Privacy

Privacy Policy

Last updated 2026-10-11

This policy explains what Next Million Consulting LLC ("Next Million", "we", "us") collects when you use Claims Reaper (the "Service"), why, who else touches it, how long we keep it, and what you can ask for. It is part of our Terms of Use and Software Agreement. It is written for tree contractors, not lawyers. If anything is unclear, email us and we will answer in plain English.

1. What we collect

Account details. Your email, company name, state, phone number, how you heard about us, and the version of the Terms you accepted with the date, time, IP address and browser of acceptance.

Claim files you create. Photos and their embedded data (including time and, if your phone adds it, location), invoices, contracts, voice notes and the text we make from them, chat messages, the property address, the homeowner's name and contact details, the insurance company, claim number, adjuster and other contacts, deductibles, payments and offers, and every email sent or received on the claim through the Service.

Working state. The state you pick on the public site, stored in a cookie and in your browser, so pages show the right rules. If you have not picked one, we may guess from your approximate location as reported by our hosting provider.

Emails. On plans with claim email addresses, each claim gets an address at a domain we control. Emails you approve go out through it and replies come back into the claim file. We keep the full content, headers and attachments as part of the file. Mail to our public contact address is forwarded to the person who handles it.

Payment details. If you buy credits, our payment processor collects your card details. We receive a token, the last four digits, and the transaction history, not the full card number.

Usage and device data. Pages you open, actions you take, the time you take them, your browser and device type, IP address, approximate location from the IP, referring page, and error reports, so we can keep the Service working, fix what breaks and understand what gets used. We do not run third-party advertising trackers.

Assistant and support messages. What you type into the AI assistant and any bug report or screenshot you send us.

Information about other people. Claim files naturally contain details about people who are not our users: homeowners, adjusters, crew members. You are responsible for having the right to put those details into the Service. We use them only to run the Service for you.

2. Why we use it

• To run the Service: build claim packages, draft and (on some plans) send claim emails, keep the follow-up schedule, show the right state rules, and sign you in by emailed link.
• To answer your questions in the AI assistant and to support you, including when our staff work a claim with you on a paid plan.
• To bill for credits and prevent fraud and abuse.
• To keep the Service secure and working, and to investigate misuse.
• To improve the Service. We may use data that no longer identifies you, your company, your customer or the property to study patterns across claims, improve features, train or tune the tools we build, and describe the Service to others.
• To contact you about your account, changes to our terms, and the Service, by email and by text to the number you gave us. You can opt out of marketing at any time; we will still send account and legal notices.
• To meet legal obligations, respond to lawful requests and enforce our terms.

3. Who else processes it

We do not sell your data and we do not share it with other tree companies. We share it only as follows.

• People you choose to email. When you approve a send, the email and its attachments go to the adjuster, carrier, homeowner or other recipient you picked.
• Service providers working for us, under contracts that limit them to processing data on our instructions:
  • hosting and database providers that store the app and your files;
  • Resend, which delivers the emails the Service sends and receives the replies;
  • AI model providers (currently Anthropic and Google) that process the text, photos and voice notes you give the Service in order to draft, caption, transcribe, summarize and answer. We send them only what is needed for the task. Under their terms for business customers they do not use it to train their models;
  • weather and public-records data providers we query with a property address and date to build storm reports;
  • a payment processor for credit purchases;
  • error-monitoring, analytics and messaging tools that receive usage, device and contact data.
• Our staff and contractors, when you are on a plan where we work claims with you, when you ask us for help on a specific file, or when we investigate a problem.
• Legal reasons. If the law requires it; to respond to a subpoena, court order or lawful government request; to protect our rights, property or safety or anyone else's; or to enforce our terms.
• Business transfers. In connection with a merger, sale, financing or reorganization of our business, in which case your data may transfer to the successor. We will tell you if that happens.
• With your consent, for anything else.

4. Cookies and similar tools

We use a small number of cookies and browser storage items, all set by us: a session cookie that keeps you signed in, a cookie and a browser storage item that remember the state you picked, and technical items the framework needs to work. We do not use advertising cookies. You can clear or block cookies in your browser, but signing in and the state picker will not work without them. We do not respond to "Do Not Track" signals because there is no agreed standard for them.

5. How long we keep it

• Claim files stay as long as your account is open, so you have a record of each job.
• Closed accounts. When you close your account, we delete your claim files and account details within 30 days, except what we must keep for legal, tax, billing or dispute reasons, and copies already sent at your direction to other people.
• Emails are kept with the claim file they belong to and deleted with it.
• Usage logs and error reports are kept for up to 12 months.
• Terms acceptance and billing records are kept for as long as we might need to show what you agreed to and what you paid, typically seven years.
• Backups may hold copies for up to 90 days after deletion.
• De-identified data is not personal data and may be kept indefinitely.

6. Your choices and rights

• See it. Email us and we will send you a copy of the data we hold about your account.
• Fix it. You can edit most claim details in the app. For anything else, email us.
• Delete it. Email us from the address on your account and ask. We will confirm and delete within 30 days, subject to the exceptions above.
• Export it. Ask and we will give you your claim files in a common format.
• Close your account. Email us. Export your claim files first if you want to keep them.
• Marketing. Every marketing email has an unsubscribe link; reply STOP to any marketing text.
• State privacy rights. If a state privacy law applies to you (for example California, Colorado, Connecticut, Virginia, Texas or Florida), you may have rights to access, correct, delete and port your data, to opt out of certain sharing, and not to be discriminated against for using those rights. We do not sell personal data or use it for targeted advertising. To use these rights, email us; we may need to verify who you are. If we refuse a request you can appeal by replying to our answer.

If you are a homeowner, adjuster or other person whose details are in a contractor's claim file, the contractor controls that file; contact them first. You can also email us and we will help where we can.

7. Security

We encrypt data in transit, store it with providers that encrypt it at rest, and limit who on our team can see it. Sign-in links expire and work only from the email address they were sent to. No system is perfectly secure, and you are responsible for keeping your email account and sign-in links private. If we learn of a breach that affects your data, we will tell you as the law requires.

8. Children

The Service is for businesses. It is not for anyone under 18, and we do not knowingly collect data from children. If you think a child has given us data, email us and we will delete it.

9. Where data lives

We are based in the United States and store and process data there, with providers that may operate in other countries. If you use the Service from outside the United States, you agree to your data being transferred to and handled in the United States, where the privacy laws may differ from yours.

10. Changes

We may update this policy. If a change matters, we will email the address on your account before it takes effect; other changes take effect when posted. The date at the top shows the current version.

11. Contact

Next Million Consulting LLC, maker of Claims Reaper. Email info@claimsreaper.com with any question or request about this policy.