Your information deserves careful handling.

1. Scope and roles

This policy applies when LossRuns AI determines how personal information is used, such as account, website, billing, and support data. For information an agency submits about its clients, insureds, prospects, policies, claims, or personnel, the agency generally controls the purpose of processing and LossRuns AI acts as its service provider or processor. Agencies are responsible for their own privacy notices, permissions, and instructions.

2. Information we collect

• Account and contact data: name, business, title, email, telephone number, credentials, and preferences.
• Insurance workflow data: insured and business identifiers, DOT information, policy and carrier details, claim and loss-run documents, authorization records, signatures, renewal dates, communications, and extracted fields.
• Sites and lead data: website content, branding, domains, quote-form responses, fleet and driver information, cargo, radius, coverage needs, lead status, appointment information, and review-workflow activity.
• Billing data: plan, invoices, transaction status, billing contact, and limited payment identifiers from Stripe. We do not receive or store full card numbers.
• Technical data: IP address, device and browser information, logs, approximate location derived from IP, page interactions, cookies, and security events.
• Communications: messages, support requests, meeting notes, feedback, and marketing preferences.

We receive information from you, your authorized users, insureds or prospects using forms, public records such as FMCSA data, connected AMS and email services, carriers and recipients, Stripe, and vendors that support the Services.

3. How we use information

• Provide, personalize, maintain, and secure the Services.
• Prepare, send, track, receive, store, read, and organize authorized loss-run requests and documents.
• Operate websites, quote forms, follow-up workflows, scheduling, Google Business Profile support, review requests, and reporting.
• Authenticate users, process subscriptions, send receipts and service notices, and provide support.
• Detect fraud, misuse, security incidents, and violations of our policies.
• Analyze and improve reliability and product performance, including through aggregated or de-identified information.
• Comply with law, enforce agreements, and protect rights and safety.
• Send product or marketing communications where permitted; you may opt out of marketing at any time.

We do not use Customer Content to train broadly available AI models unless the customer gives express permission.

4. How we disclose information

We disclose information only as reasonably needed:

• At your direction: to carriers, insureds, agents, recipients, website leads, or other parties you select.
• Service providers: cloud hosting, security, email and communications, document processing, AI, analytics, customer support, and professional advisers under appropriate obligations.
• Integrations: AMS providers, public-data providers, Google services, and other connected platforms according to your configuration and their terms.
• Payments: to Stripe and financial partners for billing, fraud prevention, and transaction processing.
• Legal and safety: where required by law or reasonably necessary to protect users, the public, rights, systems, or the Services.
• Business transactions: in connection with financing, diligence, reorganization, merger, acquisition, or sale, subject to customary safeguards.

We do not sell personal information for money or share it for cross-context behavioral advertising. If that practice changes, we will update this policy and provide required choices before doing so.

5. Payments through Stripe

Stripe processes payment credentials under its own privacy policy and acts as an independent controller for certain payment, fraud, and legal-compliance purposes. We receive transaction status, subscription details, limited payment-method information, and billing contact data, but not full card numbers or security codes.

6. Retention and security

We retain information while an account is active and as needed to provide the Services, fulfill documented customer instructions, resolve disputes, enforce agreements, maintain business and security records, and comply with law. Retention depends on the data type, customer settings, contractual requirements, and legal obligations. Customers may request deletion or export, subject to these limits.

We use reasonable administrative, technical, and organizational safeguards designed for the nature of the information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Customers must protect credentials and use the Services securely.

7. Privacy rights and choices

Depending on where you live, you may have rights to know, access, correct, delete, or obtain a copy of personal information; restrict or object to certain processing; withdraw consent; or appeal a denied request. You may also opt out of marketing emails through the message link.

To submit a request, email hello@lossruns.ai. We may verify your identity and authority. Authorized agents may submit requests where permitted. We will not discriminate against you for exercising a privacy right. If your information was submitted to us by an agency customer, we may direct the request to that agency.

8. Children and international transfers

The Services are business products and are not directed to children under 18. We do not knowingly collect children’s personal information. Information may be processed in the United States and other countries where our providers operate, which may have different data-protection rules. We use contractual or other safeguards when required.

9. Changes and contact

We may update this policy as our Services or legal obligations change. We will post the revised date and provide additional notice for material changes when required. Questions and requests may be sent to hello@lossruns.ai.