Privacy Policy
What we collect, why, and what we will never do with it. Last updated November 1, 2026.
1. Who we are, and the two roles we play
LossHQ is operated by JCA Operations, LLC, a Texas limited liability company. We handle personal information in two different roles, and this policy says which applies where:
- For our own subscribers and website visitors (your account, profile, billing, early-access requests, and messages to us), we decide how the information is used. This policy covers that.
- For the case records our subscribers keep in LossHQ (information about policyholders, adjusters, other appraisers, umpires, signers, and others), the subscriber decides how it is used and we process it on their behalf under our Data Processing Addendum. Section 8 explains what that means if your information is in someone’s case file.
2. What we collect
| Information | Examples | Where it comes from |
|---|---|---|
| Account | Name, email address, securely hashed password | You, when you sign up |
| Public profile | Professional details, credentials, coverage area, experience, photo | You, when you publish a profile |
| Credentials and education | Certifications, licenses, expiry dates, continuing education | You |
| Case records | Cases, parties, claim and policy numbers, deadlines, documents, notes, time and expense entries, invoices, correspondence | You, and the people you correspond with through LossHQ |
| Connected mailbox | Messages in the folders you designate; encrypted mailbox credentials | Your mailbox, when you connect it |
| Electronic signatures | Signer name, email, signature image or typed signature, time signed, IP address | Signers, when they sign |
| Umpire screening answers | A candidate's answers to the conflict and qualification questionnaire | The candidate, through a link a subscriber sends |
| Forms | Early-access requests (name, email, role, states, practice details) and messages sent through a profile's contact form | The person filling in the form |
| Billing | Plan and subscription status; Stripe handles card details | You and Stripe |
| Technical logs | IP address, browser type, pages requested, errors, sign-in events | Your device, automatically |
3. How we use it
To provide the service you signed up for: keep your files organized, calculate deadlines and send the reminders you asked for, publish the profile you chose to publish, route documents for signature, process your subscription, answer your questions, keep the service secure and prevent abuse, and meet our legal obligations. We email you about your account, billing, security, and changes to these policies. If you joined the early-access list, we email you about LossHQ’s availability, and every such email lets you unsubscribe.
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. We do not use your data for advertising.
4. Your public profile and AI assistants
A published profile is public by design. It appears on LossHQ and in our directory, and it is available in machine-readable form to search engines and to AI assistants through our public API and AI-agent interface. Only the fields shown on your public profile are exposed this way; case data, private credentials, and continuing-education records never are. Search engines and AI services that copy public information are outside our control.
5. Who we share it with
- Service providers that run LossHQ for us, such as hosting, database, email delivery, and payment processing. They may use the data only to provide their service to us. The current list is on our Subprocessors page.
- People you choose. Email you send from a case, documents you send for signature, and messages sent through a profile’s contact form go to the people they are addressed to.
- Legal requests, only as described in section 10 of our Terms of Service: we notify you first where the law allows, give you a chance to object, and produce only what is compelled.
- Business transfers. If LossHQ is sold or merged, information may transfer to the new owner, who must honor this policy.
We do not sell personal information, and we do not share it for targeted advertising.
6. Cookies and tracking
LossHQ uses only the cookies it needs to keep you signed in and secure. We do not use advertising cookies, cross-site tracking, or third-party analytics on losshq.com. Because we do not track you across sites, there is nothing to opt out of; we treat browser “Global Privacy Control” and “Do Not Track” signals as a request not to sell or share, which we already honor.
7. AI
LossHQ does not currently send your case content to any AI model. Assignment emails are filed by rules, not AI. Before that changes, we will update this policy and our Subprocessors page, and we will use only providers that contractually do not train on your data or keep it beyond what is needed to answer the request.
8. If your information is in a subscriber’s records
If you are a policyholder, adjuster, appraiser, umpire, umpire candidate, signer, or anyone else whose information appears in a LossHQ subscriber’s case file, that subscriber controls the record. LossHQ holds it for them and uses it only to provide the service to them. We do not contact you, market to you, or build any assessment of you.
To see, correct, or delete that information, contact the professional who handled your matter. If you contact us instead, we will pass your request to them and help them respond. Appraisal records may need to be kept for legal reasons, so a deletion request may be limited.
Umpire candidates: answers you give in a screening questionnaire go to the subscriber who sent you the link and become part of their case record. LossHQ never scores them.
9. How records are protected
- Data is encrypted in transit, and our main database and file storage are encrypted at rest.
- Mailbox credentials are encrypted with a separate key held outside the database and are never shown in the application.
- Each 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 users cannot edit or delete through the service.
- Access to production systems is limited to what is needed to run the service. We do not read case content except to fix a problem you have asked us to look at, or where the law requires.
If a security breach affects your personal information, we will notify you without unreasonable delay, and in any case within the time the law requires.
10. How long we keep it
- Account and case records: while your account is open. For 30 days after it closes we will provide an export on request, and we delete the data when you ask and in any case within 90 days after closing, unless the law requires us to keep it or a legal hold applies.
- Early-access requests: until LossHQ opens to you, or until you ask us to remove you.
- Technical logs: kept for a limited period for security and troubleshooting, then deleted.
- Backups: encrypted and overwritten on a rolling schedule.
- Billing records: as long as tax and accounting law requires.
11. Your choices and rights
For the information we control (section 1), whatever state you live in, you can ask us to:
- confirm what personal information we hold about you and give you a copy;
- correct it (you can also edit your profile and account yourself);
- delete it, subject to legal holds and records we must keep; and
- give you your case records in a portable format (you can also export any case yourself).
Email support@losshq.com from the address on your account. We may need to confirm your identity first, and we will respond within 45 days. We will not treat you differently for using these rights. If we decline a request, you can appeal by replying to our answer; if you are still not satisfied, you may contact your state attorney general.
12. Children
LossHQ is a professional tool and is not intended for anyone under 18. We do not knowingly collect information from children.
13. Where data is stored
LossHQ is built for professionals in the United States, and data is stored and processed in the United States. Network traffic may pass through Cloudflare's global network on its way to us.
14. Changes and contact
If we make material changes to this policy, we will email account holders at least 30 days before they take effect. The version at this address is the one in effect, with the date above.
Contact
JCA Operations, LLC, doing business as LossHQ, 5900 Balcones Dr, Ste 100, Austin, TX 78731. Privacy questions or requests: support@losshq.com.