Privacy Policy

1. Information We Collect

1.1 Account Information

When you create a ClaimIQ account, we collect your name, business email address, dealership name, Ford dealer code, and phone number. We do not collect or store passwords — ClaimIQ uses one-time password (OTP) authentication only.

1.2 Dealership and Warranty Data

As part of providing our warranty administration services, we collect and process:

• Repair order (RO) data imported from your dealer management system (DMS)
• Vehicle identification numbers (VINs) and vehicle data
• Ford warranty claim data, including Complaint, Cause, and Correction documentation
• Ford Warranty Dashboard metrics (DAS scores and related data)
• Denial and appeal records
• Documents uploaded to the Documentation Vault

1.3 Usage Data

We automatically collect information about how you use the platform, including pages visited, features used, session duration, IP address, browser type, and operating system. This data is used to improve the platform and diagnose technical issues.

1.4 Contact Form Submissions

When you submit a contact form on our website, we collect your name, email address, phone number, dealership name, dealer code, monthly warranty volume estimate, service interest, and message content.

1.5 Payment Information

Billing and payment processing is handled by Stripe, Inc. We do not store credit card numbers or banking information on our servers. Stripe's privacy policy is available at stripe.com/privacy.

1.6 AI Processing

ClaimIQ uses OpenAI's API to power certain features including the 3C Coach, AI Risk Scorer, Appeal Engine, and Warranty Intelligence Chat. Claim data submitted for AI analysis is processed by OpenAI subject to their data processing terms. We do not use your dealership's claim data to train AI models.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the ClaimIQ platform and services
• Review, process, and submit Ford and Lincoln warranty claims on your behalf (managed service only)
• Send one-time password authentication codes via email
• Send service notifications, billing invoices, and account-related communications
• Respond to contact form submissions and customer inquiries
• Generate performance reports and analytics for your dealership
• Detect, prevent, and address fraud, security incidents, and technical issues
• Comply with applicable laws and legal obligations

We use anonymized, aggregated data derived from platform operations (such as denial rate benchmarks and documentation quality patterns) to improve our services. This aggregated data does not identify individual dealerships or users.

3. How We Share Your Information

We do not sell, rent, or trade your personal information or dealership data to third parties. We share information only in the following circumstances:

3.1 Ford Motor Company / Lincoln Motor Company

For managed service clients, we submit warranty claims to Ford Motor Company through the OWS system using your dealer credentials. Claim data shared with Ford is governed by your existing Ford dealer agreement.

3.2 Service Providers

We share data with trusted service providers who assist in operating the platform:

• OpenAI — AI analysis features (Warrant Intelligence Chat, 3C Coach, Risk Scorer)
• Stripe — Payment processing and billing
• PHPMailer / SMTP provider — Email delivery
• NHTSA API — VIN decoding (public government API, no data sent)

Service providers are contractually required to protect your data and may only use it to perform services for ClaimIQ.

3.3 Legal Requirements

We may disclose information when required by law, court order, or government authority, or when we believe disclosure is necessary to protect the rights, property, or safety of ClaimIQ, our users, or others.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of ClaimIQ's assets, your information may be transferred as part of that transaction. We will provide notice before your information is subject to a materially different privacy policy.

4. Data Retention

We retain your account information and dealership data for the duration of your subscription and for up to 90 days following account termination, during which time you may request a data export. After 90 days, account data is permanently deleted. Contact form submissions are retained for up to 24 months. Billing records are retained as required by Florida tax and accounting laws.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• AES-256-CBC encryption for stored API credentials and sensitive configuration
• OTP-only authentication — no stored passwords
• HTTPS/TLS encryption for all data in transit
• Session security controls (HttpOnly cookies, SameSite=Strict, secure flag)
• Role-based access controls limiting data access by user role

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Cookies and Tracking

ClaimIQ uses session cookies for authentication and platform functionality. We do not use advertising cookies or behavioral tracking cookies. If you use Google Analytics on our marketing pages, this is disclosed below.

We may use Google Analytics to understand how visitors interact with our website. Google Analytics collects anonymized usage data. You may opt out via the Google Analytics Opt-out Browser Add-on.

7. Your Rights

7.1 Access and Correction

You may access and update your account information at any time through your ClaimIQ account settings. You may request a copy of your personal data by emailing hello@claimiq.com.

7.2 Deletion

You may request deletion of your personal data by contacting us. We will fulfill deletion requests within 30 days, subject to legal retention requirements and active subscription obligations.

7.3 California Residents

California residents may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and the right to request deletion. To exercise these rights, contact us at hello@claimiq.com.

7.4 Opt-Out of Marketing

You may opt out of marketing emails at any time by clicking the unsubscribe link in any ClaimIQ email. Transactional emails (OTP codes, invoices, service notifications) cannot be opted out of while your account is active.

8. Children's Privacy

ClaimIQ is a business-to-business platform intended for use by adults employed at Ford and Lincoln dealerships. We do not knowingly collect personal information from anyone under 18 years of age. If you believe a minor has provided us with personal information, contact us immediately at hello@claimiq.com.

9. Electronic Communications

By creating a ClaimIQ account, you consent to receive electronic communications from us, including authentication codes, account notifications, and service-related emails. These communications are governed by the Electronic Signatures in Global and National Commerce Act (E-SIGN Act) and the Florida Electronic Signature Act.

10. Third-Party Links

Our website and platform may contain links to third-party websites (including Ford's portal, your DMS provider, and Stripe). We are not responsible for the privacy practices of third-party sites and encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and sending an email to your account address at least 14 days before the changes take effect. Your continued use of ClaimIQ after the effective date constitutes acceptance of the updated policy.

12. Governing Law

This Privacy Policy is governed by the laws of the State of Florida. Any disputes arising under this policy shall be resolved in accordance with the dispute resolution provisions of your ClaimIQ service agreement.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, contact us at: