Privacy Policy

1. Executive Plain-English Summary

We operate under the fundamental understanding that property claim documentation—including fee agreements, proof of loss filings, estimates, expert causation reports, and carrier correspondence—constitutes sensitive, often legally privileged work product. This policy explains clearly and without obscure legal jargon how we handle and protect that information.

2. Information We Collect

We only collect data necessary to provide and secure the Claim Hive operating system:

• Account & Adjuster Credentials: Full name, firm name, state adjuster license number(s), work email address, phone number, and seat allocation counts.
• Billing & Payment Information: Payment processing is handled directly via PCI-DSS Level 1 compliant processors (Stripe). We do not store raw credit card numbers or bank account passwords on our servers.
• Claim Work Product (Uploaded by You): Insurance policies, declaration pages, scope notes, inspection photos, repair estimates, statutory notices, and client contact details entered into your secure tenant vault.
• Operational Audit Logs: Cryptographic access records, login timestamps, IP addresses, and document action events required to maintain chain of custody for legal and regulatory compliance.

3. How We Use Your Information

Your information is used strictly to power your firm’s operations:

• Executing file docketing, automatic policy limits extraction, and photo sorting.
• Calculating and monitoring state-specific statutory deadlines (e.g., 60-day Proof of Loss statutory clocks).
• Generating pre-drafted carrier letters and scheduling the daily Next Action morning docket.
• Providing policyholders with a private, read-only status view of their ongoing claim.
• Diagnosing software bugs, preventing malicious access, and verifying system uptime.

What we will NEVER do: We will never sell, lease, or distribute your claim files, policyholder contact info, or estimate line items to insurance carriers, lead brokers, roofing contractors, or marketing aggregators.

4. Zero AI Model Training Guarantee

When document extraction features are triggered (e.g., reading coverage limits from a declarations page), processing occurs through isolated inference pipelines covered by strict enterprise zero-data-retention (ZDR) agreements. Once extraction finishes, the temporary memory buffer is destroyed. Your claim data never leaks across tenant boundaries.

5. Data Sharing & Third-Party Infrastructure

We work solely with vetted, US-based enterprise infrastructure providers bound by contractual non-disclosure:

• Hosting & Storage: Amazon Web Services (AWS) GovCloud / US-East / US-Central, operating under SOC-2 Type II standards with AES-256 encryption.
• Billing Gateway: Stripe Inc. for encrypted payment transactions.
• Transactional Communications: Encrypted SMS/Email gateways strictly for dispatching policyholder claim status alerts and adjuster notifications.

Subpoenas & Legal Process: In the event that Claim Hive receives a court order, administrative subpoena, or regulatory demand requesting customer files, we will promptly notify your firm administrator unless prohibited by applicable law, enabling you to assert appropriate work-product privileges or file protective motions.

6. Ownership & 1-Click Full Export

You own your data. If your firm decides to discontinue use of Claim Hive at any time, an authorized administrator can trigger a complete export of all active and closed claim files with a single click. Exports are provided in open, non-proprietary formats (PDF documents, original high-resolution JPEG/PNG inspection images, and CSV chronologies). Upon account closure, all customer data is permanently expunged in accordance with DoD 5220.22-M sanitization standards after a 30-day grace recovery window.

7. State Insurance Department Compliance Alignment

Our platform controls and data audit mechanisms are structured to support Public Adjuster compliance under state insurance regulatory frameworks, including the Florida Office of Insurance Regulation (OIR), the Texas Department of Insurance (TDI), the Georgia Insurance and Safety Fire Commissioner, and corresponding regulatory bodies across all 50 states.

8. Contact & Data Protection Escalation

If you have any questions, wish to execute a custom Business Associate or Confidentiality Agreement, or need immediate assistance regarding claim file custody: