Privacy Policy

Last Updated: 1/25/2026

This Privacy Policy explains how Claims Letters, LLC (“Claims Letters,” “we,” “us,” or “our”) collects, uses, stores, and protects information when you access or use our website, the Claims Letters Microsoft Word Add‑in, the Claims Letters Web App, or any related services (collectively, the “Services”).

By using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, you may not use the Services.

1. Information We Collect

We collect the following categories of information:

• Account Information: Name, email address, company name, and other details you provide when creating or managing an account.
• Usage Information: Log data such as IP address, browser type, device information, pages visited, and timestamps.
• Customer Data: Documents, content, or information you upload or process through the Services. You retain ownership of all Customer Data.
• Support Information: Information you provide when contacting support or submitting helpdesk requests.
• Cookies and Tracking: We use cookies and similar technologies to operate and improve the Services.

2. How We Use Information

We use the information we collect to:

• provide, maintain, and improve the Services;
• authenticate users and verify subscriptions;
• respond to support requests;
• enhance security and prevent misuse;
• analyze usage trends and performance;
• communicate updates, service notices, or administrative messages.

We do not sell your personal information.

3. Customer Data

You retain all rights to Customer Data. Claims Letters processes Customer Data only to provide the Services and as otherwise permitted by you.

We may use aggregated or de‑identified data for analytics, benchmarking, and product improvement. This data cannot be used to identify you or your organization.

4. Cookies

We use cookies to operate the website, remember preferences, and analyze performance. You may disable cookies in your browser settings, but some features of the Services may not function properly.

5. Third‑Party Service Providers

We use trusted third‑party providers to support the Services, including:

• Hosting and Infrastructure: Amazon Web Services (AWS)
• Email and Internal Communications: Microsoft 365
• Payment Processing: Stripe and PayPal
• Analytics: Plausible (privacy‑focused, no personal data tracking)
• Support: Freshdesk

These providers may access personal information only to perform services on our behalf and are obligated to protect it.

6. Data Security

We use commercially reasonable administrative, technical, and physical safeguards to protect your information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information only as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements.

8. Your Rights

Depending on your location, you may have rights regarding your personal information, including:

• access to the information we hold about you;
• correction of inaccurate information;
• deletion of your information;
• restriction or objection to processing;
• data portability.

You may exercise these rights by contacting us at privacy@claimsletters.com.

9. GDPR (EU/EEA Residents)

If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR). Claims Letters acts as a data processor for Customer Data and a data controller for account and usage information.

10. CCPA (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including:

• the right to know what personal information we collect;
• the right to request deletion;
• the right to access your information;
• the right to opt out of the sale of personal information (we do not sell personal information).

11. Children’s Privacy

The Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that a child has provided personal information, we will delete it.

12. Links to Other Websites

The Services may contain links to third‑party websites. We are not responsible for the content or privacy practices of those sites.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be posted on our website. Continued use of the Services after changes become effective constitutes acceptance of the updated policy.

14. SOC 2 Compliance

Claims Letters maintains SOC 2 Type II compliance. Our security controls are independently audited to ensure the confidentiality, integrity, and availability of customer data. This certification reflects our commitment to industry‑standard security practices, including access controls, encryption, monitoring, and operational safeguards designed to protect the Services and the information we process.

A copy of our most recent SOC 2 report is available to customers and prospective customers under a non‑disclosure agreement (NDA) upon request.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:

Claims Letters, LLC
447 Sutter St Ste 405 #394
San Francisco, CA 94108
privacy@claimsletters.com