Valedis™

Privacy Notice

Version 3.0 — Effective July 21, 2026 · Supersedes Version 2.0

Valedis, LLC (“Valedis”) provides a death-certificate workflow tool for licensed funeral homes. It helps a funeral home collect a family’s information, check it, follow up with the certifying physician, and prepare a complete record for filing in the state’s Electronic Death Registration System (EDRS). Valedis works alongside the state’s system; it is not the official record of a death. This Privacy Notice explains what we collect, how we use it, and your choices.

1. Information We Collect

  • Funeral Home Clients — business contact details, director and staff credentials, and case information entered through the Valedis platform.
  • Decedents’ Families — names, contact information, and death-related details submitted through the family intake link, collected on behalf of the funeral home to help complete the death certificate.
  • Website Visitors — standard analytics data from valedis.io (IP address, browser type, pages visited).

2. How We Use Information

  • Help licensed funeral homes prepare and file death certificates in their state’s EDRS.
  • Communicate with funeral home directors and staff about case status.
  • Provide automated certifier follow-up on behalf of funeral homes.
  • Respond to demo or inquiry requests from prospective clients.
  • Operate, maintain, secure, and improve the Valedis platform.

3. Sharing With Third Parties

We do not sell personal information to advertisers or data brokers. We share information only as follows:

  • State EDRS systems — to help complete death certificate filing on behalf of funeral homes; the funeral home remains the filer.
  • Service providers — under data processing agreements that require them to protect your information and use it only to provide services to us.
  • Legal requirements — when required by court order, subpoena, or applicable law.

4. Data Retention

We keep as little as we need to do the job. Valedis is a workflow tool, not the system of record — the official death record lives in the state’s system. Sensitive case details are minimized and purged when a case is filed or after a short retention window, and the secure family and certifier links expire automatically. Visitor analytics are retained for thirteen (13) months. You may request deletion of your personal contact information (separate from any official record) by contacting privacy@valedis.io.

5. Security

We use encryption in transit (TLS) and at rest. Access to case data is role-based and audit-logged. In the event of a data breach affecting Florida residents, we will notify affected individuals as required by Florida Statutes §501.171 within 30 days of discovery.

We do not currently hold HIPAA Business Associate status and do not represent the platform as HIPAA compliant. Case details — including cause of death where a certifier provides it — are treated as sensitive, kept only as long as needed for the funeral home’s filing workflow, and then purged.

6. Your Rights

Florida residents may contact us to: (a) request a summary of personal information we hold; (b) request correction of inaccurate information; or (c) request deletion of contact information (subject to recordkeeping obligations). Contact: privacy@valedis.io

7. Changes to This Notice

We will post material changes on valedis.io with a revised effective date and notify active funeral home clients by email at least thirty (30) days before changes take effect.

Questions: privacy@valedis.io