Privacy Policy

1. Information We Collect and Where It Is Stored

Details and documents saved on your phone

In the mobile apps, business profiles, including saved business and tax-identification details, are stored securely on your device and are not synced to ClaimBee servers. Certain sensitive individual profile fields, such as a saved Social Security number, are also kept in secure local storage rather than your cloud profile. These saved details support filling the documents you choose to prepare. Information entered into a form may be sent with that form when you use a cloud preparation or submission feature.

When you create a W-9 using the app's built-in template, the completed PDF and its on-device signature are saved on your phone. ClaimBee does not upload or store a server copy of that W-9 through this local workflow. If you choose to share or export it, the app or recipient you select receives the document and handles it under its own practices. Locally saved data is not synced between devices; losing the device or removing app data can make it unavailable.

Information processed and stored by our services

Account details and standard individual profile information are stored in our cloud services. Other PDF workflows, including uploaded documents, server-assisted claim preparation and remote signature requests, can store original, filled, or signed PDFs on our infrastructure. When you ask us to submit a supported claim, we send the completed form and evidence to the settlement administrator on your behalf and keep submission and delivery records. Evidence sent directly from the mobile claim-submission screen is passed to our email provider without a separate server archive. Evidence uploaded for a remotely signed claim is stored on our infrastructure for submission and delivery retries. Email providers and recipients may also retain copies. Retention and deletion are explained in section 7.

Information you provide and information about your account

• Account and profile: Email, account and sign-in identifiers, name, phone number, date of birth, gender where provided, postal address, and profile preferences. Authentication providers process credentials or verification codes; Apple or Google sign-in can supply identifiers and basic profile information you authorize.
• Questionnaires and onboarding: Answers and selections about your location, purchases, brands, or possible settlement eligibility, contact details, and registration progress. Our acquisition providers may process this information before you have a mobile account. We receive the account, purchase, attribution, and response information passed to us to connect and provide the service.
• Claims and documents: Eligibility answers, form fields, saved signatures, uploaded receipts or other evidence, generated or signed PDFs, claim attempts (including unfinished attempts), submission details, delivery status, and reported payout information. Documents and answers may reveal sensitive information depending on the settlement. Provide only what is needed and do not upload unrelated sensitive records.
• Communications: Support requests, feedback, cancellation reasons, survey responses, and information or attachments you choose to send. We also record communication preferences and delivery events such as delivery, bounce, or unsubscribe status.

Payment and access information

We receive purchase email, customer and transaction identifiers, plan, amount, currency, billing and renewal dates, payment status, refunds, and cancellation information from checkout, subscription, and payment providers. Payment records may include billing name, address, phone, card brand, last four digits, expiration details, payment method, and transaction references. Payment providers collect full card details through their payment forms; ClaimBee does not store full card numbers or card security codes in its application database.

We link website purchases to app accounts using purchase email and account, funnel, and payment identifiers. Download and sign-in links can carry identifiers or an email address for attribution and account activation. A purchase record can exist before app installation and remain necessary for billing even if the app is never installed.

Usage, tracking, and diagnostic information

We and integrated providers process IP address, browser and device information, operating system, app version, language, time zone, timestamps, session and installation identifiers, referral and campaign information, and interactions such as screens viewed, onboarding steps, paywall and purchase events, and claim progress. Where available and permitted, attribution services may use advertising identifiers. We also process push-notification tokens, crash or error diagnostics, and activity records used for security, support, and payment disputes. Gmail and voice data are described in sections 3 and 4.

2. Purposes and Legal Bases

We use information to authenticate accounts; connect website purchases with app access; match possible settlements; prepare and deliver claims; save progress; manage subscriptions; send account, claim, and billing communications; answer support requests; and process refunds. We also use it to measure acquisition and product use, improve reliability, prevent fraud, respond to payment disputes, and comply with law.

Where the EEA or UK data-protection framework applies, we rely on performance of our contract for requested account, purchase, and claims services; legal obligations for required records and lawful requests; and legitimate interests for proportionate security, fraud prevention, service improvement, and dispute handling, balanced against your rights. Where required, we rely on consent for optional tracking, marketing, connected-account access, and processing requiring specific permission. Device permission alone does not authorize unrelated uses of information.

Some claim materials can contain legally sensitive categories of data. Where an additional legal condition is required, processing must satisfy that condition, such as explicit consent or necessity for legal claims, as applicable. You may decline optional features; without information necessary for a particular feature, we may be unable to provide it. Automated matching suggests possibilities and does not decide legal eligibility or award compensation.

3. Optional Gmail Connection

If you connect Gmail, Google asks you to authorize access. The current scanner retrieves message identifiers and metadata, including sender, subject, and date, to find potential settlement matches. It does not retrieve message bodies or attachments for matching. We store an encrypted authorization refresh token to support subsequent scans while connected, along with scan history and matching results that can include sender and subject details.

Scan reports may include your name, matched settlements, sender and subject clues, and suggested Gmail searches. We generate PDF reports, deliver results by email, and store reports using our infrastructure providers. Operational notifications can include your email and a report link for our team. Some report links can be opened by anyone who has the link; treat them as private and do not forward them unless you intend to share the contents.

Gmail metadata is used for the connected matching and reporting feature; the current matching pipeline does not send it to an AI model to train a general-purpose system. You can disconnect Gmail in the app and revoke access in your Google Account connections. Revoking access stops future authorized retrieval; it does not itself delete previously generated reports or records. Contact us to request deletion of those copies. Google API access is subject to the Google API Services User Data Policy, including its Limited Use requirements. Those restrictions take precedence over the general purposes and sharing provisions in this Policy for Google API data and data derived from it. They prohibit advertising uses and generalized AI-model training and limit transfers and human access to permitted purposes and exceptions. A business transfer involving this data requires the prior express consent required by Google's policy.

4. AI and Voice Assistance

When you use AI-assisted form preparation, relevant form or document content and profile information can be sent to AI providers to identify fields and suggest values. Current integrations include OpenAI and Anthropic. When you use cloud voice filling, microphone audio is streamed to OpenAI for transcription, and transcript text and field descriptions are processed to extract proposed answers. The resulting values can become part of your saved profile or claim when you use them.

A separate native dictation flow in parts of the iOS app uses Apple speech recognition. It runs on your device where supported; otherwise audio may be processed by Apple over the network. Its transcript can still be sent to OpenAI to extract profile fields. We process feature-usage and diagnostic records, including session timing, errors, and model-usage information. Voice-fill diagnostic logs may also include dictated text and extracted answers and can be sent to Firebase Crashlytics. Provider-side processing and retention are separate from the data stored in your ClaimBee account. Do not dictate unrelated sensitive information. You can use manual entry instead, stop recording, or revoke microphone permission in device settings. Review suggested values before saving or submitting.

5. Recipients of Information

Depending on the features and purchase channel you use, recipients include:

• Hosting and storage: Google Firebase/Google Cloud for authentication, account and claim records, files, and notifications; Cloudflare for stored documents and report delivery.
• Checkout and subscriptions: Stripe, FunnelGrove, Web2Wave, Apphud, Apple, and Google for payments, purchase records, subscription status, attribution to accounts, and access activation. Store and payment providers also process information under their own privacy notices and legal obligations.
• Communications and operations: Resend for transactional and other service emails, and Slack for operational notifications and support coordination. Authorized personnel may access information needed for support, delivery troubleshooting, or account administration.
• AI assistance: OpenAI and Anthropic for the relevant form, document, and voice processing described above; Apple for native speech recognition where on-device processing is unavailable.
• Analytics and acquisition: Mixpanel, AppsFlyer, and Firebase Analytics for usage measurement and attribution, and Firebase Crashlytics for diagnostics, where integrated and enabled. Mixpanel receives account identifiers and profile properties that can include name, email, and subscription status alongside events. Diagnostic records can contain the voice information described in section 4. The data and controls vary by platform.
• Payments and disputes: Stripe, Merchanto, card networks, issuing banks, and other relevant financial participants for transaction identification, fraud prevention, and dispute review. This can include billing contact details, order and payment records, IP or device context, service-use and delivery records, and relevant evidence of purchase or account activity.
• Claim recipients: Settlement administrators and other recipients you direct us to contact receive the forms, signatures, evidence, and contact information needed for your submission. Their handling of submitted information is governed by their own notices and legal obligations; deleting ClaimBee does not withdraw a claim or delete an administrator's records.

We may also disclose information to professional advisers, where required by law, to protect rights or investigate abuse, or in a business transaction such as a merger or sale, subject to applicable protections. We do not sell personal information for money. Disclosures for analytics or advertising measurement can have broader legal meanings under state privacy laws; see sections 6 and 8 for choices and requests.

6. Cookies, Analytics, and Acquisition

We track actions such as app opens, screens viewed, onboarding and purchase steps, and claim progress, together with the device and account information described in section 1. These records can be sent to our servers and analytics providers; they do not stay only on your phone. For the local W-9 workflow, analytics records feature actions such as creation, signing, and sharing, without the PDF contents or the form values you enter.

Cookies, local storage, SDKs, and links can maintain sessions, remember settings, connect a website visit or purchase to an app installation, and measure product use and campaign performance. Account identifiers, including hashed identifiers, may link events across sessions; hashing does not make information anonymous. Our website acquisition flows are hosted separately from the subscriber web app, so tools and choices can differ between those surfaces.

Use available analytics controls in the app, device tracking-permission settings, and browser storage controls. An app analytics setting does not automatically change tracking on a separate website or delete past events. Blocking necessary storage may prevent sign-in or other features. Where consent is required for nonessential tracking, it must be obtained through the relevant consent mechanism; this Policy does not replace that choice. Contact us if you cannot find an applicable opt-out or need to exercise a statutory sale or sharing opt-out.

7. Retention and Account Deletion

Retention depends on the purpose and record: account and claim data support ongoing service; payment and dispute records support accounting, legal duties, and disputes; operational records support security and troubleshooting. We consider necessity, sensitivity, legal requirements, and outstanding disputes rather than applying one period to every category. De-identified information may be retained only where it can no longer reasonably be linked to you.

Request account deletion through the mobile app's Profile and account settings using Delete Account, or email hello@claimbee.app with the subject "Account Deletion Request" and the email associated with your account. You can also request deletion of website questionnaire or purchase-linked information if you never installed the app.

The account-deletion flow removes core profile, authentication, submitted-claim and attempt records, connected Gmail authorization and eligibility data, and associated files covered by that flow. It does not instantly erase every copy: separate reports, operational and analytics records, communications, payment or dispute records, backups, and information held by providers or settlement recipients may remain. Requests involving those records require separate review and, where applicable, coordination with providers. Contact us about any report link or other copy that remains accessible after deletion.

We may retain information where required or permitted for legal, accounting, fraud-prevention, or dispute purposes; a deletion request does not override those requirements. Cancel recurring subscriptions through the purchase channel before deleting the account, or ask support to handle both. Deletion, billing cancellation, and withdrawing an already submitted settlement claim are separate actions.

8. Your Rights and Choices

Depending on your location and applicable law, you may request access to your information, a copy or portable version, correction, deletion, restriction, or objection to certain processing. You may withdraw consent without affecting prior lawful processing and complain to your local data-protection authority. EEA and UK rights include objecting to legitimate-interest processing and direct marketing.

Where applicable, U.S. state privacy rights may include knowing the categories, sources, purposes, and recipients of collected information; opting out of sale, sharing, or targeted advertising; limiting certain uses of sensitive information; and appealing a denied request. The categories and purposes are described in sections 1–6. You may use an authorized agent where permitted and will not be unlawfully discriminated against for exercising rights.

Send requests to hello@claimbee.app. Tell us the right you want to exercise and your account or purchase email. We may request proportionate information to verify identity or authority, and will respond within applicable legal deadlines. If we cannot fully honor a request, we will explain the reason and available next steps. An appeal may be sent to the same address marked "Privacy Appeal."

Use unsubscribe links to stop the relevant optional emails and available notification settings to control reminders. We may still send necessary security, account, purchase, or other transactional messages. Email unsubscribe does not cancel a paid plan. Device settings control push notifications, microphone access, and tracking permissions; Gmail access can also be revoked through Google.

9. International Processing

Auxilin LLC is based in the United States. Information may be processed in the U.S. and other countries where our providers operate, whose laws may differ from those of your residence. Where transfer safeguards are legally required, applicable transfers must have a valid mechanism, such as an adequacy decision or appropriate contractual safeguards. Contact us for information about the safeguards relevant to your data. Use of the Services alone is not consent to waive transfer protections.

10. Security

We use technical and organizational measures, including authenticated account access, access controls, encrypted transport, and encryption for stored Gmail authorization tokens. No system or transmission is completely secure. Protect your sign-in codes, credentials, and private document links. Report suspected unauthorized access or an exposed document to hello@claimbee.app.

11. Children

The Services are intended for adults aged 18 or older. We do not knowingly collect personal information from children through their use of the Services. If you believe a child has provided information, contact us so we can investigate and take appropriate action.

12. Policy Changes

We may update this Policy and will revise the date above. We will provide additional notice of material changes and seek new consent where required. Continuing to use the Services does not replace consent when a new use of data legally requires it.

13. Contact

Auxilin LLC
3962 Fairlands Drive
Pleasanton, CA 94588
United States
Email: hello@claimbee.app