Privacy Policy

1. Who we are and what this covers

ClaimCompass is claims management software for public adjusting firms. This policy covers our website (www.claimcompass.io), the ClaimCompass application, the client portal, and our related emails and support.

Firms that subscribe to ClaimCompass (our customers) decide what claim information they put into the service. For that claim information we act as a service provider (processor) on the firm's behalf, and the firm's own privacy notice governs how it uses the data. For account, billing, and website information we act as the controller.

2. Information we collect

• Account information: name, email address, password (stored hashed by our authentication provider) or Google sign-in identity, firm name, and role.
• Claim information that firms enter or upload: insured and contact details, property addresses, policy and claim numbers, estimates, photos, documents, notes, messages, call recordings and transcripts, and financial figures for the claim.
• Email content: messages forwarded to a claim's ClaimCompass address, and messages a user sends from ClaimCompass through a connected email account.
• Billing information: plan, seat count, and invoices. Card details are collected and stored by Stripe; we never see the full card number.
• Usage and device information: pages visited, features used, IP address, browser type, and error logs, used to run, secure, and improve the service.
• Information you send us: support requests, demo requests, and other correspondence.

3. How we use information

• To provide the service: store and display claims, send notifications and reminders, run imports, generate documents, and carry out the actions users ask for.
• To run AI features a user requests, such as drafting a letter, summarizing a policy, transcribing a call, or reading a document.
• To bill subscriptions, prevent fraud and abuse, and keep the service secure.
• To provide support, send service and account messages, and, where allowed, tell you about product updates. You can opt out of marketing email at any time.
• To understand aggregate usage and fix problems. We do not sell personal information, and we do not use claim data for advertising.

4. Google user data

Users can sign in with Google and can connect a Google account to send email and manage calendar events from ClaimCompass. We request only the permissions each feature needs: basic profile and email address for sign-in; permission to send email on the user's behalf for sending from ClaimCompass; and calendar access for scheduling inspections and appointments.

We use Google user data only to provide and improve these user-facing features. We do not use it for advertising, do not sell it, and do not let people read it except with the user's permission, for security purposes, to comply with law, or when the data is aggregated and anonymized for internal operations.

ClaimCompass's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not use Google user data to develop, improve, or train generalized AI or machine-learning models. A user can disconnect Google at any time in Settings → Integrations or from their Google Account permissions page; we then delete the stored tokens.

5. AI features

When a user runs an AI feature, the relevant text, documents, images, or audio are sent to our AI providers (currently Google's Gemini API, with Mistral used for some document reading) to produce the result. These providers process the data under paid API terms that do not allow them to use it to train their models. We do not use customer claim data to train AI models.

AI output can be wrong. Users review drafts before anything is sent to a carrier or client.

6. How we share information

We share information only as needed to run the service, with these providers (subprocessors), each bound by contract to protect it:

• Hosting and infrastructure: Vercel (application hosting), Supabase (database and authentication), Cloudflare (file storage and DNS), Inngest (background jobs).
• Email and messaging: Resend (transactional and inbound email); Twilio (text messages and calls, when a firm connects its own account).
• Payments: Stripe.
• AI: Google (Gemini API) and Mistral.
• Maps and weather: Mapbox, OpenStreetMap Nominatim, and Open-Meteo, which receive property addresses or coordinates only.
• Product analytics and error tracking: PostHog.

7. Sharing inside a claim, and legal disclosures

Firms decide who sees a claim. When a firm invites an insured, vendor, contractor, attorney, appraiser, engineer, or other outside party, that person can see the parts of the claim the firm shares with them.

We may also disclose information if required by law, to protect the rights and safety of our users or others, or as part of a merger or sale of our business, in which case this policy continues to apply.

8. Retention and deletion

We keep claim data for as long as the firm's account is active. A firm owner can export the workspace's data at any time and can delete it from Settings. After an account closes, the data stays available for export for 30 days and is then deleted or anonymized, normally within 90 days, except where we must keep records (such as invoices) for legal, tax, or security reasons. Backups roll off on their normal schedule.

9. Security

Data is encrypted in transit and at rest. Access inside a firm is controlled by role, connected-account tokens are encrypted, and changes are recorded in an audit log. No system is perfectly secure; if we learn of a breach affecting your information we will notify you and, where required, the authorities.

10. Your choices and rights

You can view and update your account information in the app. Depending on where you live (for example, California), you may have the right to access, correct, delete, or receive a copy of your personal information and to opt out of certain processing. If your information is in a claim managed by a firm, contact that firm first; we will help them respond. To make a request, email us at the address below. We will not discriminate against you for exercising these rights.

11. Children

ClaimCompass is a business tool and is not directed to children under 16. We do not knowingly collect their information except as part of a claim file a firm manages.

12. Changes to this policy

We will post any changes on this page and update the effective date. If a change is material, we will notify account owners by email or in the app before it takes effect.