Privacy Policy

Effective April 24, 2026. This policy describes how Intellency, Inc. ("Intellency," "we," "us") collects, uses, and safeguards information from users of our platform and websites.

1. Information we collect

We collect information that you provide directly, information generated as you use the service, and information from third-party integrations you connect.

• Account data: name, email, company, phone, authentication factors (passkeys, TOTP secrets are stored only in hashed or encrypted form).
• Operational data: claim records, inspection photos, forms, routing data, billing and payout records.
• Device & usage data: IP address, browser or device identifiers, session logs, and audit events for security and diagnostics.
• Integration data: data retrieved from third-party systems you explicitly connect (e.g., accounting, claims platforms), limited to the scopes you authorize.

2. How we use information

We use information to operate, secure, and improve the platform. Specifically:

• to provide the services and features you use — dispatch, inspection, billing, training;
• to authenticate users and audit sensitive actions;
• to communicate with you about service status, security, and product updates;
• to debug, monitor, and improve reliability;
• to comply with legal obligations and enforce our Terms.

We do not sell personal information. We do not use your claim data to train third-party AI models.

3. How we share information

We share information only as needed to operate the platform:

• Within your tenant: data you enter is visible to authorized users of your organization, per the role-based access controls you configure.
• Subprocessors: infrastructure, authentication, email, and observability providers under contract. A current list is available on request.
• Legal & safety: where required by law, subpoena, or to protect the platform or its users.
• Corporate events: in connection with a merger, acquisition, or asset sale, with notice to affected tenants.

4. Data security

Intellency is built passkey-first. Credentials use WebAuthn where available and TOTP for second-factor. Data is encrypted in transit (TLS) and at rest. Tenants are logically isolated. Administrative and impersonation actions are logged and available to tenant admins on request.

5. Data retention

We retain tenant data for the duration of your subscription plus a reasonable period to satisfy legal, audit, or dispute requirements. You may request deletion of data at any time; some information may persist in backups for a limited period before being expunged.

6. Your choices and rights

• Access, correct, or export your data through the platform or by contacting us.
• Request deletion of your account data. We will confirm deletion, subject to legal retention obligations.
• Opt out of non-essential email communications. Transactional and security notifications are required for service operation.

7. Cookies and similar technologies

We use strictly necessary cookies for authentication and session state, and a minimal set of first-party analytics cookies to understand feature usage. We do not use advertising cookies or cross-site trackers.

8. International transfers

Our infrastructure is based in the United States. If you access the service from outside the U.S., your information will be transferred to and processed in the U.S. under appropriate safeguards.

9. Children

The platform is not directed to children under 16, and we do not knowingly collect personal information from them.

10. Changes to this policy

We will post material changes to this policy on this page with an updated effective date, and we will notify tenant admins by email where required.

11. IntellencyInspector iOS app

The IntellencyInspector iOS app is the field companion for inspectors and shares the privacy practices above. To align with Apple's App Store Privacy Nutrition Label, the table below enumerates exactly what the app collects, why, and whether it is linked to your identity or used for tracking. The app does not use any third-party tracker, advertising SDK, or analytics product beyond Firebase Analytics. None of this data is used to track you across other companies' apps or websites.

• Contact info — email, name: tied to your inspector account so we can authenticate you and attribute notes and uploads. App Functionality, Account. Linked to user. Not used for tracking.
• Identifiers — user ID: the Firebase Auth UID and your tenant inspector record ID, used to scope every read and write to your account. App Functionality, Analytics. Linked to user. Not used for tracking.
• Location — coarse & precise: used only to calculate drive-time estimates between your scheduled claim stops and to set your home base for routing. Precise location is required by Apple's MKDirections API; coordinates are sent to Apple Maps for the routing query and not retained by us. App Functionality. Linked to user. Not used for tracking.
• User content — photos & documents: inspection photos, RAF PDFs, and adjuster-cancelled docs you capture, uploaded to your tenant's Firebase Storage bucket. Captions and notes you write are stored as text. App Functionality. Linked to user. Not used for tracking.
• Usage data — product interaction: Firebase Analytics captures coarse-grained screen views and feature taps so we can prioritize improvements. App Functionality, Analytics. Linked to user. Not used for tracking.
• Diagnostics — crash & performance data: Firebase Crashlytics records crashes and basic performance metrics. App Functionality. Linked to user. Not used for tracking.

Camera, photo library, location, and microphone permissions are requested only when first needed and can be revoked at any time from iOS Settings → IntellencyInspector. The app degrades gracefully when permissions are denied; you simply lose the corresponding feature.

Background uploads use iOS's native URLSession background mode. Once a photo or document is queued, the iOS daemon (nsurlsessiond) completes the transfer to our backend even if you close the app. No third party sees the bytes — they go directly from your device to your tenant's Firebase Storage and then onward through your company's XactAnalysis integration if you mark the upload as external.

12. Deleting your account

You can delete your inspector account and the personal data tied to it at any time, by either method below. We confirm deletion by email and complete it within 30 days, subject to the legal-retention exceptions noted below.

• In the app: open IntellencyInspector → Settings → Account → Delete Account, then confirm. This removes your sign-in credentials, name, email, device pairing, and personal app settings.
• By email: write to privacy@intellency.com from your account email with the subject "Delete my account." We verify ownership and process the request on the same timeline.

What deletion removes: your authentication identity (Firebase Auth user), your inspector profile, your device pairing, and personal preferences. After deletion you can no longer sign in and the app returns to its unpaired state.

What may remain: Intellency operates as a data processor on behalf of the company (tenant) that issued your inspector account — your employer is the data controller. Inspection photos, documents, and claim records you created in the course of work belong to that tenant's account and are not removed by deleting your personal account; their retention is governed by your employer's policies. To request removal of tenant-owned operational data, contact your organization's administrator, or have an admin email us. We may also retain a minimal record where required for legal, tax, audit, or dispute purposes, and limited copies may persist in encrypted backups for a short period before being expunged.

13. Contact

Questions about this policy or your data? Email us at privacy@intellency.com.