In today’s real estate landscape, maintaining data privacy and security is essential to earning client trust, meeting compliance requirements, and protecting your business. Title & escrow companies handle a massive amount of highly sensitive information every day, from financial statements to identity documents, making the industry a prime target for fraud and cyber attacks—and raising big questions around how data is stored, accessed, and shared.

In a recent webinar, Reggie Davis, Chief Legal Officer, Alex Hamlin, Head of Information Security, and Charlotte Brown, Vice President of Product and Design, joined Paula Marstad, General Manager of RamQuest, for a candid conversation on how Qualia approaches data privacy, security, and artificial intelligence (AI).

Here are six key takeaways from their conversation.

1) Customers own their data

Qualia’s customers are the owners of their data. Reggie Davis, Qualia’s Chief Legal Officer, took care to confirm this fact during the webinar. Qualia does not own customer data. Qualia does not sell customer data. In fact, Qualia’s standard contract terms explicitly call out customer ownership, and the company makes legally enforceable promises that the company does not sell data.

2) Data privacy and access

Here is what Qualia’s approach to data privacy and access looks like in practice:

  • A culture of security: Security is driven from the top: Qualia’s CEO and board receive regular updates, and the company’s teams conduct ongoing training and incident response exercises to stay ahead of threats.
  • Least-privileged-access model: Only a select number of authorized Qualia team members can access customer data—and only when absolutely necessary to support the customer. For example, if a customer calls Qualia’s Customer Support team and asks for help with an order, that team is able to access that customer’s data in order to provide that requested assistance.
  • Audit-ready systems: Qualia maintains SOC 2 Type II and ISO 27001 certifications and undergoes regular third-party audits to ensure rigorous security and compliance standards are met.

“We believe privacy and security go hand in hand. Without strong security, you cannot provide customers with the data privacy they expect.”

Reggie Davis, Chief Legal Officer, Qualia

3) Qualia can only access data with customer permission

Qualia cannot access or share customer data unless the customer provides explicit permission to do so, and only when it’s necessary to provide a service that a customer has requested. This is built into how the system functions—and how Qualia supports its customers.

Charlotte Brown, Qualia’s Vice President of Product and Design, explained in detail  several real-world examples during the webinar to help illustrate how this works:

  • Support & Troubleshooting: If a customer calls in with a technical issue, Qualia’s support staff may need temporary access to that customer’s data to identify and resolve the problem. This is always done under contractually defined terms, and only to help the customer get back on track.
  • Client Communication via Connect: When a customer enters a buyer or seller’s email address into the system, Qualia’s Connect tool can automatically send an introduction email on their behalf. This kind of data sharing only happens within system-built integrations and always involves known, authorized parties.
  • Secure Document Storage: Documents that customers upload into Qualia are stored using Amazon Web Services (AWS), the world’s most trusted and widely-used cloud infrastructure. While technically a form of data sharing, AWS operates solely as a backend service provider under strict security and compliance standards.

In every case, the customer retains control, and any data sharing is done only to deliver the functionality and support that customer has requested.

4) Customer data is not used to train AI models

Artificial Intelligence (AI) presents enormous potential to streamline title & escrow workflows—from reducing repetitive tasks to improving accuracy and speed. With these efficiency gains comes valid concern that customer information is used to power and train these AI tools.

Brown addressed these concerns by assuring webinar guests that Qualia does not use customer data to train AI models. According to Brown, Qualia does not:

  • Train large language models (LLMs) using customer data. Modern AI models are already highly capable out of the box, so there is no need to do so.
  • Share customer data with OpenAI, Anthropic, or any external AI provider.
  • Automate decisions without human review. The customer remains in full control of every decision. Qualia firmly believes that customer validation is always required before using AI-generated content in any way.

However, Qualia does focus on delivering AI-powered features that enhance team productivity while keeping data safe and private. A few practical examples include the following Qualia tools:

  • CD Processor: This tool flags discrepancies between lender CDs and the information entered in Qualia, helping save time in CD preparation, reduce errors, and minimize friction with lenders.
  • Document Processor: Customers can upload and extract key information from a purchase and sale agreement to increase productivity.
  • AI Messaging Assistant: Qualia Connect customers can instantly generate messages pre-filled with relevant content from a file in order to respond more quickly to clients.

Brown emphasized that these tools are designed to support—not replace—the expertise of title & escrow professionals. Qualia will continue to invest thoughtfully in AI to help improve customers’ daily workflow

5) Customers will retain access to historical data when they migrate to Qualia

The Qualia team understands that customers’ historical orders, documents, and production data are not just records—they’re vital to how title & escrow companies operate. Whether it’s for back title, audits, compliance, or customer service, maintaining uninterrupted access to this data is non-negotiable.

That’s why Qualia is working to ensure that customers will retain access to their historical data as they migrate to the platform. Here are some of the details how customers can access their data:

  • Read-only licenses for legacy RamQuest systems (CCE, One, Horizon, and eClosing) will remain available even after official product sunset dates. Customers will be able to reference, search, and retrieve information as needed, without disruption to their operations.
  • We’re also excited to announce that Qualia will be launching a new data migration tool later this year. This tool will allow customers to move title production data and associated documents into a centralized, searchable repository—making it even easier to retrieve historical files and use them for back title or starter purposes.
  • As part of the transition, all data and systems remain protected under the same security and contractual safeguards that customers had in place with RamQuest. There will be no changes to data rights, and protections will carry over as customers migrate.

The goal is simple: preserve customer access and protect customer data to help title & escrow companies move forward with confidence.

6) Qualia is a trusted partner, providing transparent communication

The Qualia Leadership team’s goal in this webinar was to provide clarity as to how the company handles data, privacy, and security. The team knows these topics matter deeply to Qualia customers—not just as business concerns, but as part of the trust they build with every one of their clients.

Davis, Brown, and Hamlin’s goal was to answer questions, ease concerns, and provide a transparent view into how seriously Qualia takes its responsibility as a technology partner. From data access to AI, from security practices to contractual protections, Qualia’s commitment is to empower customers, protect their data, and earn trust every step of the way.

Want to learn more? Click below to access a free recording of the full webinar.