Effective date: August 19, 2026 · Last updated: August 19, 2026
1. Scope of this policy
This Privacy Policy explains how Crimson Services Group, LLC (“Crimson Services Group,” “we,” “us,” or “our”) collects, uses, protects, shares, and retains information about you. It applies to www.crimsonservicesgroup.com, to our text messaging program, and to the information you give us in the course of real estate brokerage services, mobile notary and signing services, title and escrow coordination, and regulatory compliance consulting.
Crimson Services Group, LLC is a Tennessee limited liability company serving Middle Tennessee. Real estate brokerage services are provided by Catrena S. Thompson, REALTOR®, Tennessee Affiliate Broker, License #340848, under the supervision of the principal broker of O’Neill Property Management.
Where a separate engagement letter, closing protection letter, escrow agreement, or brokerage agreement governs a specific transaction, that document controls the handling of information for that transaction to the extent it conflicts with this policy.
2. Key points at a glance
The full policy follows. In short:
- We do not sell your personal information, and we never have.
- No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. See Section 4.
- We collect what we need to answer your inquiry and to perform the services you engage us for — not more.
- SMS consent is optional, separately obtained, and never a condition of doing business with us.
- You can opt out of texts at any time by replying STOP, and out of email at any time by using the unsubscribe link or telling us.
- You may ask us what we hold about you, ask us to correct it, and ask us to delete it. See Section 14.
- We will never send you wire instructions by text or email without independent verification. See Section 17.
3. Information we collect
3.1 Information you give us directly
- Identifiers and contact details: name, mobile and landline telephone numbers, email address, mailing or property address, and the company or brokerage you are affiliated with.
- Inquiry content: the service you selected, the property address or file reference, deadlines, file volume, and anything else you choose to write in a message field.
- Communications preferences: whether you selected the optional SMS consent checkbox, and the general contact consent required to submit our form.
- Transaction and engagement information: information needed to perform notary, signing, title coordination, brokerage, or compliance work — which may include identity verification details, signing appointment details, and documents you or your lender, agent, or attorney provide to us.
- Correspondence: the content of emails, text messages, and call notes exchanged with us.
3.2 Information collected automatically
Our website is a static site and does not require an account. When you visit, our hosting provider's standard server logs may record your IP address, browser type and version, operating system, the pages you requested, referring URL, and the date and time of the request. These logs exist for security, abuse prevention, and troubleshooting.
The site loads a web font stylesheet from Google Fonts. Requesting that stylesheet discloses your IP address and user-agent to Google in the ordinary course of serving the file. We do not use that mechanism to identify you and we receive no data back from it.
3.3 What we ask you not to send
Please do not submit Social Security numbers, driver's license numbers, financial account or card numbers, dates of birth, health information, or images of identity documents through our website form or by text message. If a transaction requires that information, we will tell you the secure method to use. If you send sensitive information through an insecure channel anyway, we will handle it under this policy but we cannot undo the exposure of transmitting it.
4. Mobile information, SMS consent, and text messaging data
This section governs mobile telephone numbers, SMS opt-in records, and consent data. It is the controlling section for text messaging and prevails over any more general statement elsewhere in this policy.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors who provide support services, such as customer service and message delivery, is permitted. All other categories of use exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
4.1 What we collect for the SMS program
The mobile number you provide, the fact and timestamp of your consent, the opt-in method used, the exact disclosure language shown to you at that moment, the content and delivery status of messages exchanged, and your opt-out status if you unsubscribe.
4.2 How we use it
Solely to send the categories of message described in our SMS Terms & Conditions — replies to your inquiries, appointment scheduling and reminders, signing and closing coordination, transaction and account status, and customer care — and to maintain proof that each message was authorized.
4.3 Who can receive it
Only our messaging platform and telecommunications providers, and only for the purpose of transmitting and delivering the messages you asked for. These vendors act on our instructions, are bound to confidentiality, and may not use your number for their own purposes.
4.4 What never happens to it
- Your mobile number and SMS consent are never sold, rented, traded, or licensed.
- They are never shared with affiliates or third parties for those parties' marketing or promotional purposes.
- They are never used to build advertising audiences, custom audiences, lookalike audiences, or third-party marketing databases.
- They are never disclosed as part of a marketing list in any business transfer; opt-in data and consent are excluded from every other category of sharing described in this policy.
4.5 Your control
SMS consent is always optional and is never a condition of purchasing any property, product, or service. You may withdraw it at any time by replying STOP to any message, or by calling, emailing, or telling us in person. We honor a clear request to stop however it reaches us. See Section 7 of the SMS Terms.
4.6 Retention of consent records
We keep the consent record for a number while it is enrolled and for at least four years after opt-out, so that we can demonstrate the messages we sent were authorized. Opt-out records are kept indefinitely for the sole purpose of ensuring we do not message a number that has asked us to stop.
5. Where information comes from
Most information comes directly from you. We may also receive information about you from the other participants in a transaction you are part of — a lender, real estate agent, attorney, title underwriter, escrow officer, signing service, or your own employer — where that information is necessary to complete the work. We may consult public records, including recorded instruments, tax records, and license records, as required for title and real estate work.
We do not purchase marketing lists, and we do not acquire contact information from data brokers or lead resellers for the purpose of contacting you.
6. How we use information
- To respond to your inquiry and provide the services you request.
- To schedule, confirm, and perform notary, signing, closing, brokerage, and consulting work.
- To coordinate with the other authorized parties to your transaction.
- To send the communications you consented to receive, in the channel you consented to.
- To verify identity where a notarial act, title requirement, or law requires it.
- To maintain the records that Tennessee notarial law, real estate licensing law, title underwriting requirements, and federal financial privacy law require us to keep.
- To secure our systems, prevent fraud, and investigate suspected wire fraud or identity fraud.
- To comply with legal obligations and to establish, exercise, or defend legal claims.
We do not use your information for automated decision-making that produces legal or similarly significant effects, and we do not profile you for advertising.
8. We do not sell or share personal information for advertising
We do not sell personal information, and we have not sold personal information in the preceding twelve months. We do not share personal information for cross-context behavioral advertising, and we do not use or disclose sensitive personal information for purposes other than those permitted as necessary to perform our services. We do not offer financial incentives in exchange for personal information.
9. Financial privacy in title, escrow, and settlement work
When we act in a title, escrow, or settlement capacity we may handle nonpublic personal information about you within the meaning of the Gramm-Leach-Bliley Act and its implementing privacy and safeguards rules. We collect that information only as needed to provide settlement services, we restrict internal access to those who need it to do their work, and we maintain physical, electronic, and procedural safeguards intended to meet or exceed applicable standards.
We disclose nonpublic personal information only as permitted by law — principally to complete a transaction you requested, to service your file, to our underwriter, to comply with legal or regulatory requirements, or with your consent. We do not disclose nonpublic personal information to nonaffiliated third parties for those parties' marketing purposes.
Notarial acts are recorded in a journal as required by Tennessee law. That journal, and the retention of it, is governed by statute rather than by your preferences, and it may be subject to inspection as the statute provides.
11. How long we keep information
We keep information for as long as needed for the purpose it was collected, and then for the period that law, licensing rules, underwriter requirements, or the defense of legal claims require. In practice:
- Inquiries that do not become engagements: generally up to twenty-four months.
- Transaction and engagement files: for the period required by Tennessee real estate licensing law, title underwriter requirements, and applicable federal law — typically at least five years, and longer where a specific rule requires it.
- Notarial journal entries: for the retention period fixed by Tennessee notarial law.
- SMS consent records: during enrollment and at least four years after opt-out.
- Opt-out and suppression records: indefinitely, so that we do not contact you again in error.
When a retention period ends we delete the information or de-identify it so it can no longer be associated with you.
12. How we protect information
We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, alteration, and destruction. These include transport encryption for this website, access controls limiting information to personnel who need it, device and account protections, vendor diligence, and secure disposal of records at the end of their retention period.
No method of transmission or storage is perfectly secure. Ordinary email and SMS in particular are not secure channels, which is why we ask you not to send sensitive identifiers through them. If we become aware of a breach affecting your personal information we will notify you and any regulator as applicable law requires.
13. Your choices
- Text messages: reply STOP to any message, or call, email, or tell us. Opting out is free and takes effect promptly.
- Email: use the unsubscribe mechanism in any non-transactional email, or contact us. We will still send messages necessary to a transaction in progress.
- Telephone: tell us if you prefer not to be called, and tell us the best alternative channel.
- Form fields: every field except your name, email, service selection, and general contact consent is optional. The mobile number field is optional unless you choose to opt in to SMS.
- Correction and access: ask us and we will tell you what we hold and correct anything inaccurate.
14. State privacy rights
14.1 Tennessee
Under the Tennessee Information Protection Act, Tennessee consumers may have the right to confirm whether we process their personal information and to access it, to correct inaccuracies, to request deletion, to obtain a portable copy, and to opt out of targeted advertising, the sale of personal information, or profiling with legal or similarly significant effects. We do not conduct targeted advertising, sell personal information, or engage in that kind of profiling.
14.2 California
Under the California Consumer Privacy Act as amended, California residents may have the right to know the categories and specific pieces of personal information collected, the sources, the business purpose, and the categories of recipients; to delete personal information; to correct inaccurate information; to opt out of sale or sharing for cross-context behavioral advertising; to limit use of sensitive personal information; and not to be discriminated or retaliated against for exercising these rights. As stated in Section 8, we do not sell or share personal information for advertising.
14.3 Other states
Residents of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other states with comprehensive privacy statutes may have comparable rights of access, correction, deletion, portability, and opt-out, together with a right to appeal a refused request. We extend these rights to any individual who asks, regardless of where they live, to the extent we can verify the request.
14.4 How to exercise a right
Contact us using Section 19 and describe what you want. We will verify your identity in proportion to the sensitivity of the request — usually by confirming information already in our records — and respond within the period required by applicable law, generally forty-five days, with one extension where permitted. An authorized agent may submit a request with written authorization that we can verify. There is no fee for a reasonable request.
If we decline a request we will tell you why, and we will tell you how to appeal. If your appeal is unsuccessful you may contact your state attorney general.
15. Children's privacy
Our services are directed to adults. We do not knowingly collect personal information from anyone under 18, and we do not knowingly enroll a mobile number belonging to a minor in our SMS program. If you believe a child has provided us information, contact us and we will delete it.
16. Third-party sites and services
Our site may link to lenders, underwriters, government recording offices, professional associations, or other resources. Those sites are governed by their own privacy policies, not this one. We are not responsible for their practices, and a link is not an endorsement of their data handling.
17. Wire fraud and impersonation warning
Crimson Services Group, LLC will never text you wire instructions, never text a change to wire instructions, and never ask you for banking credentials, card numbers, or one-time passcodes by text or email. Before sending money in connection with any real estate or title transaction, call a telephone number you already know to be ours — not one contained in the message — and verify the instruction with a person.
Real estate and settlement transactions are a frequent target of business email compromise. If you receive a message that appears to be from us and asks for money, credentials, or a change of payment instructions, treat it as fraudulent until you have verified it by voice at 615-994-9244.
18. Changes to this policy
We may update this policy to reflect changes in our practices or in legal, carrier, or industry requirements. We will revise the “last updated” date above and post the new version here. Material changes affecting how we use information you already gave us will be communicated to you directly where practicable. We will not apply a materially different use of your mobile number or SMS consent without asking you again.
19. Contact us
Crimson Services Group, LLC
- Telephone and SMS: 615-994-9244
- Email: catrena@crimsonservicesgroup.com
- Web: www.crimsonservicesgroup.com
- Service area: Middle Tennessee, with compliance engagements handled remotely
Real estate brokerage services: Catrena S. Thompson, REALTOR®, Tennessee Affiliate Broker, License #340848, under the supervision of the principal broker of O’Neill Property Management, 615-650-0008.
Related pages: SMS Terms & Conditions · SMS opt-in form