EREstimateReview

Privacy Policy

Effective date: November 3, 2026

This Privacy Policy explains how Hail & Gale LLC ("we," "us," or "the service provider") collects, uses, stores, and deletes information when you use EstimateReview (the "Service"), an AI-assisted tool that reviews property insurance estimates.

1. Information we collect

  • Account information: name, email address, role (Individual, Contractor Firm, Adjusting Firm), optional firm name, a salted bcrypt hash of your password, and (if enabled) an encrypted multi-factor authentication secret.
  • Documents you upload: insurance estimates and related files (PDF, Excel/CSV, images). These may contain personal or property information such as names, addresses, policy and claim numbers, and claim details.
  • Optional claim metadata you enter (claim number, policy number, loss type, state, date of loss, total claim value).
  • Payment information: processed by Stripe. We receive a payment confirmation, amount, and a Stripe customer identifier. We do not receive or store full card numbers.
  • Technical and security data: IP address, timestamps, and actions recorded in our audit log (sign-ins, uploads, downloads, deletions, administrative actions).

We collect only the data necessary to provide the review. Please do not upload documents containing information unrelated to the estimate (for example, Social Security numbers, medical records, or bank account numbers).

2. How we use information

  • To provide the Service: parse your files, run the analysis, generate your report, and let you download it.
  • To operate accounts, process payments, prevent abuse, and secure the Service.
  • To send service notifications (for example, "your report is ready"). Reports are never attached to email.
  • To produce aggregate, de-identified operating statistics (for example, the most common issue categories).

We do not sell your documents or personal information, and we do not use your documents to train public AI models.

3. AI processing and sub-processors

When the AI engine is enabled, text extracted from your estimates is sent over an encrypted (TLS) connection to our AI model provider. Before sending, we apply automated redaction of common personal identifiers (names on labeled fields, emails, phone numbers, street addresses, policy numbers). Redaction is automated and may not catch every identifier. We select AI providers that contractually commit not to train on customer API data and that offer data processing agreements. Current sub-processors may include: cloud hosting and database provider, object-storage provider, AI model provider, Stripe (payments), and an email delivery provider. A current list is available on request.

4. Security

Files are encrypted in transit (TLS 1.2+) and at rest (AES-256-GCM application-level encryption, in addition to any storage-provider encryption), stored in private storage that is not publicly accessible, and downloadable only through short-lived signed links issued to the file owner. Every upload is scanned for malware before processing. Access is role-based so that users can see only their own data; administrative access is limited and logged. No method of electronic storage or transmission is 100% secure; see the Terms of Service for the related limitation of liability.

5. Retention and deletion

  • Uploaded files, generated reports, and review records are automatically deleted after 60 days (the current retention period, which an administrator may configure) unless you delete them sooner.
  • You can delete any review and its files from your dashboard at any time; deletion removes the encrypted objects from storage immediately.
  • You can permanently delete your account from your dashboard. This removes your profile, reviews, files, reports, and payment records held by us. Audit-log entries are retained in de-identified form for up to two years for security and legal purposes. Stripe may retain transaction records as required by law.
  • Backups, if any, roll off on their normal schedule (typically within 35 days).

6. Your rights

Depending on where you live (for example, under the California Consumer Privacy Act or other state privacy laws), you may have the right to access, correct, delete, or obtain a copy of your personal information, and to opt out of certain processing. We do not sell or "share" personal information for cross-context behavioral advertising. To exercise rights, use the in-app tools or contact pghadjuster@gmail.com. We will verify your request and respond within the period required by law.

7. Information about third parties in documents

Estimates often contain information about policyholders or other third parties. By uploading, you confirm you have the right to share the document for the purpose of obtaining a review. We process such information only to provide the Service and delete it according to the retention schedule above.

8. Cookies

We use strictly necessary cookies for authentication and security (secure, HTTP-only, same-site session cookies). We do not use advertising cookies.

9. Children

The Service is intended for business users and is not directed to children under 16.

10. Changes

We may update this policy. Material changes will be posted here with a new effective date and, where appropriate, notified by email.

11. Contact

Hail & Gale LLC · 3145 Scenic Dr, Mars, PA 16046 · pghadjuster@gmail.com