Draft — not legal advice, not reviewed by counsel. See README.md.
Effective 13 October 2026
SuppSmith is operated by HVN Group Limited, a company incorporated in Hong Kong. Mail: Flat/Rm 01, 27/F, Comweb Plaza, 12 Cheung Yue Street, Lai Chi Kok, Kowloon, Hong Kong. Email: support@suppsmith.com.
1. The short version
- You upload collision estimates. We read them, flag what was missed, and show you the citation. We never send your documents, or anything derived from them, to an insurer.
- Estimates contain your customer's personal information. We strip it on receipt, before any of it reaches an AI model.
- Estimate documents are stored in the United States. Model requests go through OpenRouter with data collection denied (no training on the content, no prompt logging). That is not a contractual promise of US-only inference.
- We do not sell personal information, and we do not share it for cross-context behavioural advertising.
2. What we collect
Account and shop data — your name, work email, mobile (if you give it), shop name and address, estimating system, the carriers and DRP programmes you work with, your labour and paint materials rates, and your billing status.
Estimate documents — the PDFs or EMS exports you upload or forward to your intake address, and the normalised data we derive from them: line items, operations, quantities, hours, rates, part numbers, totals, carrier, and vehicle year/make/model.
Your customer's personal information, contained in those documents — customer name, address and phone; VIN; plate; claim and policy numbers; adjuster contact details; and RO number. You are the source of this; we handle it on your behalf (section 5).
Usage data — pages viewed, actions taken in the app, and error diagnostics. Collected server-side. We do not run session-replay tooling, and never on the upload page.
3. Redaction, and what reaches the AI model
On receipt, before an estimate enters the analysis pipeline, we redact: customer name, address and phone; VIN (we keep the last six characters, hashed); plate; claim and policy numbers; adjuster contact; and RO number.
Only the redacted copy is sent to the model or shown in our internal quality-review queue. Requests go through OpenRouter. The primary model is Mistral Medium. If that call fails, the same redacted request is tried once with Amazon Nova Pro. Each request sets data collection to deny, so the provider is asked not to train on the content and not to keep a prompt log. We do not call Anthropic. We do not promise a contractual US-only inference geography for that hop.
The mapping that would let redacted values be restored is stored separately from the document and is not sent to any model.
Line items, operations, quantities, hours, rates, part numbers and totals are not redacted — they are the substance of the estimate and the thing being analysed.
4. Why we use it
To parse your estimates and generate flags; to draft supplement wording at your rates; to show you recovery outcomes; to run quality review when parsing fails or produces disagreement; to support you; to bill you; and to keep the service secure. We also use aggregate, de-identified data to measure and improve accuracy.
5. Your customer's information — our role
For the personal information of your customers that arrives inside an estimate, you are the business or controller and we act as your service provider or processor. We use it only to provide the service to you and on your instructions. We do not sell it, do not share it for advertising, and do not retain it beyond section 7.
If you submit estimates through the free audit, additional terms apply to how those
specific files may be used — see sample-estimate-contribution.md. Keeping a redacted
estimate to measure accuracy (the golden set) is a purpose beyond serving you. It requires
an explicit opt-in: sample-use consent on that audit, or a shop-level opt-in under those
same terms. Reviewing a failed extraction so we can deliver what you asked for is part of
the service, and it does not add the estimate to that set.
6. Who we share it with
Only the service providers listed in subprocessors.md, each for the stated purpose, on
the terms that page describes. We will also disclose information where legally required.
We do not share your estimates, flags, supplements or outcomes with any insurance carrier, carrier-affiliated entity, or information provider. This is a design constraint of the product, not only a policy commitment.
If HVN Group Limited is involved in a merger or acquisition, information may transfer to the successor, who will remain bound by this policy or give you notice before changing it.
7. How long we keep it
| Data | Retention |
|---|---|
| Estimate documents and derived data | For your account's life. Deleting one estimate scrubs the document and removes the file once no live estimate still references it. A de-identified skeleton may remain in the event log: the file fingerprint, the carrier name on a suppressed flag, rule ids, tiers, amounts, and who acted. On account closure, customer estimate content is deleted within 30 days (data-retention.md) |
| The redaction mapping | Same as the document it belongs to; removed with that document |
| Free-audit uploads | Per sample-estimate-contribution.md. Closing a shop account does not by itself delete a sample you contributed |
| Events (append-only ledger) | Kept for the account's life. Personal information is redacted before an event is written. After an estimate is deleted, or after account closure, what can remain is the de-identified skeleton above — not the document |
| Billing records | As tax and accounting law requires. They are not deleted on account closure |
You can ask us to delete a specific estimate at any time. We scrub the document and remove the file when no live estimate still references it. The de-identified skeleton listed above may remain in the event log. We will not delete a record where the law requires us to keep it.
8. Your rights
Depending on where you are, you may have the right to access, correct, delete or port your personal information, and to appeal a refusal. California residents have rights under the CCPA/CPRA including access, deletion, correction, and to know what we collect; we do not sell personal information or share it for cross-context behavioural advertising, so there is nothing to opt out of on that front. We will not discriminate against you for exercising any right.
To exercise a right, email support@suppsmith.com. We will verify you are who you say you are, and respond within the time the applicable law allows.
If your request concerns personal information we hold on behalf of a shop — for example, you are a vehicle owner whose details appeared in an estimate — please contact that shop. We will refer such requests to them.
9. Security
Documents are held in private storage with per-object access control and row-level security. Access is authenticated; internal access to unredacted documents is limited to what support and quality review require. Storage and application hosting are in US regions. We test, as a release requirement, that no personal information from our fixture set appears in any model request log.
No system is perfectly secure, and we do not claim otherwise.
10. International transfers
HVN Group Limited is in Hong Kong. Estimate storage and application hosting run in the United States. Our staff in Hong Kong may access data in the course of operating and supporting the service. Model requests are described in section 3. They are not a promise of US-only inference.
11. Children
The service is for businesses. It is not directed to anyone under 18 and we do not knowingly collect their information.
12. Changes
We will post the new version here and update the date above. For material changes affecting how we handle estimates, we will email account holders before it takes effect.
13. Contact
support@suppsmith.com · HVN Group Limited, Flat/Rm 01, 27/F, Comweb Plaza, 12 Cheung Yue Street, Lai Chi Kok, Kowloon, Hong Kong