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ClaimTrack Pro

Privacy Policy

Effective Date: June 4, 2026 | Last Updated: June 25, 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, before/after photos, technician assignments, customer signatures
• 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

The ClaimTrack Pro technician mobile PWA requests access to device location when enabled. Location data is used to verify technician arrival at job sites, provide accurate GPS-based dispatching, and improve route efficiency. Location data is made available to the account Owner and their authorized dispatchers. You can disable location access at any time in your device settings, though some features may not function without it.

1.4 Information from Third Parties

• Stripe: payment confirmation status and transaction amounts (not full card numbers)
• Twilio: SMS delivery confirmations and opt-out records
• QuickBooks Online: invoice and payment sync data when integration is enabled by you

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 communications (job alerts, warranty expiry reminders, invoice notifications, payment receipts)
• Send SMS notifications to your technicians and customers with their consent
• 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), Twilio (SMS), Resend (email), Supabase (database/auth), Vercel (hosting), and Intuit QuickBooks Online (accounting, when enabled).

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. SMS Notifications and TCPA Compliance

ClaimTrack Pro uses Twilio to send automated SMS messages to technicians and customers. This section governs our SMS data practices.

• SMS opt-in data and consent records are never shared with third parties for marketing or promotional purposes.
• Recipients may opt out of SMS notifications at any time by replying STOP to any message. We process opt-out requests within 24 hours.
• To receive help information, recipients may reply HELP to any message.
• Message frequency varies based on job activity, typically 1-5 messages per active job.
• Standard message and data rates from the recipient's mobile carrier may apply.
• You, as the account owner, are responsible for obtaining written or electronic consent from each recipient before adding their phone number to ClaimTrack Pro for SMS communications.

For SMS/TCPA compliance 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: Collect anonymized data about how you use the Service (via Google Analytics) to help us improve features. No personally identifiable information is included.
• Functionality cookies: Remember your preferences such as language selection, 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)
• Opt-out and consent records (SMS, email): retained for 5 years as required by TCPA
• 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
• Security monitoring via Sentry with real-time error and anomaly alerting

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 customer data, equipment records, warranty history, job history, and invoice records as a CSV file at any time from the Data Export section of your account settings. 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, job alerts, warranty reminders, 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. Bilingual Service

ClaimTrack Pro offers the customer portal and customer-facing communications in English and (on the roadmap) Spanish. We process the same categories of data regardless of the language selected. Language preference is stored as an account or user setting and used only to serve the appropriate interface. No additional data is collected because of 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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