How ConditionRail protects borrower files

When a borrower submits a document, ConditionRail stores the file, an OCR/parse extract of its text, and condition metadata (matched condition ID, confidence, citation). Files are tied to a single workspace and a single loan file. Borrowers can only see their own upload links; they never see other borrowers' files or condition notes.

Default retention follows your workspace policy. When a workspace is closed, documents and parsed text are deleted within 30 days; audit logs are retained for the life of the workspace per the retention rules in your DPA.

Workspace roles — loan officer, processor, underwriter, and admin — gate what each user can read and change. Borrower upload links are single-use, scoped to one condition, and expire by default.

• MFA available on all plans; required for admin role.
• SSO (SAML / OIDC) on Team and Enterprise.
• Idle session timeout, configurable per workspace.
• Production access by ConditionRail, Inc staff is just-in-time, approval-gated, and logged.

Every operational action is logged with actor, timestamp, source IP, and prior/next value where applicable:

• Condition state changes (received → cleared, reopens, escalations)
• Document views, downloads, and packet exports
• LOS sync pulls and pushes, with the field diff
• Borrower message sends and link issuance
• Role and permission changes

Logs are exportable as CSV or JSON and can be streamed to your SIEM on Enterprise.

Security documentation is available to lender security reviewers during procurement. Request the current package from security@conditionrail.com. We do not publish badges in place of evidence.

ConditionRail supports customer-controlled mortgage data workflows with access control, encryption, audit logging, and documented Safeguards Rule control mapping. Your institution remains responsible for its own GLBA compliance program.

Control mapping covers a designated security coordinator, written risk assessment, access controls, encryption in transit and at rest, multi-factor authentication, secure disposal, incident response, vendor oversight, and staff training.

Borrower documents, borrower messages, condition content, and lender data are never used to train models, ours or third-party. When ConditionRail calls a third-party model provider, only the minimum text needed for the request is sent, and providers are contractually barred from training on customer content.

AI may classify, match, draft, and flag. It may not approve, deny, waive, or communicate a credit decision.

Prepared by ConditionRail for lender review. Final credit, compliance, underwriting, and adverse-action decisions remain with authorized lending staff.

ConditionRail organizes and tracks mortgage conditions. It does not underwrite, approve, or deny loans. Underwriter decisions stay with your team.

• Severity-1 incidents acknowledged within one business hour.
• Customer notification within 72 hours of a confirmed data incident affecting their workspace.
• Post-incident report shared with affected customers, including root cause and remediation.
• Annual tabletop exercise and quarterly on-call drills.

We welcome good-faith security research. Report findings to security@conditionrail.com with reproduction steps. We will not pursue legal action against researchers who follow responsible disclosure, avoid privacy violations and service disruption, and give us a reasonable window to remediate before publication.