Legal
Privacy policy
Last updated 12 October 2026
This policy explains what Claims Suite collects, why, who we share it with, and the choices you have. It covers this website and the Claims Suite application.
Claims Suite holds information about homeowners who are not our customers — names, property addresses, loss details and photographs — because our contractor customers upload it. For that information the contractor is the controller and we act on their instructions. If you are a homeowner and want your information corrected or deleted, contact the contractor you hired; if you cannot reach them, write to us and we will help.
Who we are
Claims Suite is operated by Richards Claims Suite LLC, Kansas LLC, 12702 W 138 Ter, Overland Park, KS 66221. Privacy questions: privacy@claimssuite.com.
What we collect
| Category | Examples | Why |
|---|---|---|
| Account data | Name, business name, work email, phone, password hash | Create and secure your account |
| Billing data | Plan, billing cycle, last four digits and card brand, billing address, invoices | Take payment and meet tax and accounting duties. We never see or store your full card number — our payment processor handles it. |
| Content you upload | Photographs, measurements, estimates, carrier scope documents, correspondence, notes, and the homeowner details inside them | Produce the documents you asked for |
| Connected accounts | Tokens for services you choose to connect, such as email or a photo app | Only to perform the functions you enable. Revocable at any time. |
| Copies of your work mail (Job Records) | When you connect a mailbox: the full text of the job-related emails you receive and send, their attachments, and the text we extract from them (including by reading scanned documents). For other mail — personal mail and newsletters — only the sender, date, subject line and the reason it was skipped, never the message or its attachments. | File and track your jobs, and learn from your history without reading your mailbox again |
| Usage and device data | Pages viewed, features used, IP address, browser and operating system, error logs | Keep the service working, diagnose faults, prevent abuse |
| Website assistant and contact requests | Questions you type into the website assistant, its answers, and any name, phone number, email or company you choose to give us. Your IP address is used briefly to limit how many messages one connection can send. | Answer your questions, have a person follow up when you ask us to, improve the assistant's answers, and prevent abuse |
Cookies and tracking
This website uses strictly necessary cookies only — the ones that keep you signed in and protect the site. We do not use advertising cookies, we do not run advertising pixels, and we do not sell or share personal information for cross-context behavioural advertising as those terms are defined under California law. Because of that there is no consent banner and no “Do Not Sell or Share” mechanism to operate.
The website also keeps two small items in your browser's own storage for the current visit only: a note that you have already seen the opening animation, and the conversation you are having with the website assistant, so it is still there if you move between sections. Both disappear when you close the tab. The site's typefaces are loaded from Google Fonts, which receives your IP address and browser details when your browser requests them.
The website assistant
The “Ask” assistant on our website is an AI, and it says so. It answers from a written fact sheet about Claims Suite and does not look up anything about you or anyone else. What you type is sent to our AI model provider to produce the answer. Please don't type passwords, card numbers or details about a homeowner's claim into it; numbers that look like card numbers and anything labelled as a password are removed before your message is stored or processed.
If you ask for a person and leave a name and a phone number or email, we use them only to reply to you about your question, and we keep the conversation with your request so you don't have to repeat yourself. We don't add you to a mailing list or sell or share your details. We keep website conversations and contact requests for as long as we need them to answer you and to improve the assistant's answers. To have yours deleted sooner, email privacy@claimssuite.com.
How we use it
- To provide the service and produce the documents you request.
- To take payment and send receipts, renewal notices and service messages.
- To support you, and to investigate and fix faults.
- To keep the service secure and prevent fraud and abuse.
- To learn from your own history — the estimates, supplements and rebuttals you sent, how carriers responded, and how you write — and to improve your drafts, strategies and estimates. This learning is scoped to your account.
- To create de-identified Shared Patterns, as described below.
- To meet legal, tax and accounting obligations.
We do not sell personal information. We do not share it for cross-context behavioural advertising. We do not train AI models on your content.
Copies of your work mail
When you connect a mailbox, Claims Suite keeps a private, encrypted copy of the job-related email it reads — received and sent — with the attachments and the text extracted from them. This is what lets the service learn from your history and keep your job records complete without reading your mailbox again, including after you disconnect it. Access is restricted and logged, and it is walled off from every other customer. Personal mail and newsletters are not copied: we keep only the sender, date, subject line and the reason they were skipped.
Shared, de-identified patterns
Claims Suite learns which kinds of arguments and evidence carriers approve — for example, “this kind of argument for step flashing was approved 14 of 18 times by this carrier” — by counting results across many businesses. These Shared Patterns are de-identified and aggregated: they never contain names, addresses, email addresses, phone numbers, claim or policy numbers, photographs, document text, prices, or anything else that identifies a contractor, a homeowner or a property, and a pattern is used only once it has been seen across at least three unrelated businesses. We maintain this information in de-identified form, do not attempt to re-identify it, and contractually require the same of anyone who processes it for us. Data received from a Google account (such as Gmail) is never used for Shared Patterns. The account owner can turn contributions off at any time in Settings → Shared learning.
Information from Google accounts
Claims Suite'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. In particular, Gmail data is used only to provide and improve features you can see in Claims Suite for your own account; it is not transferred except as needed to provide those features (for example, to our AI model provider), for security, or where the law requires; it is never used for advertising; it is never used to create, train or improve AI models or Shared Patterns beyond your own account; and people at Claims Suite do not read it unless you ask us to, for security, or where the law requires.
Who we share it with
Only with service providers who need it to run the service, under contract, and only for that purpose. Categories: cloud hosting and database, AI model provider, payment processing, transactional email, error monitoring, and customer support tooling. A current list of named sub-processors is available on request at privacy@claimssuite.com.
We may also disclose information where the law requires it, to protect our rights or someone's safety, or as part of a merger or sale of the business — in which case we will tell you.
How long we keep it
Account and content data for as long as your account is active, then 90 days after cancellation so you can export or reactivate, after which we delete or irreversibly anonymise it. Billing records are kept as long as tax and accounting law requires. You can request earlier deletion at any time.
Job Records follow the same rule. If you disconnect a mailbox, the Job Records already filed on your jobs stay part of those jobs until you cancel or ask us to delete them; email privacy@claimssuite.com and we will delete a mailbox's Job Records or everything we hold. Shared Patterns already aggregated remain after deletion because they no longer relate to you.
Your rights
Depending on where you live you may have the right to know what we hold, to get a copy, to correct it, to delete it, to limit certain uses, and to not be discriminated against for exercising those rights. To make a request, email privacy@claimssuite.com from the address on your account. We respond within 45 days and may extend once where the law allows. You may use an authorised agent.
We honour Global Privacy Control browser signals as an opt-out request where applicable.
Security
Data is encrypted in transit and at rest, access is restricted to staff who need it, and customer data is separated by account. No system is perfectly secure; if a breach affects you we will notify you as the law requires.
Children
Claims Suite is a business tool and is not directed at anyone under 18. We do not knowingly collect information from children.
Changes
If we make a material change we will post the new version here and email account holders before it takes effect.