Platform Privacy Policy

About this policy

Elara Spatial, Inc. ("Elara Spatial," "we," "us," or "our") builds computer vision and spatial AI tools that help property insurers document and review claims. We respect the privacy of our customers, users, and visitors. This Platform Privacy Policy explains what personal information we collect through our claims platform, how we use and share it, and the choices you have. It applies to our platform and to the related mobile applications, products, and services we provide through it, including consulting and support.

This policy applies when an insurance carrier uses our platform on a property insurance claim. It covers policyholders who take photos of property damage through our platform, and the adjusters and other insurance professionals who use the platform for their work.

It does not cover our public website at elaraspatial.ai. If you visit our website, submit an inquiry through our contact form, or otherwise correspond with us about our business, our separate Website Privacy Policy applies instead.

By using our platform, you agree to the practices described in this policy.

Which policy applies to you?

This policy at a glance

1. How the platform works, and our role

When a property insurance claim is filed, the insurance carrier (or the claims administrator) handling the claim may use our platform to document the damage. Through our platform, the claims adjuster has us send the policyholder a text message or email with a link to capture photos of the damage, or the claims adjuster takes the photos on site (for example, at your home). The photos and related information are then available to the carrier to review the claim.

In this situation, the carrier is responsible for your claim and for the personal information it collects from you. We process information on the carrier's behalf, under our agreement with the carrier, and we use it only to provide our services to the carrier as described in this policy. The carrier's own privacy notice also applies to how the carrier handles your information.

In this policy, "carrier" means the insurance company (carrier), claims administrator, or claims adjuster handling your claim.

2. Information we receive and collect on the platform

(a) From the carrier: your contact information

When a carrier uses our services on a claim, the claims adjuster handling that claim provides us with the policyholder's mobile phone number and/or email address, together with the claim details needed to set up the request (for example, a claim or reference number). The carrier collects this contact information from you in connection with your claim. We use it only to send text messages and emails about that claim on the carrier's behalf, as described in section 3.

(b) From you: claim photos and related information

• Claim imagery. Photos and videos taken on a mobile device through our platform, by you or by the claims adjuster, in connection with a property insurance claim or damage assessment, along with related metadata.
• Location data. Location-based data from your mobile device, collected only with your permission.

(c) From your device: technical and session information

• Device data. Mobile device specifications (device ID, camera, storage, GPS, and sensor data), browser and operating system data, and URL and IP address data.
• Session and interaction data. Screens viewed, features used, clicks, scrolling activity, navigation paths, session activity, and related usage interactions. For certain components of our platform, this includes unredacted screen capture images of your session. We and our service providers collect this information through cookies, session replay, and similar technologies. We use it to analyze how people use the platform, to resolve issues with a submission, and to improve the claim submission process.
• How we handle unredacted session images. We do not use unredacted session images to process your claim or to produce the measurements and other damage-related outputs described in section 4. Our staff may view unredacted session images only when needed to (a) resolve an issue with a claim, as part of customer support, or (b) occasionally, make product improvements. We treat these images as sensitive data: where appropriate, we mask sensitive information; access is limited to a small number of staff who need it; and staff who access these images without a need to do so are subject to disciplinary action. The service providers that operate our session replay tools hold these images on our behalf and may use them only to provide services to us (section 5).

(d) Account information

If you register for an account on our platform (for example, as an adjuster or other insurance professional), we collect your registration details (name, phone number, address, company, and email address). If you submit other imagery to us, personal information within that imagery is subject to the applicable licensing agreements.

We may also receive information about you from external sources and third parties.

3. Claim text messages and emails

We send text messages and emails about property-damage claims ("claim photo requests") to policyholders on behalf of the carrier handling the claim. The claims adjuster handling your claim provides your mobile phone number or email address to us, and we use them only to send you messages about that claim: a link to capture photos, reminders if photos have not been submitted, and notices about the photos you submit. We do not use them for marketing or advertising, and the administrative and promotional email provisions of our Website Privacy Policy do not apply to them.

Text messages. The adjuster obtains your consent before providing your number to us. Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out. For help with claim photo requests, contact your claims adjuster or email support@elaraspatial.ai.

No marketing use or sharing of your mobile information. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell or rent your mobile phone number or email address. In the ordinary course, the only parties that receive them from us are (1) the carrier handling your claim, which collected your contact information and consent from you in the first place and can see them in your claim record, and (2) the service providers that deliver our text messages and emails and host our platform, who may use them only to provide those services to us. The limited circumstances described in section 8 (for example, a legal requirement) may also apply.

Your text-messaging opt-in data and consent are excluded from all other sharing described in this policy and will not be shared with any third parties. The service providers that deliver our text messages process your opt-in and opt-out status on our behalf and may use it only for that purpose.

4. How we use platform information

We use the information described in this policy to:

• Send claim photo requests, reminders, and notices about the photos you submit (section 3).
• Determine whether the claim imagery and visual materials you submit, along with related metadata, are sufficient to document the property's condition and visible damage.
• Generate measurements, room views, and other damage-related outputs from that imagery, to support the carrier's claim review and estimating.
• Maintain audit records of claim documentation.
• Set up and manage platform accounts for insurance professionals, and respond to inquiries and support requests.
• Administer, optimize, and secure the platform; protect it against spam, bots, fraud, and abuse; and address technical issues.
• Generate analytics about how people use the platform, to help personalize our services and determine which components are most useful.
• Improve and develop our services, and create Aggregated Data as described in section 9.

We do not use policyholder contact information for marketing or advertising.

5. How we share platform information

We do not sell or rent the information we collect on the platform. We share it only:

• With the carrier handling your claim. The carrier, its adjusters, and its claims administrators receive the claim imagery you submit, the room views and other outputs we generate from it, session activity and related metadata, and your contact details in the claim record. The carrier uses this information to handle your claim, under its own privacy notice.
• With service providers that help us deliver the platform. This includes the companies that deliver our text messages and emails, host our platform, provide analytics, and otherwise help us provide, support, review, process, or improve claim-related services. They may use the information only to provide those services to us, under the terms described in section 8.
• In the other circumstances described in section 8 (for example, with our affiliates, in a business transaction, to address security or fraud, or when the law requires it).

Policyholder contact information and text-messaging opt-in data are never disclosed to third parties for direct marketing purposes.

6. Third-party operators

Using our platform may involve third parties such as your mobile carrier, internet service provider, or email provider. These operators are not our contractors. Any information they collect in connection with your use of our platform is not part of the information we collect and is not covered by this policy. We are not responsible for their acts or omissions.

7. Your choices and rights

• Text messages. Reply STOP to any message to stop receiving claim photo requests by text. If you still need to submit photos for your claim, contact your claims adjuster.
• Location. We collect location data only with your permission, for the purposes described in section 2(b). You can change your device's location permissions in its settings at any time.
• Cookies and similar technologies. We and our service providers use cookies, session replay, and similar technologies on the platform, as described in section 2(c). You can generally decide whether to accept, block, or reject cookies through your browser or device settings, but we are not responsible for making this selection for you. If you reject cookies, you can still use the platform, but some functionality and components may be restricted. For more information on how cookies work and how to control them, visit www.allaboutcookies.org. We do not currently respond to "Do Not Track" browser signals (see section 14).
• Your claim information. Because the carrier is responsible for your claim, requests to access, correct, or delete information about your claim should go to the carrier handling it. If you send such a request to us at privacy@elaraspatial.ai, we will forward it to the carrier and help the carrier respond. We keep claim information for as long as our agreement with the carrier requires, as described in section 11.
• Platform accounts. If you have a platform account, you may contact us at privacy@elaraspatial.ai to access, correct, or delete your account information, as described in section 13.

8. Other circumstances in which we share information

In addition to the sharing described in section 5, we may share information we collect about you in the circumstances below. These circumstances do not apply to text-messaging opt-in data and consent, which we do not share with any third parties (section 3).

• With your consent, when you have agreed to us sharing or disclosing your information.
• With our affiliates: a parent company, subsidiary, joint venture, or other entity under common control with us, in order to achieve any of the purposes described in this policy.
• In a business transaction. Subject to the terms of a confidentiality agreement, in connection with, and for the purposes of, a business deal (or negotiation of a business deal) involving the sale or transfer of all or part of our business or assets, including any merger, financing, acquisition, or bankruptcy proceeding.
• With contractors. With a third-party contractor engaged to provide management, administrative, data collection, marketing, or other support services on our behalf (a "Contractor") that needs access to information we collect under this policy. We generally enter into an agreement with each Contractor that limits its use of the information to the minimum necessary to perform the services we have engaged it for; requires it to report any suspected or actual security breach or other incident involving the information to us; and requires it to adhere to the same level of privacy requirements that apply to us under applicable law. By using our platform, you consent to our sharing your information with Contractors and to their use of it in accordance with applicable law, this policy, and the other terms that apply to our platform.
• For security. To detect, prevent, or otherwise address security, fraud, or technical issues.
• For safety. To ensure the personal safety of any individual, including our staff members or job applicants, platform users, or members of the public.
• For legal reasons. To the extent required to comply with legal obligations, processes, or requests; to enforce our policies, contracts, and agreements (including this policy); or to protect or defend our legal rights.

We (including our individual staff members) will not use your information beyond the minimum amount and scope necessary to achieve the purposes described in this policy without first obtaining your consent.

9. Aggregated Data

To the extent permitted by applicable law, we may create statistical, de-identified, anonymized, or aggregated data (collectively, "Aggregated Data") relating to our users, our website, and our platform, and use it for analytical, research, or any other legal purpose. Aggregated Data includes data derived from your information, and data we collect from other sources, that has been anonymized so that it does not relate to, and could not reasonably be used to identify, any individual. We may disclose Aggregated Data that does not contain identifiable information to third parties for any legal purpose, in our sole discretion.

10. Security

We use appropriate, commercially reasonable physical, electronic, and managerial procedures and security precautions, including encryption technology, to protect your information. However, no data transmission over the Internet or method of encryption can be guaranteed to be 100% secure, and we are not responsible for the actions of hackers or other unauthorized third parties that breach our reasonable security procedures.

We treat unredacted session images (section 2(c)) as sensitive data. We do not use them to process your claim. Where appropriate, we mask sensitive information in them; access is limited to a small number of staff who need it; and our staff may view them only when needed to resolve an issue with a claim, as part of customer support, or, occasionally, to make product improvements, under the access limits described in section 2(c).

If your use of our platform requires you to create an account and password, you are solely responsible for keeping that login information secret.

11. How long we keep information

Unless you ask us to delete your information sooner, we keep it until we determine, in our sole discretion, that (1) it is no longer necessary for any purpose for which we may use it under this policy, including our obligations to the carriers we work with, and (2) it may be destroyed or deleted in accordance with applicable law. For claim information handled on a carrier's behalf, our agreement with that carrier also governs how long we keep it. Policyholder mobile phone numbers and email addresses are deleted after 30 days.

12. Children

Our platform is not intended for users under the age of 13. If we learn that we have collected personal information from a child under 13, we will endeavor to delete that information promptly.

13. Your rights

Access and correction. To the best of our ability and in accordance with applicable law, we will allow you to access, review, correct, or add to the information we hold about you. To make a request, contact us at the email address at the end of this policy. We will make our best efforts to process your request promptly. We may ask you follow-up questions before processing your request, to confirm your identity and the specific information involved, in accordance with applicable law.

Deletion. If you would like your information permanently removed from our records, contact us at the email address at the end of this policy. We may still contact individuals who have requested removal for administrative purposes. This does not include text messages to a number that has replied STOP, other than the single message confirming the opt-out. Removal may take some time to complete and may be subject to certain restrictions, consistent with applicable law. Removing your information will not necessarily remove records of past transactions or information stored in our data archives. Aggregated Data is not subject to removal requests.

Claim information. If your request concerns information about an insurance claim, please contact the carrier handling your claim, which is responsible for it. If you contact us instead, we will forward your request to the carrier and help it respond (see section 7).

14. California residents

We do not currently honor "Do Not Track" browser signals. California residents with an established business relationship with us may request that we not disclose their personal information to third parties for the third parties' direct marketing purposes; to make this request, contact us at the email address at the end of this policy. Policyholder mobile phone numbers, email addresses, and text-messaging opt-in data are never disclosed to third parties for direct marketing purposes.

15. Third-party sites and services

Our platform may contain links to other websites, cookies, or other materials from, or operated by, third parties. Their information practices and privacy policies may differ from ours. We are not responsible for the actions or omissions of any third party. This policy applies only to information that we collect.

16. Where we operate

Elara Spatial is located in, and operates under the laws of, the United States. By using our platform, you consent to the transfer of your information to servers in the United States. If you access our platform from outside the United States, you do so on your own initiative and at your own risk, and you are responsible for complying with local laws. We may limit the availability of our platform, in whole or in part, to any person, geographic area, or jurisdiction at any time, in our sole discretion, and we do not represent that our platform is appropriate or available for use in every jurisdiction.

Residents of Canada. If you are in Canada, your information is transferred to and stored in the United States, where it is subject to U.S. law and may be accessible to U.S. courts, law enforcement, and government authorities. You have the right to access and correct your personal information (see section 13), and you may file a complaint with the Office of the Privacy Commissioner of Canada or your provincial privacy regulator. Where an insurance carrier in Canada uses our platform on your claim, the carrier remains responsible for your information, and we handle it on the carrier's behalf as described in section 1.

17. Changes to this policy

We may modify this policy at any time. Changes will be indicated by the "Last updated" date at the top of this page, so we encourage you to review this policy from time to time. Your continued use of our platform after a revision means you accept the modified policy. This policy describes our practices; it does not create contractual rights beyond those provided by applicable law.

18. Contact us

Please contact us at privacy@elaraspatial.ai if you have any questions about this policy, wish to submit a complaint about how we have handled your information, or would like to speak with us for any other reason. We will deal with any complaint or request as soon as possible, and without prejudice to you. You may also file a complaint with a relevant government agency in the state or jurisdiction in which you live or work.

For help with claim photo requests (section 3), contact your claims adjuster or email support@elaraspatial.ai.

If your question concerns our public website rather than a claim, please see our Website Privacy Policy.

Elara Spatial, Inc.
privacy@elaraspatial.ai