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ClaimFileHQ

Privacy & Cookie Policy

Effective date: June 28, 2026

This page is a general summary and not legal advice. Have it reviewed by counsel before launch and tailor it to your specific data practices.

Who we are

ClaimFileHQ (“ClaimFileHQ”, “we”, “us”) operates the website at claimfilehq.com and the ClaimFileHQ application. ClaimFileHQ is a product of REG Digital Holdings. For privacy matters we act as the data controller for personal information collected through this website, and as a processor for the claim and customer data your team enters into the application. You can reach us at support@claimfilehq.com.

Information we collect

  • Information you provide — when you create an account, request early access, contact us, or book a demo: your name, email address, company, role, and anything you choose to share.
  • Application data — when you use ClaimFileHQ, we process the claim, file, document, and contact data you and your team enter.
  • Automatically collected data — basic device, log, and usage information (such as IP address, browser type, and pages viewed), and information from cookies and similar technologies (see “Cookies” below).

Cookies & similar technologies

We use cookies and similar technologies to operate the site and, with your consent, to analyze usage and support marketing. When you first visit, a banner lets you accept all, reject non-essential cookies, or choose by category. You can change your choices at any time using the “Cookie Settings” link in the footer.

  • Strictly necessary — required for the site to function (security, load balancing, and remembering your cookie choices). These are always on and do not require consent.
  • Analytics — help us understand how the site is used so we can improve it. Set only with your consent.
  • Marketing — used to measure campaigns and show relevant content. Set only with your consent.

Non-essential cookies and tags are not loaded until you consent. Where required (e.g. in the EU/UK), we rely on your consent as the legal basis; you can withdraw it at any time without affecting prior processing.

How we use your information

We use your information to provide and improve the service, respond to inquiries, communicate about your account or early access, keep the platform secure, and meet legal obligations. We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Legal bases (EU/UK GDPR)

  • Consent — for non-essential cookies and optional marketing communications.
  • Contract — to provide the service and account you request.
  • Legitimate interests — to secure, maintain, and improve the service, balanced against your rights.
  • Legal obligation — to comply with applicable law.

How we share information

We share personal information only with service providers (processors) who help us run the service under appropriate contracts, when required by law or to protect rights and safety, and in connection with a business transfer (e.g. merger or acquisition). We do not sell your personal information.

Data storage & security

Data is stored on SOC 2 Type II–certified cloud infrastructure and encrypted in transit and at rest. Access is limited on a least-privilege basis. See our Security page for more detail.

International data transfers

We are based in the United States and may process information there or in other countries. Where we transfer personal information from the EEA, UK, or Switzerland, we use appropriate safeguards such as the European Commission’s Standard Contractual Clauses.

Data retention

We retain your information for as long as your account is active or as needed to provide the service, and as required to meet legal, accounting, or operational obligations. We then delete or anonymize it.

Your rights (EU/UK and similar)

Depending on where you live, you may have the right to:

  • access a copy of your personal information;
  • correct inaccurate information or complete incomplete information;
  • delete your information (“right to be forgotten”);
  • restrict or object to certain processing;
  • port your information to another provider;
  • withdraw consent at any time; and
  • lodge a complaint with your local data protection authority.

Your US state privacy rights (CCPA/CPRA and similar)

If you are a resident of California or another US state with a comprehensive privacy law, you may have the right to:

  • know and access the personal information we collect about you;
  • delete and correct your personal information;
  • opt out of the “sale” or “sharing” of personal information and of targeted advertising; and
  • not be discriminated against for exercising your rights.

We do not sell or share your personal information for cross-context behavioral advertising. You can still manage cookie-based tracking using the “Cookie Settings” or “Do Not Sell or Share My Personal Information” links in the footer, or exercise any right by emailing support@claimfilehq.com. We will verify and respond as required by law, and you may use an authorized agent.

Children’s privacy

ClaimFileHQ is a business tool not directed to children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. We will revise the “Effective date” above and, for material changes, provide a more prominent notice. Your continued use of the site after an update means you accept the revised policy.

Contact

For privacy questions or to exercise your rights, email support@claimfilehq.com.