ClaimScope is a field adjustment and claims management platform operated by R&A Adjusting ("R&A," "we," "us," or "the Company"). This Privacy Policy describes how personal information and claim data are collected, used, stored, and shared when authorized users access the ClaimScope application (the "Service") and its connected integrations.
1. Information We Collect
The Service processes the following categories of information:
- Account information: name, email address, role, team assignment, and authentication credentials for authorized users (adjusters, inspectors, managers, and administrators).
- Claim and policy data: claim numbers, policy numbers, carrier and client names, insured and claimant contact details (name, phone, email, address), loss details, and coverage information provided by carriers, clients, or entered by adjusters.
- Property and inspection data: property addresses, geolocation coordinates, inspection dates and times, arrival GPS coordinates, photographs of damaged property, floor plans, and inspection checklists.
- Correspondence and statements: text messages exchanged with insured parties, recorded statements and transcripts, claim notes, and email correspondence.
- Financial and billing data: service entries, time logs, mileage records, expense reports, rate sets, and invoice information related to claim handling and adjuster compensation.
- Adjuster credentials: licensing information, certification numbers, National Producer Numbers, and professional qualifications used for work assignment and compliance.
- Usage data: authentication logs, activity logs, and device/browser information collected automatically when the Service is used.
2. How We Use Your Information
Information collected through the Service is used for the following purposes:
- To investigate, document, and report on insurance claims assigned to R&A by carriers and clients.
- To schedule and conduct property inspections, including geolocation of inspection sites and arrival verification.
- To generate claim reports, expense reports, invoices, and other deliverables for carriers and clients.
- To communicate with insured parties, claimants, attorneys, and other claim participants regarding claim status and inspection scheduling.
- To verify adjuster licensing and qualifications prior to work assignment.
- To track time, mileage, and expenses for billing and adjuster compensation.
- To maintain audit trails of claim activity for regulatory and contractual compliance.
- To provide the Service's core functionality, including offline access and data synchronization.
3. Connected Third-Party Services
The Service integrates with the following third-party services at the direction of authorized users. Each user connects their own account and grants the Service scoped access to perform specific actions:
- Cloud storage (Google Drive, Microsoft OneDrive): used to store and organize inspection photographs and claim documents. The Service accesses only files it creates or those within folders it manages.
- Calendar (Google Calendar, Microsoft Outlook): used to create, update, and view inspection appointments and scheduling conflicts.
- Email (Microsoft Outlook, Gmail): used to send claim correspondence and report deliverables on behalf of the authorized user.
- Salesforce: used to synchronize claim data between the carrier's system of record and the Service.
- DocuSign: used to send recorded statements and documents for electronic signature.
- Microsoft Teams: used to send internal notifications about claim assignments and document submissions.
- Mapping and weather services: used for geocoding property addresses, generating street view imagery, and retrieving historical weather data for loss date analysis.
OAuth access tokens for connected services are stored securely and used only to perform the actions requested by the user. Users may disconnect any service at any time through their profile settings, which revokes the Service's access.
4. Data Sharing and Disclosure
R&A does not sell personal information. Information may be shared in the following circumstances:
- With carriers and clients: claim reports, photographs, expense reports, and related deliverables as required to fulfill the assignment.
- With claim participants: inspection scheduling communications and document requests sent to insured parties, claimants, and their representatives.
- With service providers: third-party services listed above, to the extent necessary to provide the Service's functionality.
- As required by law: in response to legal process, regulatory requests, or as otherwise required by applicable law.
- Internally: among authorized R&A personnel with a legitimate business need to access specific claim records, governed by role-based access controls.
5. Data Security and Access Controls
Access to the Service is restricted to authorized users with credentials issued by R&A administrators. The Service employs row-level security so that each user can only access claims and records assigned to them or their team. Administrative actions are logged. Data is transmitted over encrypted connections and stored in access-controlled databases.
6. Data Retention
Claim data is retained for the duration of the claim lifecycle and thereafter as required by carrier contracts, applicable regulatory requirements, and R&A's records retention policy. Adjuster credential and licensing data is retained for the duration of the working relationship and as required to demonstrate compliance. Users may request deletion of their personal data subject to contractual and regulatory retention obligations.
7. SMS Communications
The Service may send text messages to insured parties for inspection scheduling and claim communication purposes. SMS consent is recorded per claim and may be withdrawn at any time by the recipient. Message frequency varies based on claim activity. Standard message and data rates may apply.
8. User Rights
Authorized users may:
- Access and update their profile and credential information through the Service.
- Connect or disconnect third-party services at any time.
- Request information about the claim data associated with their account.
- Request deletion of personal data subject to retention obligations.
9. Children's Privacy
The Service is not directed to individuals under the age of 18 and does not knowingly collect personal information from children.
10. Changes to This Policy
R&A may update this Privacy Policy from time to time. Changes will be posted to this page with an updated revision date. Continued use of the Service after changes constitutes acceptance of the revised policy.
11. Contact
Questions about this Privacy Policy or requests regarding personal data may be directed to R&A Adjusting's compliance team through the Service's support channels or by contacting your assigned manager.