Privacy Policy

ClaimDrive ("we," "us," or "our") operates a SaaS platform that helps roofing companies manage insurance claims. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at https://www.claimdrive.co.

1. Information We Collect

1.1 Account Information

When you register, we collect your name, email address, and optionally your phone number. This data is stored in our authentication provider (Supabase) and our database.

1.2 Gmail Data (OAuth Integration)

When a sales representative connects their Gmail account, we request the following Google OAuth scopes:

• gmail.readonly — Read email messages that have been labeled with the "ClaimDrive" label
• gmail.labels — Create and manage the "ClaimDrive" label in your Gmail account
• gmail.modify — Register push notifications (Gmail Watch) on the ClaimDrive label, send follow-up emails and create drafts on behalf of the connected rep
• gmail.settings.basic — Create, update, and delete Gmail filters that automatically apply the "ClaimDrive" label to emails matching your configured domains

1.3 Email Labelling and Filtering

During onboarding, ClaimDrive may create a Gmail label called "ClaimDrive" in your account and set up Gmail filters based on email domains configured by your company administrator or by you. These filters automatically apply the ClaimDrive label to:

• Incoming emails from configured domains (e.g., emails received from @statefarm.com), excluding newsletters, promotional, and spam-like content
• Outgoing emails sent by you to configured domains (e.g., emails you send to @statefarm.com)

This enables our monitoring system to process only the emails you intend for ClaimDrive to manage. Filters are created within your Gmail account and you may modify or remove them at any time through your Gmail settings.

1.4 Email Content

For emails under the ClaimDrive label, we process and store:

• Sender and recipient email addresses
• Email subject lines
• Email body text (plain text or stripped HTML)
• Gmail thread and message identifiers
• Timestamps

1.5 Homeowner Information

Your company may enter homeowner data related to insurance claims, including:

• Full name
• Email address
• Phone number
• Property address
• SMS opt-in / opt-out preferences

1.6 Usage and Log Data

We automatically collect standard log data such as IP addresses, browser type, pages visited, and access times to maintain and improve our service.

2. How We Use Your Information

We use your information to:

• Provide and maintain the ClaimDrive service, including claim tracking, automated follow-ups, and dashboard features
• Monitor the ClaimDrive-labeled emails for new insurance claim correspondence
• Create and manage Gmail labels and email filters for claim routing
• Send automated follow-up emails to insurance adjusters on stalled claims (in-thread, using the connected rep's mailbox)
• Create email drafts in a rep's Gmail with AI-suggested responses
• Generate AI-powered summaries and classifications of inbound claim emails using OpenAI
• Send SMS alerts to representatives when human action is required (via Twilio)
• Optionally send SMS status updates to homeowners (with their consent)
• Authenticate and manage user accounts
• Improve and optimize our service

3. AI Processing

ClaimDrive uses OpenAI to process inbound email content from the ClaimDrive label. This includes:

• Classifying emails (e.g., simple updates, document requests, supplements, denials)
• Generating short summaries of adjuster communications
• Suggesting next actions for representatives
• Determining whether automation is safe to continue

Email content sent to OpenAI is processed according to OpenAI's Privacy Policy. We use the API tier, which means your data is not used to train OpenAI models.

4. Data Sharing and Third-Party Services

We do not sell your personal information. We share data only with the following service providers, solely to operate ClaimDrive:

• Google (Gmail API & Cloud Pub/Sub) — For email monitoring, label management, filter creation, push notifications, and sending/drafting emails on behalf of connected reps
• OpenAI — For AI-powered email classification and summarization
• Twilio — For sending SMS alerts to representatives and optional homeowner status updates
• Supabase — For authentication, database storage, and row-level security
• Vercel — For application hosting and serverless function execution

5. Data Security

We implement industry-standard security measures to protect your data:

• OAuth tokens are encrypted at rest using a server-side encryption key. We never store your Gmail password.
• Row-Level Security (RLS) ensures that representatives can only access their own assigned claims, admins access only their company's data, and platform administrators cannot access tenant claim details or homeowner PII.
• All data is transmitted over HTTPS/TLS.
• Internal API communication uses shared-secret authentication headers.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the service. When a company account is terminated:

• All associated claims, messages, homeowner records, and event logs are deleted.
• OAuth tokens are revoked and removed from our database.
• Gmail Watch registrations are cancelled.

7. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your account and associated data
• Revoke Gmail access at any time by disconnecting your mailbox in the ClaimDrive dashboard or removing ClaimDrive from your Google Account permissions
• Opt out of SMS by replying STOP to any ClaimDrive text message

8. Google API Services User Data Policy

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

9. Children's Privacy

ClaimDrive is a business-to-business tool and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify registered users by email of any material changes. The updated policy will be posted on this page with a revised effective date.

11. Contact Us

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