Privacy policy

This policy covers information handled by Estology ("we," "us") through the Estology website and application (the "Service"). It does not cover the practices of carriers, contractors, adjusters, or any other party you exchange documents with outside the Service.

• For account, billing, and marketing data, we act as the controller.
• For the documents and notes you upload for comparison, we act as a processor / service provider on your instructions — except that we also act as a controller for the limited de-identified data described in section 3, and for security, fraud prevention, and legal compliance.

We do not intentionally collect government identifiers, health information, or financial account numbers. We never receive or store your full card number. Stripe handles card data directly.

Estimates often contain a property address, an insured's or customer's name, a claim number, a policy number, and adjuster or contractor contact details. When you upload a document, that information comes with it.

Who can see your documents

• you and, if the comparison belongs to an organization, that organization's members and administrators;
• anyone you deliberately give a share link to, until you revoke it;
• our automated processing pipeline, and the subprocessors listed in section 8 that host, store, or process the data to run it;
• a small number of authorized Estology personnel, only where needed to investigate a support request, a parsing failure, a security incident, or suspected abuse, and under confidentiality obligations.

Downloads are served through short-lived signed links, not public URLs.

You control what you upload. If a document contains information you do not want processed by a service provider, redact it before uploading. Do not upload documents you lack the right to process.

• to provide the Service: parse documents, align line items, compute differences, generate reports, letters, and exports;
• to authenticate you, operate organizations, and enforce roles and permissions;
• to bill you, meter usage, apply plan caps and rollover, and process refunds;
• to provide support and to diagnose parsing and product failures;
• to secure the Service, detect fraud and free-trial abuse, and enforce our Terms;
• to improve extraction accuracy, matching quality, and benchmarks using de-identified data;
• to send transactional email (receipts, security notices, run results) and, if you opt in, product updates;
• to comply with law and to respond to lawful requests.

We do not use your personal information for third-party advertising, and we do not engage in cross-context behavioral advertising.

To draft narrative summaries and response letters, and to read supporting photos and documents you attach, we send content to third-party model providers through Google's Gemini models accessed via our platform's AI gateway. Before anything is sent, text extracted from uploads is normalized and scrubbed of control characters and instruction-shaped content, and figures are supplied from our own validated computations rather than from document prose.

• Model providers process this content to return a response and are contractually restricted from using it to train their general-purpose models.
• We do not use your documents or their contents to train our own general-purpose models.
• Prompts and model outputs may be retained briefly for abuse monitoring and debugging.
• If you would rather no content reach a model provider, do not use the narrative or evidence-reading features; the comparison itself is computed by our own deterministic parser.

No automated decision is made about you that has a legal or similarly significant effect. Model output is a draft for you to review.

We share information only as follows:

• With your organization. Comparisons, uploads, and reports tied to an organization are visible to its members and administrators.
• At your direction. When you create a share link or send a generated letter, you are disclosing that content yourself.
• With subprocessors. Vendors that host, store, transmit, or process data to run the Service, under contract and only for that purpose.
• For legal reasons. Where required by law, subpoena, or court order, or to protect rights, safety, and the security of the Service. Where we may lawfully do so, we will notify you first.
• In a corporate transaction. In a merger, acquisition, financing, or asset sale, subject to this policy continuing to apply to the transferred data.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

We update this list as our vendors change. Email support@estology.com to be notified of material subprocessor changes.

• Essential cookies and local storage keep you signed in, remember your night-mode preference, and protect against abuse. These cannot be turned off without breaking the Service.
• Analytics measures page views and feature usage in aggregate and runs only after you accept it in the cookie banner. You can change your choice at any time from the banner control.
• We honor Global Privacy Control and "Do Not Track" signals for non-essential analytics.
• We do not use advertising or retargeting cookies.

You can delete individual comparisons in the app at any time and close your account from the account page, which starts deletion of the categories above. Closing your account does not remove uploaded estimates or job files.

If you belong to an organization, its records (including estimates you uploaded for it) belong to the organization rather than to you. You can close your own login at any time, but exporting or deleting the organization’s data is done by its administrators.

• Encryption in transit (TLS) and at rest for stored documents and database records.
• Row-level security on every application table, so records are reachable only by their owner or organization.
• Time-limited signed URLs for every download; no public object URLs.
• Uploaded PDFs are validated, size- and page-limited, and treated as hostile input: active content is recorded and never executed, and text is scrubbed before it reaches a model or the UI.
• Least-privilege internal access, audited, with credentials held only in server-side environments.
• Automated dependency and database security scanning with triage of new findings.

No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify affected accounts and regulators as required by law. Report a vulnerability to support@estology.com.

Depending on where you live, you may have the right to access, correct, delete, or receive a portable copy of your personal information; to object to or restrict certain processing; to withdraw consent; and to appeal a refusal. To exercise a right, email support@estology.com from your account address, or use the export and account-closure controls in the app. Where a right cannot be honoured in full (see clause 10 on estimates and job files, which are retained permanently), we will tell you which records are affected and why.

• We respond within 30 days, or 45 days where U.S. state law allows an extension.
• We verify requests through your account email; for organization data we may route the request to the organization's administrator, who controls that data.
• We will not discriminate against you for exercising a privacy right.
• An authorized agent may submit a request on your behalf with written proof of authority.
• EEA/UK residents may lodge a complaint with their supervisory authority; Swiss residents with the FDPIC.

For residents of California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and other states with comparable laws:

• The categories of personal information we collect, our purposes, and our disclosures are listed in sections 2, 4, and 7. Sources are listed in section 2.
• We have not sold personal information and have not shared it for cross-context behavioral advertising in the preceding 12 months, including information of minors under 16.
• We disclose personal information to subprocessors for business purposes only, under contracts that prohibit other use.
• You may exercise access, correction, deletion, portability, opt-out, and appeal rights as described in section 12.
• We collect no sensitive personal information for the purpose of inferring characteristics.

We operate in the United States, and our subprocessors may process data in the United States and other countries. Where we transfer personal information out of the EEA, the UK, or Switzerland, we rely on the European Commission's Standard Contractual Clauses (with the UK Addendum where applicable) and apply supplementary technical measures including encryption in transit and at rest.

The Service is a business tool and is not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child provided us information, email support@estology.com and we will delete it.

Estimates you upload usually contain information about people who are not our users: an insured, a homeowner, an adjuster, a subcontractor. You are responsible for having a lawful basis to provide that information to us and for any notice or consent that your own privacy obligations require. We process it only to run the comparison you asked for, and to create de-identified data as described in section 3. If one of those individuals contacts us directly with a request, we will refer them to you as the controller of that document unless the law requires otherwise.

We will update this policy as the Service changes. The "Last updated" date always reflects the current version, and we will notify account holders by email or in-app at least 14 days before a material change takes effect. Continued use after that date means you accept the updated policy.

Email us at support@estology.com. We aim to acknowledge privacy and security correspondence within two business days.