Privacy Policy

This policy applies to:

• Operators, public adjusters, adjusters-in-training, and firm support staff who hold ClaimStation user accounts.
• Insureds & contacts, homeowners, business owners, contractors, carriers, and other parties whose information operators enter into ClaimStation in the course of representing a claim.
• Visitors, anyone browsing our public marketing pages.

Information operators provide directly

• Account info, name, email, phone, password (hashed), license number, license state.
• Claim records, file numbers, claim numbers, policy numbers, dates of loss, perils, loss addresses, fee percentages, settlement amounts.
• Contact records, names, addresses, emails, phone numbers, and roles (insured, co-insured, attorney, contractor, mortgagee, carrier adjuster, etc.).
• Documents you upload, photos, contracts, policy PDFs, carrier letters, engineer reports, estimates, settlement breakdowns.
• Notes and correspondence drafts you author or that we draft on your behalf for your review.

Information collected when you connect Gmail

If you connect your Gmail account through our integrations, we receive only the OAuth tokens and message data permitted by the scopes you grant. The scopes we currently request are:

• https://www.googleapis.com/auth/gmail.readonly, read-only access to your Gmail messages, attachments, and labels. Used to scan inbound carrier and client emails and surface them as claim correspondence.
• https://www.googleapis.com/auth/gmail.compose, create draft messages in your Gmail account. Used so you can press a button in ClaimStation and have a reply drafted into Gmail for your review and sending. We never send a message on your behalf without your explicit click in our app.
• openid and userinfo.email, your Google account email, used only to confirm which inbox is connected.

Information collected automatically

• Standard server logs, IP address, browser/device type, pages visited, timestamps. Used for security, debugging, and abuse detection. Retained 30 days unless tied to an active investigation.
• Cookies and similar, session cookies for authentication, CSRF tokens, theme preferences. We do not use third-party advertising cookies.

• To provide, maintain, and operate the ClaimStation product.
• To draft documents (letters, demands, settlement summaries) at your direction.
• To classify inbound carrier emails into the correct claim record.
• To compute statutory deadlines and surface them in your dashboard.
• To send you transactional product email (sign-in links, deadline alerts, onboarding, billing).
• To investigate abuse, fraud, security incidents, and policy violations.
• To comply with legal obligations and respond to lawful requests.

ClaimStation maintains a privilege filter that drops messages from attorney domains and family-court / custody-app domains before they reach our AI classifier or any human review surface inside the product. The default filter list covers the major US attorney domains and the leading custody apps; firm administrators may extend it. Email content matched by the privilege filter is not retained in our database beyond a log entry recording that a privileged message arrived (no body, no subject).

We use the following sub-processors to operate ClaimStation. Each is bound by data-protection contracts (DPA) and is used only as necessary to provide the service:

• Account data, for the lifetime of your account, plus 30 days after deletion to allow recovery. After that, hard-deleted within 90 days.
• Claim records, retained for the lifetime of your account because public adjusters are legally required to keep claim files (commonly 5+ years under state PA-licensing rules). You may delete individual claims at any time; deletion is soft (recoverable for 30 days) then hard.
• Gmail content imported as correspondence, retained until you disconnect Gmail or delete the underlying claim. You may also delete individual correspondence rows from inside the claim view.
• Audit logs and security records, retained 18 months for compliance and incident investigation.
• Server / network logs, 30 days unless tied to an active investigation.

• Access & export, request a copy of your account data by emailing privacy@claim-station.com.
• Correction, edit account, claim, and contact information directly in the product.
• Deletion, delete your account from Settings → Profile → Delete account, or follow the steps at /data-deletion.
• Disconnect Gmail, at any time from Settings → Integrations. We immediately revoke the OAuth token with Google and delete the stored credential row. Imported correspondence remains until you delete the underlying claims.
• California residents, see "Your California privacy rights" below.
• EU / UK residents, ClaimStation is a US service primarily serving US public adjusters. We do not target EU residents and do not knowingly process EU personal data. Contact us if you believe we hold your data in error.

See our security overview for the controls we operate, including encryption at rest and in transit, AES-256-GCM encryption of OAuth refresh tokens, Postgres row-level security on every table, audit logging on every claim mutation, and the principle of least privilege for our team.

ClaimStation is a B2B product for licensed adults. We do not knowingly collect personal information from anyone under 16. If you believe we have, contact us and we will delete it.

We will update this policy as the product changes. Material changes will be posted here with a new effective date and, when appropriate, notified to operators by email. Continued use of ClaimStation after a change constitutes acceptance of the revised policy.

California residents may request to know what personal information we have collected, request deletion, or opt out of "sale" or "sharing" (we do neither). Submit requests to privacy@claim-station.com. We will not discriminate against you for exercising these rights.

ClaimStation
c/o Nations Public Adjusting, Inc.
517 5th Ave, Suite 206E
Indialantic, FL 32903
Email: privacy@claim-station.com