Privacy Policy

ClaimTrack has two kinds of people in it: the adjusters and firms who hold ClaimTrack accounts ("users"), and the property owners, carriers and other parties whose details users record in their own workspace ("customer records"). Users decide what customer records they enter; ClaimTrack stores them on the user's behalf.

• Name, email address, optional phone number and company/firm name entered at registration or in the profile screen.
• Password credentials, handled by the authentication service — ClaimTrack never stores a plaintext password.
• Company details a user chooses to add for report headers (address, phone, fax, email, website, logo image).
• Workspace membership and role (Owner, Admin or Member), account status (active or removed) and last-active timestamps.
• Team invitations: the email address and intended role entered by an Owner or Admin, the invitation's status and expiry, and which workspace it belongs to.
• Optional work-area settings: a service-area label, coordinates, radius and county list.

Inside a workspace, users create records that can include:

• Property-loss leads: property address, unit, city, state, ZIP, coordinates, property and occupancy type, loss type, date and time of loss, incident number, responding fire/police department, municipality, parcel number, owner name and mailing address, estimated property value, mortgage company, lead source, status, priority and status history.
• Contacts: names, roles, companies, phone numbers, mobile numbers, email addresses, preferred contact method, mailing addresses and notes.
• Insurance and claim details: named insureds, carrier, agent, policy number, claim number, reported date, adjuster names and contact details, independent adjusting company, deductible, dwelling/contents/ALE limits, endorsements and claim status.
• Activities, follow-ups, reminders and appointment details.
• Notes, including typed notes and text produced from voice notes.
• Damage detail: affected areas, extent of damage, estimated damage cost and AI-assisted cost estimates.
• Documents and photos uploaded by the user, with captions, room/area labels and album names.

Users are responsible for the accuracy of these records and for having a lawful basis to store information about the people they record.

A workspace may have multiple authorized users. The Owner, and any Admins the Owner appoints, can invite team members by email, assign their role (Admin or Member), and remove or restore their access. An invitation joins the invited person to the existing workspace; it does not create a new one.

Authorized members of the same workspace share access to that workspace's CRM records — leads, contacts, claims, activities, follow-ups, notes, documents and photos — according to their role. Owners and Admins can additionally view team-level operational information: membership, roles, account status, last-active times, lead assignments and assignment history, per-member activity summaries, and a recent team activity feed drawn from the workspace's existing records.

When an Owner or Admin removes a team member, that person loses access to the workspace, and any leads assigned to them become unassigned. The leads, notes, activities and other records they created while authorized are not deleted and remain part of the workspace's history.

Workspaces are isolated from each other: members of one workspace cannot see another workspace's members, records, files, invitations or activity, and this is enforced at the database level.

When a user records a voice note or dictates an activity, the audio is sent to ClaimTrack's AI provider for transcription and the resulting text is stored as a note. ClaimTrack does not keep the audio recording after transcription.

When a user asks ClaimTrack to draft a damage description or a repair cost estimate, the relevant photos and the text the user entered are sent to ClaimTrack's AI provider to generate that draft, and the returned draft is saved with the lead. These features run only when the user starts them.

Uploaded documents and photos are kept in private storage. They are not publicly listed or publicly browsable, and they are served to the signed-in user through short-lived links generated on request. Access is restricted to members of the workspace that owns the file.

ClaimTrack uses a hosted authentication service for sign-up, sign-in, email verification and password reset. It records your email address, whether that address is verified, password credentials in hashed form, and sign-in timestamps. If you sign in with Google, ClaimTrack receives only basic identity information (your Google account's email address and identifier) to establish your account — signing in with Google does not grant ClaimTrack access to your Gmail, Drive, Contacts or Calendar.

Your signed-in session is stored in your own browser. Push-notification reminders, if you enable them, store the browser/device notification endpoint and keys needed to deliver the reminder.

ClaimTrack uses Google Analytics 4 to measure product usage: page views, navigation between screens, sessions, and anonymous event counts such as "a lead was created" or "a follow-up was created". ClaimTrack does not send names, email addresses, phone numbers, property addresses, policy or claim numbers, note or voice-note content, document or photo information, or any other customer or claim-specific information to Google Analytics.

ClaimTrack requests Google Calendar access only after a user explicitly chooses to connect Google Calendar from Settings → Integrations. It is never requested during account creation or sign-in.

The only Google permission ClaimTrack requests is: https://www.googleapis.com/auth/calendar.events

This permission is used to create, view, update and synchronize calendar events that correspond to ClaimTrack appointments and follow-ups — for example adding an inspection appointment to the user's own calendar and showing that user's upcoming events inside ClaimTrack's Calendar screen.

Storage of calendar content. ClaimTrack does not copy Google Calendar events into its database. Events shown in ClaimTrack are read from the Google Calendar API when the screen loads and are held only for the duration of that request in the user's browser session. The connected Google account's email address may be displayed so the user can confirm which calendar is connected.

Authorization tokens. Google authorization is completed server-side. Access and refresh tokens are held by ClaimTrack's backend infrastructure and are never placed in the browser, browser storage, or client-side code; the record ClaimTrack keeps linking a user to their Google connection is stored encrypted and is not readable by any application user.

Optional and reversible. Connecting Google Calendar is optional. Every ClaimTrack feature — leads, contacts, claims, activities, notes, voice notes, follow-ups, documents, photos, search, reporting — works without it. Disconnecting Google Calendar in Settings → Integrations stops all future Google Calendar access. It does not sign the user out, delete their ClaimTrack account, or delete any ClaimTrack leads, contacts, claims, follow-ups, notes, documents or photos.

ClaimTrack's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google Calendar data is not used for advertising, is not sold, and is not transferred to third parties except as required to provide the feature the user requested, comply with law, or as part of a security investigation.

ClaimTrack does not request Gmail, Google Drive or Google Contacts permissions. The application also contains an optional email-sending feature that would use a user's own Google Mail account; that feature is not enabled for ClaimTrack users today and no Gmail permission is requested. If it is enabled in future, this policy will be updated before it becomes available.

• Every record belongs to exactly one workspace, and database-level access rules restrict reads and writes to members of that workspace. A user cannot read, change or delete another workspace's records.
• A user cannot move themselves into another workspace, change their own role, or change their workspace's plan or ownership fields — those are enforced in the database.
• Uploaded files are stored in private buckets with the same per-workspace restriction and are served only through short-lived links.
• Traffic between your browser and ClaimTrack is encrypted in transit (HTTPS).
• Google authorization tokens are held server-side only.

No online service can guarantee absolute security, and ClaimTrack makes no claim of any certification or audit it has not obtained.

ClaimTrack relies on the following providers to operate:

• Lovable Cloud (built on Supabase) — application hosting, database, authentication, file storage and server-side integration infrastructure.
• Lovable AI Gateway — routes AI requests to model providers (Google Gemini models for damage descriptions and cost estimates; an OpenAI speech-to-text model for voice-note transcription).
• Google — Google Calendar API when a user connects Calendar, Google sign-in when used, Google Maps for directions to a property address, and Google Analytics 4 for anonymous product analytics.

ClaimTrack keeps workspace records for as long as the account exists, because a claim file is a working record. Records created by a team member stay in the workspace after that member is removed, for the same reason. Deleting a lead moves it to the workspace's trash, where the user can restore it or delete it permanently; a permanent delete removes the lead and its related records. Voice-note audio is not retained after transcription. Backups maintained by ClaimTrack's hosting provider may retain deleted content for a limited period before they expire.

Users can delete individual leads, contacts, notes, follow-ups, photos, documents and albums from inside the application at any time, and can disconnect Google Calendar at any time from Settings → Integrations. Deletion of an entire account and workspace is handled on request — see the Support page for how to ask. Once completed it is not reversible.

ClaimTrack is a business tool and is not intended for anyone under 18.

If this policy changes, the "last updated" date above will change. Material changes affecting Google user data will be reflected here before the change takes effect.

A published support email address for ClaimTrack is not yet available. Until one is published, please contact the ClaimTrack operator through the channel you already use.