Privacy policy

• Your statements. The PDFs and photos you upload, and what we read from them: lease and property numbers, months, volumes, prices, deductions, taxes, amounts and payment dates. If your name, address or owner number is printed on the page, it is in the file.
• What you type. Your decimal interest, if you enter it for a check.
• Your email address. You sign in with a link we email you, so there is no password.
• Messages you send us. If you write through the contact form or by email, we keep your name, your email and the message in our support inbox to answer you. For a form message, our system also keeps its subject line, which has your name, so we can limit spam. It goes on no mailing list.
• The results. Findings, audit reports and letters we make from your check.
• Your answers to “Did they pay?” If you tell us a company paid, part paid or explained a line, and how much arrived, we keep that with the finding. It stays in your account. Only totals across many owners are ever counted.
• A few product events. We record our own simple events, such as “started a check” or “downloaded a report”, to see what works. For each page you open we also count how long it was in use, your taps, key presses and how far you scrolled, and what you did on a well map, such as zooming or opening a well’s card. These are counts only: never what you typed, never where you looked on a map. They stay in our database. No outside analytics service sees them.
• Server logs. Our hosting keeps the address of each request and the page asked for, for up to 30 days, to run the site and stop abuse.

If you buy a plan, Stripe takes the payment. We never see or store your card number. We keep your plan and a Stripe reference for it.

Public pages, such as lease pages and the calculators, need no account.

1. Stored encrypted. Files go to Microsoft Azure storage in the United States and are encrypted at rest. They are private, never public links, and open only through your check.
2. Tax IDs are blacked out in PDFs. Before any page goes to an AI model, we replace Social Security and employer ID numbers in the text of a PDF, and paint over the tax ID boxes on 1099 forms. A photograph or a scan of a statement goes as it is, because we cannot find a number inside a picture before the model reads it. If a photo or scan shows a Social Security or tax ID number, cover it before you upload. Any number of that kind the model reads back is removed before we save anything.
3. An AI model reads the rest. The reading is done by Azure OpenAI, a Microsoft service that runs under our Azure account. Processing may take place in any Azure region, because we use Microsoft’s Global Standard deployment. Microsoft does not use what we send to train its models.
4. We compare, then keep the result. The lines the model reads are matched to the state record and checked by fixed rules. The findings, the lines and the PDFs stay in your account until you delete them.

We do not use your statements to train any model, and we do not show one owner’s statements to another. Reading errors happen, so every finding shows the numbers it rests on, and a line we could not read with confidence is marked instead of guessed.

Some pages compare companies: the price they paid per barrel against the state price, the share of the check taken as deductions, and the days from the end of the month to payment. Those comparisons come from public state records and, where enough owners agree, from the statements owners upload. They are built like this:

• Only three things are used from a line: the price, the deductions as a share of your gross for that line, and the days to payment, with the company, county and month.
• Never your name, owner number, decimal, dollar amounts or the statement itself.
• At least 5 different owners behind every figure. Each owner counts once, however many lines they uploaded. We show a middle value and the middle half, never a highest or lowest, and a company, county and month with fewer than 5 owners is not shown at all.
• You can opt out. On your privacy and sharing page, untick the first box. The comparisons are rebuilt from scratch, and we start a rebuild the moment you untick, so your lines leave them the same day. Deleting your account does the same at the next rebuild.

We do not sell your data, rent it, or share it with anyone for advertising. The only outside parties are the services that help us run the site, and they act on our instructions:

• Microsoft Azure: hosting, storage, the database, the AI reading, and sending sign-in emails.
• Stripe: card payments, if you buy a plan.

We will give information to someone else only if the law requires it. No operator gets your statements or your findings from us.

We set two cookies of our own, both only to make the site work:

• A sign-in cookie, so you stay signed in for up to 30 days.
• A cookie that remembers, on this browser, the checks you started, for up to 90 days, so you can reopen them.

We also use Microsoft Clarity to see how people use our pages: clicks, scrolling and the pages they open, so we can make them easier to use. Clarity sets its own cookies, and Microsoft processes that data under the Microsoft Privacy Statement. What you type into forms and calculators is hidden from it, and the pages that show your statements, checks, account, Mineral File and estate reports, and the sign-in pages, are masked, so Clarity does not see what is on them.

There are no advertising cookies and no tracking pixels. The fonts are served from our own site.

You can delete without asking us. On a check, use Delete this check and my files: it removes the findings, the reports and every file you uploaded. On your account page, Delete my data removes your email, every check, statement, finding and PDF, and all uploaded files. There is no undo.

If you pay for a plan, turn off renewal in Manage billing first, so no charge outlives your account. Deleting then ends the plan at once, and the paid time left is not refunded. Stripe keeps its own record of the payments.

Deleted database records also drop out of our encrypted backups, which roll off in about a week.

Until you delete something, we keep it so you can come back to it. Public lease data is not personal data and is not part of an account.

Traffic to the site is encrypted. Files and the database sit in private Azure services, and access is limited to the software that needs it. No system is perfect, so we keep only what the service needs and let you delete the rest.

If we change this page in a way that matters, we will say so at the top of the page. The date above is the date of the last change. This page covers Royalty Clerk, which AGI Solutions LLC runs.

Questions about your data? Write to support@royaltyclerk.com. A person at AGI Solutions LLC reads it.