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ClaimTrack Pro

Privacy Policy

Effective Date: June 4, 2026 | Last Updated: September 17, 2026

Panashtech LLC · info@claimtrackpro.com · claimtrackpro.com

1. Information We Collect

1.1 Information You Provide

• Account registration: name, business name, email address, phone number, billing information
• Business profile: contractor license number, service area, trade type
• Customer records: homeowner names, addresses, phone numbers, email addresses, equipment details
• Job and service data: job notes, equipment details, warranty and claim records, technician assignments
• Financial data: invoice amounts, payment status (payment card details are processed directly by Stripe and are never stored on our servers)
• Communications: emails, support tickets, and feedback you send us

1.2 Information Collected Automatically

• Log data: IP address, browser type, operating system, pages visited, time and date of access, referring URL
• Device information: device type, operating system version, unique device identifiers
• Usage analytics: features used, session duration, click patterns, error reports
• Cookies and similar tracking technologies (see Section 5)

1.3 Location Data

ClaimTrack Pro does not collect device location data. We do not request GPS or location permissions, and we do not track technician movement. Service addresses you enter for your customers are ordinary record data, described above.

1.4 Information from Third Parties

• Stripe: payment confirmation status, subscription status, and transaction amounts (not full card numbers)
• Resend: delivery, bounce, and complaint status for transactional email we send on your behalf

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, operate, and improve the Service
• Process payments and manage subscription billing
• Send transactional email (warranty expiry reminders, claim aging alerts, invoice and quote notifications, payment receipts)
• Respond to support requests and provide customer service
• Detect and prevent fraud, unauthorized access, and security incidents
• Send product updates and feature announcements (you may opt out at any time)
• Generate anonymized, aggregated analytics to improve the Service
• Comply with legal obligations

We do NOT sell your personal information or your customers' personal information to any third party for marketing purposes. We do not use your data to advertise other products to you.

3. Sub-Processors and Third-Party Data Sharing

3.1 Service Providers (Sub-Processors)

We share data only with trusted sub-processors who process it on our behalf under strict contractual confidentiality obligations: Stripe (payments), Resend (transactional email), Supabase (database and authentication), and Vercel (application hosting). We will update this list before adding any new sub-processor.

3.2 Legal Requirements

We may disclose your information if required by law, valid court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, the safety of users, or to investigate suspected illegal activity.

3.3 Business Transfers

If Panashtech LLC is acquired, merged, or its assets are transferred, customer data may be transferred to the new controlling entity. We will provide at least 30 days notice by email before your data becomes subject to a different privacy policy.

3.4 With Your Consent

We may share your information with other third parties when you explicitly authorize it (for example, when connecting a third-party integration from your account settings).

4. Email Notifications

ClaimTrack Pro communicates by email only. We do not send SMS or text messages, and we do not use mobile numbers you store for any messaging purpose.

• Transactional email is sent on your behalf to your technicians and customers: warranty expiry reminders, claim aging alerts, quote and invoice notifications, and payment receipts.
• Recipients may opt out of non-transactional email at any time using the unsubscribe link in any such message.
• Email addresses and contact records are never shared with third parties for marketing or promotional purposes.
• You, as the account owner, are responsible for having a lawful basis to store each recipient's contact details and to send them notifications.

If we introduce SMS in future, we will update this policy and publish TCPA-compliant consent and opt-out terms before sending any message. For questions, contact info@claimtrackpro.com

5. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience on ClaimTrack Pro. Types of cookies we use:

• Required cookies: Essential for the Service to function (authentication sessions, security tokens). Cannot be disabled without breaking the Service.
• Performance cookies: Our public marketing site at claimtrackpro.com uses Google Analytics to collect anonymized usage data. No personally identifiable information is included. The ClaimTrack Pro application itself does not run Google Analytics or any third-party analytics.
• Functionality cookies: Remember your preferences such as dashboard layout and notification settings.

You can control cookies through your browser settings. Disabling required cookies will prevent you from logging in. To opt out of Google Analytics tracking specifically, install the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout. We do not use advertising or retargeting cookies. ClaimTrack Pro does not run ads.

6. Data Retention

We retain your information as follows:

• Active account data: retained for the lifetime of your subscription
• Post-cancellation: all account and customer data retained for 90 days to allow reactivation, then permanently deleted
• Billing and transaction records: retained for 7 years as required by US tax law (IRS regulations)
• Email opt-out and consent records: retained for 5 years
• Support communications: retained for 3 years

You may request immediate deletion of your account and all associated data by emailing info@claimtrackpro.com. We will process deletion requests within 30 days, subject to legally required retention exceptions above.

7. Data Security

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

• All data encrypted in transit using TLS 1.2+ (HTTPS)
• Database access protected by row-level security (each contractor account can only access their own data)
• Automated daily database backups with 30-day retention
• Passwords hashed using bcrypt with appropriate work factor
• Access to production systems restricted to authorized Panashtech personnel only
• Server-side error logging, reviewed by authorized personnel

No method of transmission over the internet is 100% secure. If we become aware of a data breach affecting your account, we will notify you within 72 hours by email.

8. Your Rights and Choices

8.1 Access and Correction

You can view and update your account information at any time in your account settings.

8.2 Data Portability

You can export all your data at any time from the Data Export section of your account settings. The export is a ZIP archive containing one CSV file for every type of record we hold for you, including your customers, equipment, warranties, warranty claims, jobs, quotes, invoices, price book and team, plus a JSON copy of the same records and a README listing every file and its row count. Customer portal links and quote acceptance links are deliberately excluded, because they are live access credentials. Your data is yours.

8.3 Deletion

You may request deletion of your account and all associated data by emailing info@claimtrackpro.com. We will confirm receipt within 24 hours and complete the deletion within 30 days, subject to legally required retention.

8.4 Marketing Communications

You can unsubscribe from marketing emails at any time by clicking "Unsubscribe" in any email or emailing info@claimtrackpro.com. Transactional emails (invoices, quotes, warranty reminders, claim alerts, security notices) cannot be disabled as they are core to the Service.

8.5 Do Not Track

ClaimTrack Pro does not currently respond to browser Do Not Track (DNT) signals, as there is no industry-standard definition of what DNT requires. We do not engage in cross-site behavioral tracking. For information about our analytics practices, see Section 5.

9. Customer Data (Your Customers' Privacy)

When you use ClaimTrack Pro to manage your customers' information, you act as the data controller and we act as your data processor. This means:

• You are responsible for having a lawful basis to collect, store, and use your customers' personal information
• You are responsible for your own privacy policy with your customers
• You are responsible for responding to your customers' privacy rights requests
• We process your customers' data only as instructed by your use of the Service and only to provide the Service to you
• We do not contact your customers directly for our marketing or commercial purposes

If your customer contacts you requesting access to, correction of, or deletion of their data in ClaimTrack Pro, you can fulfill this request directly from your account or contact us at info@claimtrackpro.com for assistance.

10. Language

ClaimTrack Pro is currently available in English only. If we add further languages, we will process the same categories of data regardless of the language selected, and no additional data will be collected because of a language preference.

11. CAN-SPAM Compliance

All marketing emails from ClaimTrack Pro comply with the CAN-SPAM Act:

• We clearly identify the message as commercial communication
• We include our physical address: Panashtech LLC, Florida, USA
• We include a visible unsubscribe link in every marketing email
• We honor unsubscribe requests within 10 business days
• We do not use misleading subject lines or sender addresses

To unsubscribe from all marketing emails, click the link in any email or email info@claimtrackpro.com with "Unsubscribe" in the subject line.

12. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you the following rights:

• Right to Know: request what personal information we have collected about you in the past 12 months, the categories of sources, the purposes for collection, and which third parties we share it with
• Right to Delete: request deletion of your personal information, subject to legal retention exceptions
• Right to Data Portability: receive a copy of your personal information in a portable format
• Right to Opt Out of Sale: we do not sell personal information for money. We also do not share personal information for cross-context behavioral advertising.
• Right to Non-Discrimination: we will not deny you service, charge different prices, or provide a lower quality of service because you exercised your California privacy rights

To exercise any of these rights, email info@claimtrackpro.com with "California Privacy Request" in the subject line. We will respond within 45 days. We may need to verify your identity before fulfilling your request. To lodge a complaint with the California Attorney General: oag.ca.gov/contact/consumer-complaint-against-business-or-company

13. Children's Privacy

The Service is designed for business use and is not directed to individuals under 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected such information, please contact info@claimtrackpro.com and we will delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes (such as new categories of data collection, new data sharing practices, or changes to your rights), we will notify you by email at least 14 days before changes take effect. The "Last Updated" date at the top reflects the date of the most recent revision. Your continued use of the Service after that date constitutes acceptance. If you do not accept the updated Policy, you must stop using the Service and cancel your subscription.

15. Contact Us

For all privacy questions, requests, or concerns: Panashtech LLC | ClaimTrack Pro · Email: info@claimtrackpro.com · Website: https://claimtrackpro.com. We will respond to all privacy inquiries within 5 business days.

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