ClaimPrep Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to information collected through:

• www.claimprep.pro;
• ClaimPrep landing pages;
• ClaimPrep web forms;
• WhatsApp intake flows;
• email communications;
• payment pages;
• customer support;
• uploaded photos, videos, documents, receipts, and files;
• AI-assisted intake and report generation tools;
• generated property damage documentation reports;
• analytics, advertising, and security tools;
• any other ClaimPrep-operated service that links to this Privacy Policy.

This Privacy Policy is intended to apply across the United States. Depending on your state of residence, you may have additional privacy rights described below.

2. Information We Collect

We may collect the following categories of personal information.

A. Contact Information

We may collect:

• name;
• email address;
• phone number;
• mailing address;
• billing address;
• communication preferences;
• customer support details.

B. Property and Damage Information

Because ClaimPrep helps document property damage, we may collect:

• property address;
• type of property;
• damage location;
• damage description;
• date and time of damage;
• cause or suspected cause of damage;
• photos and videos of the property or damage;
• repair information;
• mitigation steps;
• contractor notes;
• inspection notes provided by you;
• witness information provided by you;
• timeline information;
• documents related to the damage.

C. Insurance-Related Information

If you choose to provide it, we may collect:

• insurance company name;
• policy number;
• claim number;
• adjuster name;
• adjuster contact information;
• claim-related correspondence;
• insurance documents;
• estimates, invoices, receipts, and other claim-related materials.

ClaimPrep does not require you to submit unnecessary insurance information. You should avoid uploading information that is not needed to create your documentation report.

D. Uploaded Files and User Content

You may upload or submit:

• photos;
• videos;
• PDFs;
• receipts;
• invoices;
• repair estimates;
• inspection documents;
• screenshots;
• written descriptions;
• voice or text messages;
• other files related to property damage documentation.

You are responsible for ensuring that you have the right to submit this content.

E. Payment and Transaction Information

We may collect:

• purchase history;
• transaction amount;
• payment status;
• billing details;
• invoice information;
• refund information;
• payment confirmation.

Payments may be processed by third-party payment providers. ClaimPrep does not store full credit card numbers.

F. Technical and Device Information

When you use our website or services, we may collect:

• IP address;
• browser type;
• device type;
• operating system;
• referring pages;
• pages visited;
• session data;
• approximate location based on IP address;
• log files;
• error logs;
• security logs;
• cookie and tracking data.

G. Communications

We may collect communications sent through:

• WhatsApp;
• email;
• web forms;
• chat or messaging tools;
• support requests;
• social media messages;
• phone or text communications, if used.

H. AI-Generated and System-Generated Information

We may generate or process:

• intake summaries;
• timelines;
• structured damage descriptions;
• document summaries;
• photo labels;
• extracted text from documents;
• draft report sections;
• completed property damage documentation reports;
• internal quality or support notes.

AI-generated content is based on information provided by you and may contain errors or omissions.

3. Sources of Information

We may collect information from:

• you directly;
• your uploaded files;
• your WhatsApp messages;
• your email communications;
• payment processors;
• analytics and advertising tools;
• hosting and security providers;
• service providers working on our behalf;
• third parties you authorize or involve in the process.

We do not intentionally collect information from insurers, contractors, attorneys, public adjusters, or other third parties unless you provide it, authorize it, or submit it through the service.

4. How We Use Your Information

We may use personal information to:

• provide the ClaimPrep service;
• create property damage documentation reports;
• organize photos, videos, receipts, timelines, documents, and descriptions;
• process user intake through WhatsApp or web forms;
• generate report drafts and final reports;
• process payments;
• send confirmations, updates, and support messages;
• respond to customer support requests;
• verify transactions;
• prevent fraud, abuse, unauthorized access, and illegal activity;
• improve our website, software, reports, and user experience;
• troubleshoot technical issues;
• maintain security and system integrity;
• analyze website usage and marketing performance;
• comply with legal, tax, accounting, regulatory, and business obligations;
• enforce our Terms of Service;
• protect the rights, safety, and property of ClaimPrep, users, and others.

We do not use your information to provide legal advice, insurance advice, public adjusting services, coverage determinations, claim valuations, or insurance negotiation services.

5. AI, Automation, OCR, and Document Processing

ClaimPrep may use artificial intelligence, automation, optical character recognition, document processing, image processing, and other software tools to help provide the service.

These tools may be used to:

• read uploaded documents;
• extract text from receipts, invoices, or estimates;
• summarize property damage information;
• organize photos and videos;
• create timelines;
• draft report sections;
• generate structured property damage documentation reports;
• improve workflow efficiency and customer experience.

AI outputs may be incomplete, inaccurate, or unsuitable for your specific situation. You are responsible for reviewing all information before using, downloading, sending, submitting, or relying on any ClaimPrep report.

ClaimPrep does not use AI to make insurance coverage decisions, legal decisions, claim approval decisions, claim value calculations, or public adjusting determinations.

ClaimPrep's AI tools assist with organizing, summarizing, and preparing documentation. AI does not make autonomous decisions or replace human judgment. Users remain responsible for reviewing all reports and information before sharing or relying on them.

6. How We Share Information

We may share personal information with the following categories of recipients.

A. Service Providers

We may share information with vendors that help us operate ClaimPrep, including:

• cloud hosting providers;
• data storage providers;
• WhatsApp/Meta messaging services;
• payment processors;
• email providers;
• customer support tools;
• AI, OCR, and document processing providers;
• PDF generation tools;
• analytics providers;
• advertising and marketing platforms;
• security and fraud prevention providers;
• backup and logging providers;
• professional advisors.

These providers may process information only as needed to provide services to ClaimPrep or as otherwise permitted by law.

B. Payment Processors

Payment information may be processed by third-party payment providers. ClaimPrep does not store full credit card numbers.

C. WhatsApp and Meta

If you communicate with ClaimPrep through WhatsApp, your messages, phone number, media, metadata, and related information may be processed by WhatsApp/Meta according to their own terms and privacy practices.

You should review WhatsApp's and Meta's privacy terms before using WhatsApp to communicate with ClaimPrep.

D. Professional Advisors

We may share information with attorneys, accountants, tax advisors, consultants, auditors, or insurers when reasonably necessary for business, legal, tax, compliance, or risk-management purposes.

E. Legal and Safety Disclosures

We may disclose information if we believe it is reasonably necessary to:

• comply with law;
• respond to lawful requests;
• cooperate with courts, regulators, law enforcement, or government authorities;
• enforce our Terms of Service;
• detect or prevent fraud, abuse, security incidents, or illegal activity;
• protect the rights, property, or safety of ClaimPrep, users, or others.

F. Business Transfers

If ClaimPrep is involved in a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar transaction, personal information may be transferred as part of that transaction.

G. With Your Direction or Consent

We may share information with third parties when you instruct us to do so or when you give consent.

For example, you may choose to send a ClaimPrep report to an insurer, attorney, contractor, public adjuster, property manager, landlord, tenant, or other third party. You are responsible for deciding whether to share your report.

7. Sale, Sharing, Targeted Advertising, and Analytics

ClaimPrep does not sell personal information for money.

We may use analytics, advertising, retargeting, or measurement tools to understand website performance and improve marketing. Depending on your state's law, some use of advertising or tracking technologies may be considered "sale," "sharing," or "targeted advertising."

Where required by applicable law, eligible users may opt out of:

• sale of personal information;
• sharing of personal information;
• targeted advertising;
• certain profiling activities.

To submit an opt-out request, contact: [email protected].

If required by law and technically available, we may also honor recognized browser-based opt-out preference signals.

We do not use property damage photos, insurance documents, claim descriptions, or generated reports for targeted advertising.

8. Sensitive Personal Information

Some information submitted to ClaimPrep may be sensitive or private, including:

• property damage photos;
• images inside a home or business;
• insurance documents;
• financial documents;
• receipts and invoices;
• claim-related documents;
• information about damage, loss, or personal circumstances;
• precise property-related information.

You should avoid submitting unnecessary sensitive information.

ClaimPrep uses sensitive information only as reasonably necessary to provide the service, generate documentation reports, communicate with you, process transactions, maintain security, comply with law, or protect legal rights.

ClaimPrep does not use sensitive personal information to infer unrelated characteristics about you.

9. Data Minimization

ClaimPrep aims to collect only information reasonably needed to provide the service.

You should not upload or send unnecessary information, including:

• Social Security numbers;
• full bank account numbers;
• full credit card numbers;
• unrelated medical information;
• unrelated legal documents;
• passwords;
• unrelated photos of children or private individuals;
• unrelated financial records;
• information not needed for property damage documentation.

If you submit unnecessary information, we may process it as part of your submitted content, but we may also delete, redact, or ignore it where appropriate.

10. Cookies and Similar Technologies

ClaimPrep may use cookies, pixels, tags, SDKs, log files, and similar technologies.

These technologies may be used to:

• operate the website;
• remember preferences;
• improve website performance;
• measure advertising campaigns;
• analyze traffic;
• prevent fraud;
• protect security;
• understand user behavior.

You can control cookies through your browser settings. Some website features may not function correctly if cookies are disabled.

Where required by law, we may provide additional cookie controls or opt-out choices.

11. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy.

Retention may depend on:

• the type of information;
• the status of your report;
• legal obligations;
• tax and accounting requirements;
• fraud prevention;
• dispute resolution;
• security needs;
• user requests;
• business operations.

Typical retention periods may include:

• WhatsApp intake messages: approximately 90 to 180 days;
• uploaded photos, videos, and documents: approximately 180 days, unless longer retention is needed;
• generated reports: up to 3 years;
• customer support communications: up to 2 years;
• payment, invoice, tax, and accounting records: up to 7 years;
• analytics data: up to 26 months, unless configured differently;
• security logs: approximately 90 days to 1 year;
• backups: up to 90 days, unless technically or legally required longer.

We may retain information longer if required for legal, tax, accounting, security, fraud prevention, dispute resolution, or compliance purposes.

12. Security

ClaimPrep uses reasonable administrative, technical, and physical safeguards designed to protect personal information.

These safeguards may include:

• encrypted data transmission where technically available;
• secure cloud infrastructure;
• access controls;
• limited administrative access;
• authentication controls;
• vendor review;
• monitoring and logging;
• backup controls;
• payment processing through third-party providers;
• internal access restrictions based on business need.

Where appropriate and technically available, ClaimPrep may use encryption for data in transit and at rest, multi-factor authentication (MFA), role-based access controls, and the principle of least privilege to help protect personal information.

No online service can be guaranteed to be 100% secure. You are responsible for using secure devices, secure networks, and accurate contact information when using ClaimPrep.

13. Data Breach and Security Incidents

If we determine that a security incident requires notification under applicable law, we will notify affected individuals, regulators, or other required parties as legally required.

Security incidents may include unauthorized access, disclosure, loss, misuse, or compromise of personal information.

Notification timing and content may vary depending on applicable state law.

14. Your Privacy Rights

Depending on your state of residence and applicable law, you may have the right to:

• confirm whether we process your personal information;
• access personal information we hold about you;
• request correction of inaccurate personal information;
• request deletion of personal information;
• obtain a copy of your personal information;
• opt out of sale of personal information;
• opt out of sharing of personal information;
• opt out of targeted advertising;
• opt out of certain profiling activities;
• limit the use or disclosure of sensitive personal information, where applicable;
• appeal a privacy rights decision, where required by law;
• not be discriminated against for exercising privacy rights.

To submit a request, contact us at:

[email protected]

We may need to verify your identity before processing your request. Verification may include confirming your email address, phone number, transaction information, report information, or other information reasonably necessary to confirm your identity.

We may deny or limit a request where permitted by law, including when information must be retained for legal, tax, accounting, security, fraud prevention, dispute resolution, or operational reasons.

15. State-Specific Privacy Rights

This section applies to residents of U.S. states with applicable consumer privacy laws.

Depending on where you live and whether ClaimPrep is subject to that state's privacy law, you may have additional rights regarding your personal information.

These rights may apply to residents of states such as California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, Delaware, Iowa, Indiana, Tennessee, New Jersey, New Hampshire, Nebraska, Kentucky, Maryland, Minnesota, Rhode Island, and other states that have enacted or may enact consumer privacy laws.

Your rights may include access, deletion, correction, portability, opt-out of sale, opt-out of targeted advertising, opt-out of certain profiling, and appeal.

To exercise any state privacy right, contact:

[email protected]

Please include your name, state of residence, email address, phone number if used with ClaimPrep, and a description of your request.

16. California Privacy Notice

This section applies to California residents where required by the California Consumer Privacy Act, as amended.

A. Categories of Personal Information Collected

In the past 12 months, we may have collected the following categories of personal information:

• identifiers, such as name, email, phone number, IP address, and billing information;
• customer records information, such as transaction records and support communications;
• commercial information, such as purchases and payment history;
• internet or network activity, such as website usage, device data, and cookie data;
• geolocation-related information, such as approximate location based on IP address or property address you provide;
• audio, electronic, visual, or similar information, such as photos, videos, messages, and uploaded files;
• professional or business information, if submitted in connection with a property manager, contractor, business, or partner account;
• inferences or summaries generated from user-provided information;
• sensitive personal information, if submitted by you, such as property-related information, insurance documents, financial documents, or private damage materials.

B. Sources of Personal Information

We collect personal information from:

• you;
• your uploaded files;
• your communications;
• payment processors;
• service providers;
• analytics and advertising tools;
• security and hosting providers;
• third parties you authorize.

C. Purposes for Collection and Use

We use personal information for the business and commercial purposes described in this Privacy Policy, including providing the service, generating reports, processing payments, providing support, improving the service, security, fraud prevention, legal compliance, and marketing measurement.

D. Disclosure of Personal Information

We may disclose personal information to service providers, contractors, payment processors, cloud providers, communication providers, AI/OCR providers, analytics providers, advertising providers, professional advisors, and legal authorities as described in this Privacy Policy.

E. Sale or Sharing

ClaimPrep does not sell personal information for money.

If our use of analytics, advertising, or retargeting tools is considered "sharing" or "sale" under California law, California residents may opt out by contacting:

[email protected]

If required, ClaimPrep may provide a "Do Not Sell or Share My Personal Information" link or mechanism.

F. Sensitive Personal Information

We use sensitive personal information only as reasonably necessary to provide the service, maintain security, comply with law, prevent fraud, process transactions, and fulfill user requests.

G. California Consumer Rights

California residents may have the right to:

• know what personal information we collect, use, disclose, sell, or share;
• access personal information;
• delete personal information;
• correct inaccurate personal information;
• opt out of sale or sharing;
• limit certain uses of sensitive personal information;
• not be discriminated against for exercising privacy rights.

To exercise these rights, contact:

[email protected]

17. Authorized Agents

Where required by law, you may use an authorized agent to submit a privacy request on your behalf.

We may require proof that the agent is authorized to act for you. We may also require you to verify your identity directly with us.

18. Appeals

If your state law gives you the right to appeal a denied privacy request, you may appeal by contacting:

[email protected]

Please write "Privacy Appeal" in the subject line and explain why you believe our decision should be reconsidered.

19. Children's Privacy

ClaimPrep is not intended for children under 13.

We do not knowingly collect personal information from children under 13.

If you believe a child under 13 has provided personal information to ClaimPrep, contact us at [email protected] and we will take reasonable steps to delete the information.

ClaimPrep should not be used by minors to submit property damage claims or documentation without involvement of a parent, guardian, property owner, or legally authorized person.

20. Third-Party Links and Services

Our website or communications may contain links to third-party websites, platforms, services, or payment pages.

We are not responsible for the privacy practices, security, terms, or content of third parties.

Third-party services may include WhatsApp/Meta, payment processors, analytics providers, advertising platforms, cloud providers, or other tools.

21. User Responsibility for Shared Reports

ClaimPrep may generate a property damage documentation report based on information you provide.

You are responsible for deciding whether to share your report with any insurer, attorney, contractor, public adjuster, landlord, tenant, property manager, government agency, or other third party.

Once you share your report outside ClaimPrep, the recipient's own privacy practices may apply.

22. International Users

ClaimPrep is intended primarily for users located in the United States.

As ClaimPrep expands internationally, this Privacy Policy may be updated to reflect additional legal requirements and regional privacy laws applicable to users in other jurisdictions.

If you access ClaimPrep from outside the United States, you understand that your information may be processed in the United States or other jurisdictions where our service providers operate.

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we update it, we will revise the "Last Updated" date above.

Material changes may be communicated through the website, email, service notice, WhatsApp notice, or other reasonable means.

Your continued use of ClaimPrep after an updated Privacy Policy becomes effective means you accept the updated policy.

24. Contact Us

For privacy questions, requests, deletion requests, opt-out requests, or concerns, contact:

Claimprep Technologies LLC
Website: www.claimprep.pro
Email: [email protected]
Address: 848 Brickell Avenue, Suite PH5-K32, Miami, FL 33131

Please include enough information for us to identify your request and verify your identity.