verification.

Clients never need an accountA random bearer link opens one request. Anyone who holds a valid link has its permitted access. Re-issuing revokes earlier links; closed requests can show a receipt without file access. This is not identity verification or MFA.

Files are deleted on a scheduleOrdinary files default to 13 months after closure (1–120 configurable). Marked sensitive files default to 60 days (7–400 configurable). Once a sensitive file is removed, that person’s zip and any containing loan or bulk zip are unavailable; remaining individual files and intact person zips stay available.

Location data is removedSupported JPEG upload and HEIC conversion paths remove GPS metadata. This is not a promise to remove every kind of metadata from every file format.

Limited provider processingThe application sends agent-written text for translation, never client files or answers. Email, storage, notifications and optional billing use the providers below; their deployed contracts and settings still need verification.

Still to be verified before real borrower data

Unverified: deployed encryption and TLS, storage regions and private access, versioning, backup health, deletion timing and a restore/deletion rehearsal.

Unverified: named operator/deputy coverage, provider MFA and least privilege, access logging, credential-rotation and incident-response drills.

Unverified: current provider agreements, complete data-retention schedules and exceptions, legally reviewed DPA/incident terms and the agency compliance owner’s acceptance.

Who processes the data

Gathered Docs is operated by Aced LLC (Luis Ramirez), 1666 E Sunshine Street, Springfield, MO 65804. The implementation supports these providers; billing is optional. Current agreements, locations and enabled services still need verification:

Render — application servers and PostgreSQL; the deployment blueprint selects Virginia, with the live configuration unverified
Amazon Web Services — S3 file storage and backup copies; live region and bucket settings unverified
Postmark — email delivery
Anthropic — translation of the agent’s own words — item names and instructions — never a client’s files or answers
Apple — phone notifications to agency staff: a client’s name and a checklist’s name, nothing else
Stripe — hosted payment and billing services when billing is enabled

What we keep and for how long

Files: closure-based schedules above, or earlier agency deletion. Storage cleanup retries failures. Repository lifecycle settings specify seven-day noncurrent file versions and 30-day noncurrent backup versions; these are not verified production deletion deadlines. Backup removal can lag source deletion.
Typed answers, questions and request history follow separate schedules. The documented history policy is four years; a complete inventory, implemented disposal coverage and lawful exceptions remain to be verified.
Email addresses that asked us to stop: kept as long as needed to honor the request, even after the client is deleted.
Agent sign-in uses emailed codes and optional user-verified passkeys. Mandatory passkey policy is built but remains off pending the stable domain and a compatible shipped iPhone app. Email codes alone are not represented as MFA.

What an agency can do

Download everything about a request as a zip at any time. Delete any file or any client on the spot. Remove a team member and end their access immediately. Export or delete the whole agency on request: write to luis@snapdiscountdocs.com.

Reporting a problem

Report a security concern using the contact above. Incident coverage, response drills and legally reviewed notification terms remain to be confirmed. The app does not certify an office’s GLBA compliance.

Repository review: October 21, 2026 · Production verification pending · Vendor one-pager (printable)