Privacy Policy

2Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, password, and profile details
• Business Information: Company/firm name, business address, professional license numbers, tax identification
• Appraisal Case Data: Property addresses, claim numbers, policy information, inspection details, party contact information (adjusters, opposing appraisers, umpires)
• Documents: Photos, estimates, reports, invoices, and other files you upload
• Financial Information: Billing address and payment details (processed securely through Stripe; we do not store full credit card numbers)
• Communications: Support requests, feedback, and correspondence with us

2.2 Information Collected Automatically

• Device Information: Browser type, operating system, device identifiers
• Usage Data: Pages visited, features used, actions taken, time spent
• Log Data: IP address, access times, referring URLs, error logs
• Location Data: General geographic location based on IP address (we do not track precise GPS location)

2.3 Information from Third-Party Integrations

When you connect third-party services to AwardLettr, we may receive information from those services as you authorize:

• Google Calendar: Calendar events and free/busy information to enable scheduling features
• CompanyCam: Project and photo data linked to your appraisals
• SignWell: E-signature status and signed document information
• Accounting Software: Invoice and payment data if you enable accounting integrations

3How We Use Your Information

We use the information we collect to:

• Provide and Maintain the Service: Process appraisals, generate documents, manage schedules, and deliver core functionality
• Communicate with You: Send booking confirmations, notifications, invoices, and respond to your inquiries
• Improve the Service: Analyze usage patterns, identify issues, and develop new features
• Ensure Security: Detect and prevent fraud, abuse, and unauthorized access
• Comply with Legal Obligations: Meet regulatory requirements and respond to lawful requests
• Personalize Your Experience: Remember your preferences and customize the interface

4Information Sharing

We share your information only in the following circumstances:

4.1 Service Providers

We work with trusted third-party companies that help us operate the Service:

• Supabase: Database hosting and authentication
• Vercel: Application hosting and delivery
• Stripe: Payment processing
• AWS SES: Email delivery
• Carbone: Document generation
• SignWell: Electronic signatures
• Google: Maps and calendar services

These providers are contractually obligated to protect your data and use it only as directed by us.

4.2 Appraisal Process Participants

As part of the appraisal process, certain information may be shared with parties involved in your cases (adjusters, opposing appraisers, umpires) when you use features like scheduling, document signing, or award distribution. You control when and how this sharing occurs.

4.3 Legal Requirements

We may disclose information when required by law, subpoena, court order, or to protect our rights, safety, or property.

4.4 Business Transfers

If AwardLettr is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5Data Security

We implement comprehensive security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based permissions and multi-factor authentication options
• Infrastructure: SOC 2 Type II compliant hosting providers
• Monitoring: Continuous security monitoring and intrusion detection
• Row-Level Security: Database-level isolation ensures you can only access your own data
• Regular Audits: Periodic security assessments and penetration testing

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to implementing and maintaining reasonable safeguards.

6Data Retention

We retain your information as follows:

• Active Accounts: Data is retained as long as your account remains active
• Closed Accounts: Upon account deletion request, we delete or anonymize your data within 30 days, except as required for legal compliance
• Legal Requirements: Certain records may be retained longer to comply with legal, tax, or regulatory obligations (typically 7 years for financial records)
• Backups: Encrypted backups are retained for disaster recovery and automatically purged after 90 days

7Your Rights

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

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data ("right to be forgotten")
• Data Portability: Export your data in a machine-readable format
• Restriction: Request limitation of processing in certain circumstances
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw previously given consent at any time

To exercise these rights, contact us at privacy@awardlettr.com. We will respond within 30 days. We may need to verify your identity before processing requests.

8Cookies & Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication, security, and basic functionality
• Preference Cookies: Remember your settings and preferences (e.g., dark mode)
• Analytics Cookies: Help us understand how you use the Service to improve it

We do not use advertising or tracking cookies. You can control cookies through your browser settings, but disabling essential cookies may prevent you from using certain features.

9Third-Party Services

Our Service integrates with third-party services that have their own privacy policies. When you connect these services, your use is also subject to their terms:

• Google Privacy Policy (Calendar, Maps)
• Stripe Privacy Policy (Payments)
• SignWell Privacy Policy (E-Signatures)
• CompanyCam Privacy Policy (Photos)

We encourage you to review these policies before connecting third-party services.

10Children's Privacy

AwardLettr is a business-to-business service designed for professional appraisers. Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will promptly delete it.

11International Users

AwardLettr is based in the United States. If you access our Service from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

By using our Service, you consent to the transfer and processing of your information in the United States. We implement appropriate safeguards to protect your data during transfer.

12Changes to This Policy

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

• We will update the "Last updated" date at the top of this page
• We will notify you via email or in-app notification for significant changes
• Your continued use of the Service after changes constitutes acceptance

We encourage you to review this policy periodically.

13Contact Us

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

We aim to respond to all privacy inquiries within 30 days.