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 P&A code, and phone number. ClaimIQ account sign-in uses emailed one-time codes and sign-in links. For Ford lookups you sign in to Ford yourself, inside a hosted browser session run by Browserbase; ClaimIQ does not receive your Ford password. We store the identifiers of that session, and Browserbase keeps its sign-in state. If you connect a DMS, we store the API credentials your DMS issues.

1.2 Dealership and Warranty Data

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

• Repair orders you scan, upload, enter, or import, including customer and repair details in those records; DMS imports where configured
• Vehicle identification numbers (VINs) and vehicle data
• Ford warranty claim data, including Complaint, Cause, and Correction documentation
• ClaimIQ analysis results, checklist findings, SLTS and bulletin lookups, and claim workflow history
• Denial, appeal, and chargeback records entered by your team or ClaimIQ staff
• Warranty Desk questions and answers, AI conversations, claim messages, training progress, quiz results, and certificates
• Ford lookup session identifiers and cached PTS lookup results
• Staff directory entries: names, roles, DMS employee IDs, and Ford STARS IDs of your advisors and technicians
• ClaimIQ Connect sessions between your team and ClaimIQ: video, audio, and screen sharing, and recordings of those sessions. A shared screen can show whatever is on it, including DMS customer records
• Service agreements, signatures, invoice records, and payment status
• Documents and photos attached to claims in the Document Vault

The ClaimIQ software does not import or store Ford DAS scores, Ford Warranty Dashboard figures, national benchmarks, an aging schedule, or Ford’s acceptance and payment decisions. If you share Ford Dashboard figures or other Ford reports with ClaimIQ staff during an engagement, we keep what you share. Schedule cleanup is a separate hands-on service using records your dealership supplies; those records may contain receivables and payment information.

1.3 Usage Data

We record account activity, lookup usage, request timestamps, IP addresses, and browser or user-agent information for authentication, billing limits, spam prevention, and troubleshooting. Marketing pages also load PulseIQ website analytics, which receives visit information from your browser.

1.4 Contact Form Submissions

When you submit a contact form on our website, we collect your name, email address, phone number, dealership name, P&A code, monthly warranty volume estimate, service interest, and message content. We also record the submitting IP address and browser user-agent, and keep a spam-screening log of submissions, including ones we reject.

1.5 Payment Information

Subscription charges and invoice payments, by card or ACH bank transfer, are processed by Stripe, Inc. Card and bank details go directly to Stripe. We store Stripe customer, subscription, and invoice identifiers, invoice records, and payment status. Payments by check are recorded manually. Stripe's privacy policy is available at stripe.com/privacy.

1.6 AI Processing

ClaimIQ uses OpenAI and Anthropic APIs for features including RO extraction, claim analysis, documentation coaching, appeal drafting, and warranty questions. Depending on the feature, these providers receive repair documents, claim details, questions, and relevant context. Repair-order images sent for extraction can include customer names and contact details. Warranty Desk and chat conversations are kept as conversation records at OpenAI. ClaimIQ does not train its own AI models on your dealership records; provider processing is governed by the applicable provider terms.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the ClaimIQ platform and services
• For managed-service clients, review Ford and Lincoln warranty claims and submit them in Ford’s systems on your behalf
• 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
• Summarize claim workflow, analysis, denial, appeal, and chargeback records entered in ClaimIQ
• Detect, prevent, and address fraud, security incidents, and technical issues
• Comply with applicable laws and legal obligations

ClaimIQ summaries reflect the records entered in the product. They are not Ford performance reports or national dealership benchmarks.

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, ClaimIQ staff submit warranty claims to Ford in Ford’s own systems, under the Ford access arranged with your dealership. The ClaimIQ software itself does not transmit claims to Ford. 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 and Anthropic — AI processing of documents, claim details, questions, and context as described above
• Browserbase and Ford PTS — hosted Ford lookup sessions using your Ford access; session activity and requested vehicle or repair information pass through these services
• Cloudflare Turnstile — contact-form spam protection, including browser challenge and verification data
• PulseIQ — website visit analytics
• Stripe — Payment processing and billing
• Hostinger — hosts the website, application, database, stored files, and the Ford lookup service, and sends our email
• Google — web fonts on our pages, and connection set-up for ClaimIQ Connect calls (receives your IP address)
• Your DMS provider — when you connect a DMS, requests for your repair-order data go to it
• NHTSA API — VIN decoding (the VIN is sent to NHTSA); recall requests send vehicle make, model, and year

These services process information under their applicable terms and privacy policies.

3.3 Public Certificate Verification

For engagement certifications entered in our public verification register, a lookup by certificate number or by any part of a name shows the holder's name, job title, dealership and P&A code, score, training type, issue and expiry dates, certificate status, and issuer. Training Center course certificates are available through the participant's account.

3.4 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.

3.5 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 account, dealership, service, and billing records to operate the service and maintain its history. Cancelling a subscription does not automatically erase those records. Contact hello@claim-iq.io to request an export or deletion; we will explain what can be removed and what must be retained for contractual or legal obligations.

5. Data Security

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

• DMS API keys and client secrets stored encrypted (AES-256-GCM; older records AES-256-CBC). ClaimIQ does not store Ford passwords
• Email one-time codes and sign-in links for ClaimIQ account access
• HTTPS/TLS for the website and application
• Session cookies marked HttpOnly, with SameSite protection
• 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 an 8-hour session cookie for sign-in, and a one-year cookie that remembers whether you prefer to sign in with a code or a link; it holds no identity. Stripe’s payment script, loaded on billing pages, sets Stripe’s own fraud-prevention cookies. Marketing pages load PulseIQ analytics and the contact form uses Cloudflare Turnstile. The site does not use Google Analytics.

7. Your Rights

7.1 Access and Correction

Your dealership’s ClaimIQ administrator can update your name, email address, and role, or you can ask us to at hello@claim-iq.io. You may request a copy of your personal data by emailing hello@claim-iq.io.

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@claim-iq.io.

7.4 Opt-Out of Marketing

You may ask us to stop marketing emails by contacting hello@claim-iq.io. 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@claim-iq.io.

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 the Terms of Service or, if you have one, 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: