Privacy Policy

Last updated: January 18, 2025

1. Introduction

Griffin Data Services, LLC (hereinafter referred to as "Claims Calculator," "we," "us," or "our") is committed to protecting the privacy and security of your personal data that we collect or control. This Privacy Policy ("Policy") provides notice of our privacy practices in relation to our interactions with you online through our Website or any application operated by us, including, but not limited to, the Claims Calculator software (collectively "Software").

You can learn about our commitment to privacy with this Policy describing how we collect, use, handle, share and disclose information we receive or you provide. This Policy also describes your choices regarding use, access and correction of your personal information. If you are a California resident, please see our California Privacy Policy, which provides additional details about how we handle your personal information and how you can exercise your rights under the California Consumer Privacy Act.

Throughout this Policy, we refer to information that can identify you as a specific individual, such as your name, phone number, email address, social security number or credit card number, as "personal information." Further, personal information includes any sensitive personal information that you may provide us in an application.

If you choose to use our Software, you agree to the collection and use of your information as set forth in this Policy. The Website may provide links to third-party websites for your convenience and information. If you access those links, you will leave the Website. We do not control those sites or their privacy practices, which may differ from our privacy practices. This Policy does not cover any personal information that you choose to give to unrelated third-parties. We do not monitor or control the information collected by third-parties and we are not responsible for their practices or the content of their sites.

2. Information Collection and Use

We may require or request you to provide us with certain personally identifiable information, including but not limited to your name, phone number, email address, social security number or credit card number, (collectively, "Personal Information"). The Personal Information that we collect is in the normal course of business, whether by registering an account, expressing interest in the services, or using the Software.

We begin by collecting Personal Information from you when you register with us. You may register with us through our Website by entering your contact information (name, address, email address, telephone number), and, if you are creating an account, choosing your password. We may also require or request you to provide personal financial information when using our Software. This may include bank account numbers, credit card numbers, debit card numbers, online payment service information, or other financial data necessary for the provision of our services.

3. How We Use Your Information

We use the Personal Information we collect for various purposes, including but not limited to:

• Providing, maintaining, and improving our Software and services
• Processing and analyzing insurance claim documents
• Generating analysis reports and recommendations
• Communicating with you about your account and our services
• Processing payments and managing subscriptions
• Providing customer support and responding to inquiries
• Complying with legal obligations and protecting our rights
• Preventing fraud and ensuring security

4. Data Security

We implement appropriate technical and organizational security measures to protect your Personal Information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption: All data is encrypted in transit and at rest using industry-standard protocols
• Access Controls: Strict access controls and multi-factor authentication
• Regular Audits: Security assessments and vulnerability testing
• Data Backup: Secure backup and recovery procedures
• Employee Training: Staff trained on data protection practices and confidentiality
• Secure Infrastructure: Cloud-based security with regular updates and monitoring

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.

5. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your Personal Information to third parties without your consent, except as described in this Policy. We may share your information in the following circumstances:

5.1 Service Providers

We may share your Personal Information with trusted third-party service providers who assist us in operating our Software, conducting our business, or servicing you. These parties agree to keep this information confidential and use it only for the purposes for which we provide it to them:

• Cloud hosting and storage providers
• Payment processing services
• Analytics and performance monitoring tools
• Customer support and communication platforms
• AI and machine learning service providers

5.2 Legal Requirements

We may disclose your Personal Information when required by law or when we believe in good faith that such action is necessary to:

• Comply with legal obligations, court orders, or government requests
• Protect and defend our rights, property, or safety
• Protect the rights, property, or safety of our users or the public
• Prevent fraud or security threats
• Enforce our Terms of Service or other agreements

5.3 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your Personal Information may be transferred as part of that transaction. We will provide notice before your Personal Information is transferred and becomes subject to a different privacy policy.

5.4 Consent

We may share your Personal Information with your explicit consent for specific purposes not covered in this Policy.

6. Data Retention

We retain your Personal Information for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law. Our data retention practices include:

• Account Data: Retained while your account is active and for a reasonable period thereafter
• Claim Documents: Stored securely for analysis, re-access, and legal compliance
• Analysis Results: Retained to enable sharing, re-downloading, and service improvement
• Financial Information: Retained as required by applicable laws and regulations
• Legal Requirements: Some data may be retained longer for compliance, dispute resolution, or enforcement

When Personal Information is no longer needed, we will securely delete or anonymize it. You may request deletion of your Personal Information at any time, subject to legal and operational requirements.

7. Your Privacy Rights

Depending on your location and applicable laws, you may have certain rights regarding your Personal Information. These rights may include:

• Access: Request copies of your Personal Information we hold
• Correction: Update or correct inaccurate or incomplete information
• Deletion: Request deletion of your Personal Information (right to be forgotten)
• Portability: Receive your Personal Information in a structured, commonly used format
• Restriction: Limit how we process your Personal Information
• Objection: Object to certain types of processing, including direct marketing
• Withdraw Consent: Withdraw consent for processing based on consent
• Non-Discrimination: Not be discriminated against for exercising your privacy rights

To exercise these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within the timeframes required by applicable law.

8. International Data Transfers

Your Personal Information may be transferred to and processed in countries other than your own. When we transfer Personal Information internationally, we ensure appropriate safeguards are in place, including:

• Using approved transfer mechanisms such as Standard Contractual Clauses
• Ensuring adequate protection levels in the destination country
• Implementing additional security measures where necessary
• Complying with applicable data protection laws and regulations

By using our Software, you consent to the transfer of your Personal Information to countries outside your jurisdiction, including the United States, where our servers are located.

9. Children's Privacy

Our Software is not intended for children under 18 years of age. We do not knowingly collect Personal Information from children under 18. If we become aware that we have collected Personal Information from a child under 18, we will take immediate steps to delete such information from our systems.

If you are a parent or guardian and believe your child has provided us with Personal Information, please contact us immediately so we can take appropriate action.

10. Third-Party Links and Services

Our Software may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices, content, or security of these external sites or services. We recommend reviewing their privacy policies and terms of service before providing any Personal Information.

This Policy does not apply to third-party websites or services, even if they are linked from our Software or if we provide links to them for your convenience.

11. AI and Automated Processing

We use artificial intelligence and automated systems to analyze your claim documents and provide analysis results. This automated processing:

• Is necessary for providing our core Software functionality
• Does not involve decisions that significantly affect you without human review
• Can be contested or reviewed upon request
• Is designed to be fair, accurate, and non-discriminatory
• Uses industry-standard algorithms and data processing techniques
• May be used to improve our AI models and service quality

You have the right to request human review of any automated decision that affects you, and to contest the results if you believe they are incorrect.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Post the updated Policy on our Website with a new "Last Updated" date
• Notify you via email or through our Software
• Provide prominent notice of significant changes
• Obtain your consent where required by applicable law

Your continued use of our Software after any changes to this Policy constitutes your acceptance of the updated Policy. We encourage you to review this Policy periodically to stay informed about how we protect your Personal Information.

13. Contact Us

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

• Email: privacy@claimscalculator.com
• Privacy Officer: Available through our contact form
• Data Protection Requests: Use our privacy request portal
• General Inquiries: support@claimscalculator.com

We will respond to your inquiries and requests in accordance with applicable law and our internal procedures. For privacy-related requests, please allow up to 30 days for a response.

14. Compliance and Legal Framework

We strive to comply with applicable privacy and data protection laws, including but not limited to:

• General Data Protection Regulation (GDPR) - European Union
• California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)
• Virginia Consumer Data Protection Act (VCDPA)
• Colorado Privacy Act (CPA)
• Connecticut Data Privacy Act (CTDPA)
• Other applicable regional and national privacy laws

This Policy is designed to meet the requirements of these laws while providing clear information about our data practices. If you have specific questions about our compliance with any particular law, please contact us.