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LegalVersion 2.0Effective: August 22, 2026Acceptance required

This document is a draft pending legal review and is not yet effective. It is provided for transparency and may change before it becomes final.

Privacy Policy

Version 2.0 · Effective Date: August 22, 2026

Adjuster Copilot ("the Service") is a field-inspection and claims-operations platform provided by A3 Software Ventures LLC, a Florida limited liability company, to insurance adjusters, independent adjusting (IA) firms, third-party administrators (TPAs), and carriers. This policy explains what personal data the Service processes and how it is handled.

1. Our roles

  • Organization workspaces (an IA firm, TPA, or carrier): the organization generally determines the purposes for which the claim, policyholder, and inspection data in its workspace is processed, and Adjuster Copilot generally processes that data on the organization's behalf — the role commonly described as a "service provider" or "processor."
  • Individual (solo) workspaces, and the account, security, operational, and billing data of all users: Adjuster Copilot determines the purposes of that processing and is responsible for it directly.
  • The exact legal classification of these roles may vary under applicable law and is subject to any controlling customer agreement or data-processing addendum.
  • In this policy, "customer" means the organization or individual whose workspace the data belongs to — the "Customer" under the Terms of Service.

2. Data we process

  • Account data: name, email, role, and the address or location you enter for routing.
  • Claim and inspection data: claim and policy identifiers, insured names, phone numbers, email addresses, property addresses, loss details, questionnaire answers, damage items, narratives, and signatures — entered by adjusters or received from a customer's claims system or forwarded claim emails. This data describes people who are not users of the Service (policyholders, claimants); it is processed to perform the claims-handling work the customer directs.
  • Photos and documents: inspection photographs and uploaded documents, which may incidentally contain personal information, including images of people or personal effects and identifiers inside uploaded documents.
  • Signatures: captured as an image of a handwritten signature together with the time of signing, for record authentication. We do not collect biometric identifiers, and we do not analyze signature dynamics or use signatures to identify individuals.
  • Precise location (GPS): coordinates captured while you are using the app to document inspections, verify you are at the loss location, and plan routes, plus geocoded locations derived from addresses you enter. We do not collect location in the background. Precise location is used only for these documentation and routing purposes — never for advertising, and never sold.
  • Voice dictation: if you use the dictation feature to enter text by speaking, your speech is processed by the speech-recognition service built into the platform you are using — on iOS and Android, the device operating system's speech-recognition service (Apple or Google); in a web browser, the browser's speech-recognition service. That processing may take place on those providers' servers rather than only on your device, and it is governed by that provider's terms and privacy policy. We do not send dictation audio to any other speech-recognition service, and we do not retain the audio; we retain only the text that dictation produces, as part of the record you are writing.
  • Device and security data: login events, IP addresses, browser and device identifiers, push notification tokens, and session records used to secure accounts and operate the Service.
  • Billing data: where a paid subscription applies to your workspace, billing contact details and subscription status. Card details are collected and processed by our payment processor (Stripe); we do not store card numbers.
  • Operational and diagnostic data: error and crash reports, and usage metering (including AI-feature usage) used to operate, secure, bill for, and improve the Service.
  • Legal acceptance records: when you accept our legal documents, we record the document, the version, the time, your IP address, and your browser or app identifier, as evidence of the agreement.

3. How we use data

To provide the inspection-to-report workflow; to authenticate users and secure accounts; to plan routes; to generate AI-assisted drafts (see the AI Usage & Disclaimer Policy); to send service-related notifications; to meter usage and administer subscriptions; to monitor reliability and security; and to comply with legal obligations.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use claim, inspection, photo, document, or narrative content to train AI models.

4. Sharing and subprocessors

We use service providers ("subprocessors") for the functions described below, subject to the contractual and service terms applicable to those providers. We also share personal data with the customer whose workspace it belongs to, and where required by law. We do not share personal data with third parties for their own marketing or advertising. The current subprocessors are:

  • Amazon Web Services (AWS) — cloud infrastructure hosting the Service and its database, and processing of inbound claim emails.
  • Cloudflare — object storage (R2) for photos, documents, and backups, and network and security services in front of the Service.
  • Anthropic — the AI provider that processes text submitted to AI features in order to generate AI-assisted drafts.
  • Sentry — error and crash diagnostics.
  • Stripe — payment processing and subscription management.
  • OpenCage — geocoding (converting addresses you enter into map coordinates).
  • Google (Maps and Street View) — map display, routing, and property imagery for addresses you enter.
  • Visual Crossing and Open-Meteo — weather data for loss locations and dates; coordinates and dates are shared in order to retrieve weather conditions.
  • Expo — delivery of push notifications to your device; receives push tokens and notification content.
  • A transactional email relay — delivery of system emails such as invitations, password resets, and notifications.

We engage these providers to perform the functions described above. An up-to-date subprocessor list, including the identity of the current email relay, is available to customers on request at privacy@adjustercopilot.ai, and we will keep this section current as integrations change.

Dictation is processed by the speech-recognition service of the operating system or browser you use, as described in Section 2; that service is provided to you by your platform vendor rather than engaged by us.

5. Security

Access to the Service is authenticated and authorized by role, with tenant isolation between workspaces enforced at the application and database layers; stored photos and documents are private, and access links are time-limited; user sessions expire automatically; and secrets are not stored in source control. We maintain administrative, technical, and organizational safeguards appropriate to the sensitivity of claims data. No system is perfectly secure, and we do not represent that the Service is immune to compromise. If we become aware of a security incident affecting your personal data, we will notify affected customers without undue delay, consistent with applicable law.

6. Retention

  • Claim and inspection records — including photos, documents, narratives, signatures, and audit trails — are business records of the customer's claims-handling work. They are retained for as long as the workspace's controlling customer requires, consistent with insurance recordkeeping obligations; by default they are retained until the customer directs otherwise.
  • Account data is retained while your account is active and is anonymized after account deletion as described in the Account Deletion Policy, following a 30-day grace period.
  • Device and security data (login events, sessions, push registrations) is deleted when your account is deleted. Operational audit records that reference you are retained with your identity anonymized, except that some audit entries retain the email address used at the time of the action, for accountability.
  • Legal acceptance records are retained after account deletion as evidence of the agreement.
  • Billing records are retained as financial records for as long as the law requires.
  • Backups age out on a rolling basis over a limited period, after which the data they contain is no longer available from them.
  • Diagnostic data, such as crash reports, is retained according to our diagnostics provider's configured retention.

7. Your privacy choices and requests

  • Access, correction, deletion. You can correct most account data in the app and delete your account in the app (see the Account Deletion Policy). For other requests — a copy of your data, corrections you cannot make yourself, or questions about deletion — contact privacy@adjustercopilot.ai. We verify identity before acting on any request and respond consistent with applicable law.
  • Claim-data subjects. If your personal data is in the Service because an insurance claim involving you was handled through it, the organization handling the claim controls that record. Contact that organization — your carrier or adjusting firm — and we will assist it in responding. You may also contact privacy@adjustercopilot.ai and we will route the request.
  • Notifications. You can manage push notification preferences in the app.
  • Depending on your state of residence, you may have additional rights, such as the right to appeal a refusal. We honor applicable rights; contact privacy@adjustercopilot.ai.

8. Insurance-regulatory note

Claim data processed for insurance licensees may be regulated as nonpublic personal information under state insurance privacy and data-security laws. We support our customers' compliance with those obligations under our agreements with them.

9. Children

The Service is a professional tool, is not directed to children, and is not intended for use by anyone under 18. We do not knowingly collect children's data; contact privacy@adjustercopilot.ai if you believe a child has provided data.

10. Changes

We will update this policy as the Service evolves and post the revised version with a new version number and effective date; material changes will be presented for acceptance where required.

11. Contact

Questions or requests: privacy@adjustercopilot.ai.

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