Privacy Policy

What we collect

• Your account: name, email address, and a securely hashed password.
• Your public profile: the professional details, credentials, coverage areas, and photo you choose to publish. This is public by design and appears in the directory and in machine-readable form for search engines and AI assistants.
• Credentials and continuing education: what you enter so we can track expirations and send reminders.
• Case records: the cases, parties, deadlines, documents, notes, and correspondence you create or send through LossHQ, including messages received on your case’s reply address.
• Connected mailbox: if you connect an inbox so our agent can file assignment emails, we read messages from that mailbox to identify and file case correspondence. Your mailbox credentials are stored encrypted and are never shown in the application.
• Forms: early-access requests and messages sent to a professional through their profile’s contact form.
• Billing: subscription status. Payments are processed by Stripe; we do not store card numbers.
• Technical logs: standard server logs used for security and reliability. We do not use advertising trackers and we do not sell data.

How we use it

To run the service you signed up for: keep your files organized, send the reminders and notifications you asked for, publish the profile you chose to publish, process your subscription, keep the service secure, and meet our legal obligations. We do not analyze your case content to build profiles, ratings, or assessments of you or of anyone you work with, and we never will.

Who it is shared with

Service providers that run the platform on our behalf: database and file hosting, application hosting, email delivery, and payment processing (Stripe). They process data only to provide those services. Your public profile is, by definition, visible to anyone, including AI assistants that query the directory. Messages sent through a profile’s contact form go to that professional. We do not sell or rent personal information.

Other people in your records

Your case records naturally contain information about other people: adjusters, other appraisers, umpires, policyholders, and their representatives. LossHQ holds that information on your behalf, as part of your record, and uses it only to provide the service to you. We do not contact those people, market to them, or build any assessment of them.

Legal requests

If we receive a subpoena, court order, or other legal demand for your data, we tell you before producing anything unless the law forbids it, give you a real opportunity to object or narrow the request, point the requester to you as the owner of the records where we can, and produce only what is compelled. The details are in our Terms of Service.

How records are protected

Data is encrypted in transit. Mailbox credentials are encrypted at rest with a key held outside the database. Every customer’s data is isolated from every other customer’s at the database level. Case events, panel messages, and case emails are written to an append-only log that cannot be edited after the fact. Access to production systems is limited to what is needed to operate and support the service, and platform staff do not read case content except to resolve a problem you have asked us to look at.

Retention and your choices

We keep your data while your account is active so your records stay complete. You can export any case record at any time, correct your profile and account details yourself, and ask us to delete your account data; we will do so within a reasonable time unless we are legally required to keep it or the record is on legal hold because of litigation or a preservation obligation.

Children

LossHQ is a professional tool and is not intended for anyone under 18.

Changes and contact

We may update this policy; the version at this address is the one in effect, with the date above. Questions or requests about your data: support@losshq.com.