claimOS Privacy Policy

Effective Date: April 8, 2026 · Last Updated: April 8, 2026

1. Introduction

claimOS LLC ("claimOS," "we," "us," or "our") operates the claimOS platform available at claimos.net (the "Platform"), the AI-native claims intelligence platform for public adjusters and insurance professionals. This Privacy Policy describes how we collect, use, disclose, and protect information in connection with the Platform and our related services (collectively, the "Services").

By accessing or using the Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this Privacy Policy, you must not access or use the Services. If you are using the Services on behalf of an organization, you represent that you are authorized to accept this Privacy Policy on behalf of that organization.

2. Information We Collect

2.1 Account Information

When you create an account or are provisioned access by your organization, we collect:

Full name, email address, phone number, and professional title
Organization name, business address, and professional license information
Login credentials (passwords are stored using industry-standard hashing algorithms)
Billing and payment information (processed and stored by our third-party payment processor)

2.2 Insurance Claim Data

In the course of using the Platform, you and your organization may upload, create, or process:

Policyholder personally identifiable information ("PII"), including names, addresses, policy numbers, and contact details
Property information, including addresses, photographs, video, and inspection documentation
Claim details, including loss descriptions, damage assessments, repair estimates, and claim status
Supporting documentation, including insurance policies, correspondence, invoices, receipts, and contracts
Electronic signatures captured through the Platform's e-signature functionality

2.3 Usage and Analytics Data

We automatically collect certain information when you interact with the Platform:

Device information, including browser type, operating system, and device identifiers
Log data, including IP addresses, access timestamps, pages viewed, and referring URLs
Feature usage data, including which tools and workflows you use and how frequently
Performance data, including page load times, error logs, and system diagnostics

2.4 Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to maintain your authenticated session and remember your preferences, analyze Platform usage patterns and performance, and improve the functionality and user experience of the Services. For additional detail, see Section 11 (Cookie Policy) of this Privacy Policy.

2.5 Third-Party Data

We may receive data from third-party sources integrated with the Platform, including weather and catastrophe data from third-party meteorological APIs, property and geographic data from public records and mapping services, and information provided by your organization's administrator regarding your account.

3. How We Use Your Information

3.1 Service Delivery and Operations

We use the information we collect to provide, maintain, and improve the Platform and its features; process and manage insurance claims within the Platform; facilitate document generation, e-signatures, and communications; and provide customer support and respond to inquiries.

3.2 AI-Powered Processing

Our AI features analyze claim data to generate damage assessments, estimates, and recommendations; automate document classification, data extraction, and workflow routing; and provide AI-assisted drafting of claim narratives, correspondence, and reports.

Important: Our AI features process claim data solely within the Platform to deliver functionality to you. claimOS does not use customer claim data to train, improve, or develop general-purpose AI or machine learning models. AI processing is performed to deliver the Services you have engaged us to provide, and customer data remains under the control of the customer's organization at all times.

3.3 Analytics and Improvement

We analyze aggregated, de-identified usage patterns to improve the Platform, conduct research and development for new features and services, and monitor system performance, reliability, and security.

3.4 Communications

We send transactional communications related to your account and use of the Services (e.g., password resets, billing confirmations, service notifications), as well as product updates, feature announcements, and educational content related to the Platform. You may opt out of non-transactional communications at any time.

3.5 Legal and Compliance

We use your information to comply with applicable laws, regulations, and legal processes; enforce our Terms of Service and other agreements; and protect the rights, safety, and property of claimOS, our users, and the public.

4. How We Share Your Information

claimOS does not sell, rent, or trade your personal information or your customers' claim data to third parties for their marketing purposes. We share information only in the following circumstances:

4.1 Service Providers and Sub-Processors

We engage trusted third-party service providers who process data on our behalf to support the Platform, including payment processors for subscription billing, cloud infrastructure providers for data hosting and storage, e-signature providers for electronic document execution, weather and catastrophe data providers for claim-related environmental data, email and communication providers for transactional and product communications, and analytics providers for aggregated, de-identified usage analytics. All service providers are contractually obligated to process data only as directed by claimOS and in accordance with appropriate data protection agreements.

4.2 Your Organization

If your account is managed by an organization (e.g., a public adjusting firm), the administrator of that organization may have access to your account information, usage activity, and claim data associated with the organization's account.

4.3 Legal Requirements

We may disclose information if we believe in good faith that disclosure is necessary to comply with a legal obligation, subpoena, court order, or government request; protect and defend the rights, property, or safety of claimOS, our users, or the public; or detect, prevent, or address fraud, security issues, or technical problems.

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your information.

5. Data Security

We implement and maintain administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of your information:

Encryption in transit: All data transmitted between your device and the Platform is encrypted using TLS 1.2 or higher.
Encryption at rest: All stored data, including claim data, documents, and backups, is encrypted using AES-256 encryption.
Access controls: Role-based access controls restrict data access to authorized personnel on a need-to-know basis. Multi-factor authentication is available for all accounts.
Infrastructure security: The Platform is hosted on SOC 2-compliant cloud infrastructure with continuous monitoring, intrusion detection, and automated threat response.
Audit logging: Access to sensitive data is logged and auditable.
Incident response: We maintain a documented incident response plan and will notify affected users and relevant authorities in the event of a data breach as required by applicable law.

claimOS is pursuing SOC 2 Type II certification and is committed to aligning its security practices with industry-recognized standards. No method of transmission or storage is completely secure, and we cannot guarantee absolute security of your information.

6. Data Retention and Deletion

6.1 Retention Periods

We retain your information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law:

Account information: Retained for the duration of your active account and for a reasonable period thereafter to comply with legal obligations and resolve disputes.
Claim data: Retained for the duration of your organization's active subscription. Upon account termination or deletion, claim data will be deleted in accordance with Section 6.2 below.
Usage and analytics data: Retained in identifiable form for up to twenty-four (24) months, after which it is aggregated or de-identified.
Billing records: Retained as required by applicable tax and financial regulations.

6.2 Deletion

Upon termination of your organization's subscription, or upon a valid deletion request, we will delete or de-identify your data within ninety (90) days, except where retention is required by applicable law or legitimate business purposes. Backup copies may persist for an additional period consistent with our backup retention schedule but will not be actively accessed or processed.

7. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you.
Correction: Request correction of inaccurate or incomplete personal information.
Deletion: Request deletion of your personal information, subject to legal exceptions.
Data export: Request a copy of your data in a structured, commonly used, machine-readable format.
Opt-out of communications: Unsubscribe from non-transactional emails using the link provided in each message, or by contacting us.
Withdraw consent: Where processing is based on your consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@claimos.net. We will respond to verified requests within the timeframes required by applicable law. We will not discriminate against you for exercising your privacy rights.

8. California Consumer Privacy Act (CCPA) Disclosures

If you are a California resident, the following disclosures apply to you under the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (collectively, "CCPA"):

8.1 Categories of Personal Information Collected

In the preceding twelve (12) months, we have collected the following categories of personal information as defined by the CCPA: identifiers (name, email, phone number, IP address, account credentials); professional or employment-related information (job title, employer, professional license information); commercial information (subscription and billing records, transaction history); internet or electronic network activity information (browser type, device information, log data, usage analytics); geolocation data (approximate location inferred from IP address); and insurance claim data as described in Section 2.2, to the extent it constitutes personal information.

8.2 Sale and Sharing of Personal Information

claimOS does not sell personal information, as defined under the CCPA. claimOS does not share personal information for cross-context behavioral advertising.

8.3 Your CCPA Rights

As a California resident, you have the right to know what personal information we collect, use, disclose, and sell (if applicable); delete your personal information, subject to certain exceptions; correct inaccurate personal information; opt out of the sale or sharing of personal information (claimOS does not engage in these practices); and non-discrimination for exercising your CCPA rights. To submit a request, contact us at privacy@claimos.net. We will verify your identity before processing your request and will respond within forty-five (45) days as required by the CCPA.

8.4 Authorized Agents

You may designate an authorized agent to submit a request on your behalf. We may require proof of the agent's authorization and verification of your identity before processing the request.

9. Children's Privacy

The Platform is not directed to, and is not intended for use by, individuals under the age of thirteen (13). We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will promptly delete that information. If you believe a child under 13 has provided us with personal information, please contact us at privacy@claimos.net.

10. International Data Transfers

The Platform is hosted and operated in the United States. If you access the Services from outside the United States, your information may be transferred to, stored in, and processed in the United States or other jurisdictions where our service providers operate. By using the Services, you consent to such transfers. We take appropriate measures to ensure that your information receives an adequate level of protection in the jurisdictions in which we process it.

11. Cookie Policy

11.1 What Are Cookies

Cookies are small text files stored on your device by your web browser when you visit a website. We use cookies and similar technologies (e.g., local storage, web beacons) to operate and improve the Platform.

11.2 Types of Cookies We Use

Strictly necessary cookies: Required for the Platform to function, including session management and authentication. These cookies cannot be disabled.
Functional cookies: Enable enhanced functionality and personalization, such as remembering your preferences and settings.
Analytics cookies: Help us understand how users interact with the Platform by collecting aggregated, de-identified usage data.

11.3 Managing Cookies

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Platform. Most browsers allow you to block or delete cookies, but doing so may prevent you from accessing certain features of the Services.

12. Third-Party Links and Services

The Platform may contain links to third-party websites, services, or integrations that are not operated by claimOS. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through the Platform.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. If we make material changes, we will notify you by posting the updated policy on the Platform and updating the "Last Updated" date above. Where required by law, we will obtain your consent to material changes. Your continued use of the Services after such changes constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at privacy@claimos.net.

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