Privacy Policy

Claim Hades ("the app", "we") is a claims management application used by licensed public adjusters and their teams. This policy explains what personal information the app handles, which Google services it connects to, how that data is used and stored, who it is shared with, and how you can disconnect the app or ask for your data to be deleted.

Account information: your name, email address and role, provided when you sign in.

Claim information you or your team enter: client names and contact details, property addresses, policy and claim numbers, carriers, loss details, financial figures and notes.

Documents and media: files you upload — photographs, PDFs, estimates, correspondence — and files filed automatically from services you connect.

Communications: records of email, calls and text messages logged against a claim, and the messages you send from the app.

Connection details: the identifiers the app needs to work with your connected Google account, such as your claim tracker spreadsheet ID, a claim’s Drive folder ID, and the address of the mailbox you connected.

You connect your own Google account. The app asks only for the access its features need, and each connection can be revoked separately.

Gmail (read and send):

• •Reading — the app reads messages in your own mailbox to find correspondence about your claims. A message is filed against a claim only when it contains a claim number matching one of your claims. Messages that do not match are not saved to any claim.
• •When the mailbox-filing automation is switched on, the app also saves PDF and image attachments from matched messages as claim documents. Messages are never marked as read, moved or deleted.
• •Sending — email you send from the app goes out from your own Gmail account, so it appears in your Gmail Sent folder. The app does not send email from a shared mailbox on your behalf.
• •Gmail data is never used for advertising and is not used to build profiles.

Google Drive:

• •Creating a folder for a claim and its sub-folders, uploading claim documents into them, listing the files in those folders, and importing files you choose from Drive into the app.
• •Copying the claim tracker and leads tracker spreadsheet templates into your Drive and sharing them with your own email address.
• •Drive access is limited to the folders the app created for a claim, or that you linked to a claim yourself.

Google Sheets:

• •Creating your own claim tracker and leads tracker spreadsheets from our templates, and keeping the rows in your own spreadsheets in step with the claims and leads in your account.

Google Calendar:

• •Creating inspection, appointment and reminder events on your own calendar, and reading your availability so an appointment is not booked over an existing event.

To provide the app: showing your claims, documents, correspondence, tasks, estimates and reports; matching incoming email to the right claim; generating documents; keeping your spreadsheets up to date; and scheduling appointments.

To automate routine work you have switched on, such as filing documents, creating follow-up tasks and drafting correspondence.

To operate and secure the service: signing you in, keeping one account’s claims separate from another’s, and diagnosing faults.

Some features use artificial intelligence to read documents and suggest or extract values — for example pulling coverage amounts from a PDF, or summarising a document. When you use those features, the relevant document or text is sent through our platform’s AI service to a third-party model provider to produce the result. AI output is a suggestion for a licensed adjuster to review; it is never a coverage determination.

We store your account information, the claim information you enter, your documents and media, and the communication records described above until you delete them in the app or ask us to delete them. Closing your account does not by itself remove this data.

Google access tokens are held by the platform that hosts the app and used only when the app needs to call a Google API on your behalf. The app does not keep your Google password.

We do not currently run an automatic deletion schedule. Data is removed when you delete it in the app, or when you ask us to delete it — see section 9.

We do not sell your personal information, and we do not share it for advertising.

We share it only with the service providers that make the app work, and only as far as each one needs it:

• •Google, when the app calls Gmail, Drive, Sheets, Calendar, Maps or the Solar API on your behalf.
• •The platform that hosts the app (Base44), which provides authentication, the database, file storage and the AI service described above.
• •AI model providers, when you use an AI feature, as described in section 5.
• •Twilio, when you use the phone assistant features to place or receive calls and text messages.
• •Meta, when you connect a Facebook or Instagram lead form so its submissions can be recorded as leads.
• •Mapping and weather data providers, when you use the map, storm and radar features.

We also disclose information where we are legally required to, or where it is necessary to protect someone’s safety or our legal rights.

Anything you send from the app — an email to a carrier, for example — goes to the recipients you choose, and the app restricts those recipients to parties already recorded on the claim.

Claim Hades’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnect Gmail: open Settings, then Gmail, and use Disconnect. This revokes the app’s access to your mailbox.

Disconnect Google Workspace: open Settings and use the Google Workspace panel, which takes you to Google’s permissions page.

Revoke everything: visit myaccount.google.com/permissions and remove Claim Hades. Revoking stops any future access immediately, but it does not delete claim records the app has already saved.

Delete your data: email claimhades@gmail.com and tell us what you want removed. We will delete the account and its claim records and confirm when it is done. You can also delete individual claims, documents and messages inside the app.

Access to a claim is limited to you, to the people you have added to that claim, and to the owner of your firm. Data is transmitted over encrypted connections. Google credentials are handled through OAuth and are not stored by the app itself.

The app is a professional tool for licensed insurance professionals. It is not intended for children and we do not knowingly collect information from them.

If we make a material change we will update the date at the top, and where the change affects how we use your Google data we will ask you to review it again in the app.

Questions about this policy, or a request about your data: claimhades@gmail.com