Draft — not legal advice, not reviewed by counsel. See README.md.
Effective [EFFECTIVE_DATE — not set]
SuppSmith is operated by HVN Group Limited, a company incorporated in Hong Kong. US mail: [US_MAILING_ADDRESS — not set]. Phone: [US_PHONE — not set]. 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.
- Everything is processed and stored in the United States.
- 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 AI model or shown in our internal quality-review queue. The model provider is Anthropic; requests are pinned to US inference. Under Anthropic's commercial terms, API inputs and outputs are not used to train their models.
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. That is the only
circumstance in which we retain estimate content for a purpose beyond serving you, and it
requires your explicit consent at upload.
6. Who we share it with
Only the service providers listed in subprocessors.md, each for the stated purpose, each
processing in the United States. 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; deleted within 30 days of account closure |
| The redaction mapping | Same as the document it belongs to |
| Free-audit uploads | Per sample-estimate-contribution.md |
| Events (append-only ledger) | Retained for the account's life; PII is redacted before an event is written |
| Billing records | As tax and accounting law requires |
You can ask us to delete a specific estimate at any time and we will, unless we are required 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. All processing and storage is in US regions. We test, as a release requirement, that no personal information from our fixture set appears in any AI request log.
No system is perfectly secure, and we do not claim otherwise.
10. International transfers
HVN Group Limited is in Hong Kong. The service runs in the United States and your data is processed there. Our staff in Hong Kong may access data in the course of operating and supporting the service.
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 · [US_PHONE — not set] · HVN Group Limited, [US_MAILING_ADDRESS — not set]