Privacy Policy
1. Introduction and Scope
This Privacy Policy describes how Ravin Inventory Solutions (“Ravin,” “we,” “us,” “our”) collects, uses, shares, and protects information in connection with the UPP Sheet service (the “Service”), accessible at ravinventory.com.
This Policy applies to information collected through the Service itself, including the website, the application, our communications with you, and any associated APIs. It does not apply to information collected by third-party services that we link to or integrate with, each of which has its own privacy policy (see Section 6 below).
This Privacy Policy is incorporated by reference into our Terms of Service. Capitalized terms not defined here have the meaning given in the Terms of Service.
Our commitments to everyone, and your rights under your state’s law. Ravin offers the Service in all fifty states and the District of Columbia. Some of our commitments apply to every person in every state, whether or not a state privacy law reaches a company of Ravin’s size: we do not sell or share personal information (Section 6.5); we do not use personal information to train artificial-intelligence or machine-learning models (Section 4); we show every visitor a cookie and storage notice with equal choices (Section 3.5); we treat sensitive information that appears in photographs under the strictest applicable standard (Section 3.4); and we notify affected people of a security breach within the time Section 10 states. The specific rights you can exercise, and the deadlines for our response, depend on the law of the state where you live. Section 9 explains how to make a request and how we determine your rights.
2. Who We Are
Ravin Inventory Solutions provides software that helps licensed insurance adjusters prepare personal-property contents claim deliverables — turning photographs of damaged or destroyed property into structured, priced inventories suitable for delivery to insurance carriers.
“Data Protection Laws” means laws, rules, directives, requirements, and regulations relating to data protection and privacy, including as and to the extent applicable to the Processing services: (i) the New Hampshire Data Privacy Act (2025), RSA Chapter 507-H; and (ii) any other U.S. state or federal laws or regulations governing the privacy or security of Personal Data.
1.5. “Personal Data” means information provided to Ravin by User for Processing that identifies, relates to, describes, is reasonably capable of being associated with, is linked or could reasonably be linked, directly or indirectly, with a particular natural person, subject to any exceptions or exclusions under Data Protection Laws.
1.6. “Personal Data Breach” means the unauthorized Processing, loss, use, disclosure, theft, or acquisition of, or access to, any Personal Data that compromises the security, confidentiality, or integrity of such Personal Data.
1.7. “Process or Processing”, “Controller”, “Processor” “Subprocessor” and “Data Subject” will have the same meaning as under applicable Data Protection Laws. “Data Subject” will also include a “person,” “consumer,” or “individual” as defined by applicable Data Protection Laws; “Controller” will include a “business” as defined by applicable Data Protection Laws; “Processor” will include a “service provider” as defined by applicable Data Protection Laws.
For purposes of Data Protection Laws, Ravin acts as:
- A business or controller with respect to the personal information of our Users — primarily insurance adjusters and the staff of adjusting firms.
- A service provider or processor on behalf of the User with respect to the Claim Data that the User uploads to the Service, including personal information about insureds, claimants, and third parties whose property appears in the uploaded photographs. The User is the business / controller for that data, and the User is responsible for ensuring it has the legal basis and authority to share that data with us.
3. Information We Collect
We collect the following categories of information and have a legitimate purpose and legal basis for doing so.
Without limitation, we have a legitimate interest to verify professional credentials, facilitate business communications, and support the Service by assessing this information as reasonably required to operate and personalize the Service, maintain quality, ensure fraud prevention, and support internal usage analytics, all of which is subject to applicable law.
Depending on your relationship with us, we also may have contractual obligations to provide you with the Service that may require personal information processing. Some information collected may also be required for our compliance with legal obligations.
Notice at collection. This Section 3 lists the categories of personal information we collect and their sources. Section 4 lists the purposes for which we use them, Section 6 lists the categories of recipients, Section 6.5 states that we do not sell or share personal information, and Section 8 states how long we keep each category. We will not collect additional categories, or use collected information for a purpose incompatible with those disclosed, without first updating this Policy and, where the law requires, obtaining consent.
3.1 Information you provide directly
When you create an Account or use the Service, you (or your invitation sponsor) provide us with:
Identity information — your name, professional title, employer name (if entered on the Company Profile page), business address, business phone, business email, and adjuster license number (if entered).
Authentication credentials — handled by our identity provider Clerk (see Section 6); we receive your Clerk user ID and email but do not store your password.
Claim Data — for each claim you process through the Service:
The insured’s name, claim number, loss address, date of loss, and any Coverage C amount you enter.
Photographs you upload directly, or that the Service retrieves from a photo source you connect (a Dropbox folder, or the individual files you pick from Google Drive or Google Photos — see Section 3.3), including any personal items, documents, or identifying details visible in those photographs.
Room names, item descriptions, categories, quantities, model numbers, prices, depreciation values, confidence ratings, bounding-box coordinates, internal adjuster notes, and any other fields you create or edit.
Exports you generate (XLSX, PDF, audit-log CSV).
Company Profile — your company name, logo, business address, and any branding fields you enter on the Settings page.
Communications — any messages, feedback, or correspondence you send us, including bug reports and feature requests.
3.2 Information collected automatically
When you use the Service we automatically collect:
Usage data — pages visited, features used, claims created, rooms enumerated, photos processed, items priced, exports generated, and the timestamps of those actions. This is recorded in our internal usage-analytics database table (the
/admin/usagedashboard).Audit logs — every create, update, delete, restore, approve, and complete action on any claim, room, item, or photo is recorded in our application audit log, including the actor’s user ID and a timestamp.
Technical data — your IP address, browser type and version, operating system, device identifiers, referring URLs, language, and the date/time of your requests.
Error and performance data — collected by Sentry to monitor and debug the Service (see Section 6). This may include stack traces with limited contextual information; we configure Sentry to scrub obvious secrets, but some data inevitably appears in errors.
3.3 Information from third parties
The Service offers several photo sources. Direct device upload involves no third party. Each connected source works as follows.
Dropbox. If you authorize Dropbox integration, we receive from Dropbox:
Your Dropbox account ID, root namespace ID, and an OAuth access token that lets the Service read the folders and files you’ve granted access to.
The folder structure and image files in the path you select.
We do not receive any data about Dropbox files outside the folder you select, and we do not modify, create, delete, or share anything in your Dropbox. We request read-only access. (Through v1.1.12 the Service also created Dropbox shared links for photographs referenced in an XLSX export, which required write access to your Dropbox; that mechanism was removed in v1.1.13 and replaced with links served by the Service itself. See Section 5.6.)
Google Drive. If you authorize Google Drive integration, the Service requests Google’s drive.file scope, which Google describes to you as access to “only the specific Google Drive files you use with this app.” The Service cannot list or browse your Drive; Google hands it only the individual files (and, optionally, the named folders) you pick in Google’s own picker. We receive an OAuth token, the files you pick, and each picked file’s name and folder reference. Your originals stay in your Drive; the Service reads them as needed and caches working renditions.
Google Photos. If you authorize Google Photos integration, the Service requests Google’s read-only Photos Picker scope (photospicker.mediaitems.readonly). The Service cannot browse or search your photo library; Google hands it only the photos you pick, pick by pick, in Google’s own picker. Because Google’s handover access expires shortly after picking, the Service stores a copy of each picked photograph, and that copy is what your claim works from. Two facts we have verified by measurement rather than taken from documentation: Google removes each photo’s location data before the Service receives it, and the Service’s own intake re-encodes every stored photograph in a way that removes all embedded photo metadata (EXIF), including any location data, from the stored copy.
Google Drive is available to Users as of October 16, 2026. Google Photos is built and verified but not yet enabled; it is included here so that this Policy is accurate the day it is enabled.
When you create an Account or use the Service, you are expressly consenting to allow the transfer of data and further acknowledge that this transfer is for the express purpose providing and/or enhancing your use of the Service.
Ravin’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the photo-intake feature you request. We do not use it for advertising, do not sell it, do not use it to train generalized artificial-intelligence or machine-learning models, and do not transfer it except as necessary to provide that feature (including to the sub-processors listed in Section 6.1), for security purposes, or to comply with applicable law.
3.4 Information we do not collect
We do not knowingly collect:
Payment card details. The Service is in invite-only Beta and is currently provided at no charge. When paid plans are introduced (Phase C), payment processing will be handled by Stripe; we will receive only tokenized references, not card numbers.
Sensitive personal information categories (race, ethnicity, religion, political views, biometrics, precise geolocation, etc.), except to the extent that this information happens to appear within photographs you upload as part of a claim.
Information from individuals under the age of 18.
Sensitive information that appears in photographs. A photograph of a room can incidentally show sensitive information, such as prescription medication, medical equipment, religious items, or a document bearing an account number. We treat any such information as sensitive personal information and as consumer health data under the broadest applicable definitions. We process it only as strictly necessary to provide the specific service the User requested (identifying and pricing the item), we never sell it, we do not use it to infer anything about any person, and we do not extract, tag, or index it for any other purpose.
3.5 Cookies and similar technologies
We and our service providers use cookies and similar technologies (such as localStorage and sessionStorage in your browser) to:
Keep you signed in (Clerk session cookie).
Remember your light/dark theme preference (
upp:theme,localStorage).Remember saved filter and sort defaults on the room and master-sheet screens (
upp:filters:room,upp:filters:final,upp:sort:room:<claim>, andupp:sort:final:<claim>,localStorage).Remember two “skip the saved filter default just this once” flags set after you clear filters (
upp:skip_filter_default_onceandupp:skip_master_filter_default_once,sessionStorage).Remember your dashboard sort order, status filter, and hide-completed setting (upp_dashboard_sort, upp_dashboard_status_filter, upp_dashboard_hide_completed, localStorage).
Record your cookie and storage choice so we do not ask again unnecessarily (localStorage).
Hold rendered page snapshots for browser back/forward navigation. This is the
htmx-history-cacheentry inlocalStorage, created by the HTMX library the Service’s interface is built on. Unlike the entries above, these snapshots contain Claim Data — whatever was on screen, which may include an insured’s name, a loss address, and item descriptions. They persist in your browser’s local storage on the device you used until HTMX evicts them or you clear site data. They are never transmitted to us; they are a local browser cache.
None of these are used for advertising or tracking. The Service does not use third-party advertising cookies or cross-site tracking pixels.
Cookie and storage choices. Every visitor, in every state, sees a notice the first time they use the Service. It explains the cookies and browser storage listed above and offers two equally prominent choices: “Accept all” and “Reject non-essential.” Rejecting is as easy as accepting. Items strictly necessary to provide the Service you asked for (the sign-in session cookie) operate regardless of your choice. Everything else, including the theme and saved-filter preferences, is set only if you accept. You can change your choice at any time from the “Cookie settings” link at the foot of every page. We record your choice so we do not ask again unnecessarily, and we treat a Global Privacy Control signal from your browser as a rejection of every non-essential item.
We also load one library from a public content-delivery network on every page: HTMX from unpkg.com, pinned to a specific version and loaded with a subresource-integrity hash so a modified file will not execute. That provider receives your IP address, browser user-agent, and the address of the page requesting the file, as any CDN does. It receives no Claim Data and sets no cookies of ours. (Through late August 2026 the Tailwind CSS library was also loaded from cdn.tailwindcss.com; the stylesheet is now compiled in advance and served by the Service itself, so that provider no longer receives anything.)
4. How We Use Your Information
We use the information we collect to:
Provide the Service — authenticate you, render your claims, process photographs through the AI pipeline, compute prices, generate exports, and let you collaborate with your firm.
AI processing — see Section 5 for a dedicated description of how uploaded photographs and item descriptions are processed through third-party AI services (Anthropic) and how prices are retrieved (SerpAPI).
Secure the Service — detect, investigate, and prevent fraud, abuse, account takeover, and security incidents.
Communicate with you — respond to support requests, send service-related notices (security alerts, terms updates, downtime notifications), and (with your consent or as permitted by law) send product announcements.
Improve the Service — analyze aggregate usage patterns, debug errors, prioritize feature work, and create de-identified, aggregated statistics (for example, how often a category of item appears, or typical replacement-price ranges for a category) that cannot be linked to any person, household, or claim, as Section 5.6 of the Terms of Service describes.
Comply with law — respond to subpoenas, court orders, and other legal process; meet regulatory recordkeeping obligations for insurance documentation (claim data is retained for seven years per Section 8).
Defend our rights — investigate violations of the Terms of Service, enforce our agreements, and protect our property and Users.
No AI training, no profiling of insureds. We do not use personal information to train artificial-intelligence or large-language models, and we do not use Claim Data to market to, profile, or make decisions about any insured or claimant.
Only what is needed. We limit the personal information we collect, use, and keep to what is reasonably necessary and proportionate to provide the Service you requested, and we do not use it for any purpose incompatible with those listed above.
5. AI Processing — Specific Disclosures
The Service uses third-party large-language and computer-vision models to identify items in photographs, generate descriptions and categories, suggest replacement prices, and produce supporting rationales. You should understand the following before using the Service:
5.1 Photographs are transmitted to Anthropic
When the Service processes a photograph, the image is normalized (decoded, converted to RGB, resized so that its longest edge is at most 1,568 pixels, re-encoded as JPEG at 85% quality) and transmitted to Anthropic’s API for vision analysis. Photographs you upload directly are also rotated to their correct orientation using their EXIF data at the time of upload. The image is processed in Anthropic’s infrastructure to produce a structured list of identified items.
We send the photograph and two pieces of non-identifying context: the room name you assigned and the policy type on the claim (which selects how the model classifies certain categories). We do not send the insured’s name, claim number, loss address, date of loss, policy number, or any other claim metadata. Through v1.1.12 the insured’s name was included; it was removed in v1.1.13 and a regression test now prevents it being reintroduced (tests/test_vision_prompt_pii.py).
Note that the photograph itself may show personal information — documents, labels, faces, addresses on visible mail. Section 5.5 covers your responsibility for that.
5.2 Item descriptions are transmitted for pricing
For each item that is processed through the AI pricing pass, we send the item’s description (and optionally its model number) to either Anthropic (for AI price suggestion) or SerpAPI (for retailer price lookup). We do not send personally identifiable claim metadata with these requests.
5.3 Provider terms
Anthropic and SerpAPI each maintain their own privacy and data-use policies. As of the Effective Date, Anthropic’s commercial API terms state that customer inputs are not used to train Anthropic’s models; SerpAPI passes queries to underlying search engines (primarily Google Shopping) and the search engine receives the query text. The contract and data-processing terms for each provider are linked in Annex 3 of the Data Processing Addendum.
5.4 No automated decision-making with legal effect
The Service does not make automated decisions that produce legal or similarly significant effects regarding any individual. Every output of the AI pipeline is a draft for a qualified human adjuster to review, accept, modify, or reject. No claim is paid, denied, or adjusted solely on the basis of an AI output produced by the Service.
If a law regulating automated decision-making technology or high-risk artificial-intelligence systems applies to a User’s use of the Service, we will give that User, on request, a plain description of how the Service’s AI features work, the categories of data they use, their known limitations, and how a human reviewer can review and correct their output.
5.5 Your responsibility for third-party PII in photos
You must not use the Service to capture or upload imagery containing personal information beyond what is reasonably necessary to document and value the items in a claim, and you agree to take reasonable steps to minimize the incidental capture of personal information (for example, mail, documents, screens, identification cards, and people). To the extent personal information is nonetheless captured in or evident from any imagery you submit to or use with the Service, you must ensure that you have obtained (or otherwise possess) all rights, permissions, and consents necessary to allow the capture and use of that imagery. You are responsible for ensuring that you have the legal right to upload photographs containing personal items, documents, persons, or property of third parties (including insureds, household members, and claimants), and that you have the necessary legal basis to share those photographs with us and our AI sub-processors. If applicable law requires you to provide notice to or obtain consent from third-party data subjects before processing their information through an AI service, you are responsible for doing so. Sections 8.6 and 8.7 of the Terms of Service state your responsibilities for permissions and for onward sharing.
5.6 Photograph links in exported spreadsheets
The master XLSX export includes a “Photo Link” column so that a carrier reviewing the inventory can open the source photograph. Each link points at the Service (/p/{photo id}/{token}) and is protected by an HMAC signature derived from a secret only the Service holds. The link requires no UPP Sheet account, which is the point — a carrier has none — so anyone who has the spreadsheet, or the link copied out of it, can view that photograph. The signature prevents guessing a link for a photograph you were not given.
Two consequences worth stating plainly:
Treat an exported spreadsheet as you would the photographs themselves.
Links can be invalidated. Rotating the Service’s link-signing secret causes every link ever issued to stop resolving. Contact us using the details in Section 13 if a spreadsheet has been misdirected.
Through v1.1.12, photographs on Dropbox-intake claims were instead linked via Dropbox shared links created on the User’s own Dropbox account. Those links were public, had no expiry, and could only be revoked one at a time from within Dropbox. That mechanism was removed in v1.1.13.
Your obligations regarding onward distribution of exported spreadsheets and photograph links are stated in Section 8.6 of the Terms of Service.
6. How We Share Your Information
We share your information only with the categories of recipients described below.
6.1 Service providers (sub-processors)
The Service is built on top of third-party platforms and providers, each of which processes a portion of the data on our behalf to deliver the Service. The current sub-processors as of the Effective Date are:
| Sub-processor | Purpose | Data categories |
|---|---|---|
| Clerk | Authentication and account management | Email, name, session tokens. Clerk holds credentials; the Service never receives your password or a hash of it |
| Supabase (managed Postgres) | Application database | All claim, room, photo, item, audit-log, and usage rows; sub-processor is hosted on AWS in the United States |
| Cloudflare R2 | Storage for uploaded photographs and AI-generated thumbnails | Photograph files keyed by photo UUID |
| Anthropic | Vision analysis and AI price suggestion | Normalized photograph JPEGs and item descriptions |
| SerpAPI | Retailer price lookup | Item descriptions and model numbers used as search queries |
| Dropbox (when User connects it) | Photo intake from User’s Dropbox folder | OAuth token, folder structure, image files in the selected folder |
| Google (when User connects Google Drive; Google Photos not yet enabled) | Photo intake of individually picked files (Drive drive.file scope; Photos read-only picker scope) |
OAuth tokens; the files the User picks and their names/folder references. See §3.3 |
| Backblaze B2 | Nightly backup of stored photographs (second copy, separate provider from primary storage) | Photograph files, keyed by photo UUID; temporary-upload photographs are excluded by design |
| Render | Application hosting | All Service traffic, server logs |
| Sentry | Error monitoring and performance | Error stack traces with contextual data |
| Stripe (Phase C — not yet active) | Payment processing | Billing information, tokenized payment methods |
| unpkg.com (CDN) | Serves the HTMX library to your browser on every page (version-pinned, integrity-hashed) | IP address, user-agent, referring page address. No Claim Data |
This list is verified against the Service’s production configuration before each revision of this Policy. A product-data integration (Rainforest API) exists in the code but is not active; if it is ever enabled it will be added to this table before use.
6.2 Legal and safety disclosures
We may disclose information if we believe in good faith that doing so is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our Terms of Service or investigate potential violations; (c) detect, prevent, or address fraud, security, or technical issues; (d) protect against harm to the rights, property, or safety of Ravin, our Users, or the public; or (e) respond to a verified claim that any User Content infringes the rights of a third party.
6.3 Business transfers
If Ravin is involved in a merger, acquisition, financing, dissolution, reorganization, bankruptcy, or sale of all or part of its business or assets, your information may be transferred or assigned in connection with the transaction. The acquiring entity will be bound by privacy commitments at least as protective as this Policy.
6.4 With your consent
We may share information for any other purpose disclosed to you at the time and with your consent.
6.5 No sale of personal information
We do not sell your personal information, and we do not share your personal information with third parties for cross-context behavioral advertising as those terms are defined under CCPA/CPRA. If this changes, we will update this Policy and provide the disclosures and opt-out rights that applicable law requires.
We never sell sensitive personal information. On request, we will give you a list of the specific third parties, not only the categories, to which we have disclosed personal information. The Service treats a Global Privacy Control signal from your browser as a valid request to opt out of sale, sharing, and targeted advertising, and applies it to that browser and to any Account signed in on it.
7. International Data Transfers
The Service is hosted in the United States. The Service is intended for, and offered only to, insurance professionals located in the United States.
8. How Long We Keep Information
We retain information for the periods set out below:
Claim Data and audit logs — for seven (7) years from the date of loss, consistent with industry-standard insurance recordkeeping practice and the retention window the Service surfaces on its Screen 8 “Claim Complete” view.
Account information — for the duration of your Account, plus a reasonable period afterward to handle legal, audit, and dispute- resolution obligations.
Photographs — alongside the claim they belong to (the same 7-year window). Thumbnails cached in R2 are deleted on the same schedule.
Usage and audit logs — for the same 7-year window as the claim they describe.
Error logs (Sentry) — 30 days, the retention period of our current Sentry plan. This figure changes if the plan changes, and we will update this Policy if it does.
Database backups — daily, retained for seven days, taken automatically by our database provider. A restore recovers the database to at most 24 hours before the point of failure. We rehearse restoring from backup periodically.
Photographs (durability) — protected two ways: object-storage retention locks on primary storage that prevent deletion and overwriting, AND a nightly backup copy to a second, independent storage provider (Backblaze B2) whose bucket carries its own object lock and whose credential cannot delete. Photographs uploaded through the temporary 24-hour option (below) are deliberately excluded from the backup, because a photo that promises deletion must not acquire a copy that outlives it. See also the note in Section 9.1 about how locks and backups affect deletion requests.
Temporary (24-hour) photographs — if you choose the 24-hour upload option when it is offered, the photograph’s viewing link stops working 24 hours after upload, and our storage provider’s automatic lifecycle rule removes the stored file within 24 to 48 hours of upload. These photographs are excluded from backups and, once removed, cannot be recovered by anyone, including Ravin. Keep your own copy of any photograph you upload this way.
When we no longer need information, we will delete it or de-identify it, unless we are required to retain it longer to comply with a legal obligation (such as responding to an active subpoena or litigation hold).
We review this retention schedule at least once a year and delete or de-identify each category when its period ends. Where a period depends on a User’s instruction or a legal hold, we keep the information only as long as that instruction or hold requires.
9. Your Rights and Choices
9.1 Access, correction, deletion, and portability
You can:
Access and correct most of your information directly through the Service (Company Profile page, claim editing screens, etc.).
Request a copy of personal information we hold about you by contacting us at the address in Section 13.
Request deletion of your information, subject to our right to retain information necessary to comply with legal obligations, resolve disputes, enforce our agreements, or as otherwise permitted by law. Note that audit logs retained for insurance recordkeeping may persist after Account deletion.
Request portability of information you provided to us in a structured, commonly-used, machine-readable format.
Deletion takes effect in stages. When we delete a photograph, it disappears from the Service and from our database immediately. Two protective copies take longer to clear. The primary image file sits under a storage retention lock that prevents anyone, including Ravin, from deleting it before the current lock date; we set lock dates in advance and renew them periodically, and we will tell you the current date on request. The nightly backup copy persists until it ages out of the backup store; we will tell you the current backup retention period on request. We do not access or use those copies except to restore the Service, and we delete them as soon as the lock or backup cycle permits.
9.2 Your Rights Under State Privacy Law
This section provides additional information. If you have questions about the applicability of any law, your rights, our processing of personal information, or our privacy practices, please contact us.
United States
The same process for everyone. Anyone, in any state, may submit a request using the contact details in Section 13. When we receive a request we identify your state of residence, determine which rights the law of that state provides, and respond accordingly. Depending on your state, those rights may include the right to: (1) confirm whether we process your personal information and access it; (2) correct it; (3) delete it; (4) receive a portable copy; (5) opt out of sale, sharing, targeted advertising, and profiling in furtherance of decisions that produce legal or similarly significant effects (we do none of these); (6) limit our use of sensitive personal information; (7) obtain a list of the specific third parties to which we have disclosed your personal information; (8) appeal our decision on a request; (9) act through an authorized agent; and (10) exercise these rights without discrimination. If no privacy law applies to you or to Ravin, we still honor reasonable requests to access, correct, and delete your Account information, subject to the exceptions in Section 9.1.
How we handle requests. We confirm receipt within 10 business days and respond within 45 calendar days, or sooner if your state’s law requires a shorter period. If we need more time and the law permits, we will tell you why and may extend once by up to 45 more days. We act on opt-out requests within 15 business days. We verify identity by commercially reasonable methods proportionate to the request.
Appeals. If we decline a request, we will tell you why and, where your state’s law provides a right of appeal, how to appeal. Send your appeal to the address in Section 13. We will decide it within 45 days, or sooner if your state’s law requires, explain our decision in writing, and, if we deny it, tell you how to contact your state Attorney General. We keep records of requests and appeals for at least 24 months.
Insureds and claimants. If you are an insured, claimant, or other person whose information appears in a claim, the adjuster or firm that uploaded it controls that information. If you contact us, we will direct your request to that User and help the User respond.
Which rights apply to you, and the deadlines for our response, depend on the law of your state. Comprehensive privacy laws are in force in a growing number of states, including California, Colorado, Connecticut, Delaware, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia, with more taking effect through 2028. Several of those laws do not apply to information about a person acting in a business or employment capacity, and several apply only to companies above a size threshold; where that is so, the commitments in Section 1 still apply to you.
To exercise any of these rights, please contact us using the methods in Section 13.
The Service is offered to insurance professionals in all fifty states and the District of Columbia. Wherever you live, you may contact us with any privacy question or request.
California residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act:
Right to know what personal information we collect, use, disclose, and (if applicable) sell or share.
Right to delete personal information, subject to permitted exceptions.
Right to correct inaccurate personal information.
Right to opt out of sale and sharing for cross-context behavioral advertising. As noted in Section 6.5, we do not sell or share personal information as those terms are defined, so this opt-out is moot under current practice but you may exercise it as a precaution.
Right to limit use of sensitive personal information.
Right to non-discrimination for exercising any of the above rights.
To exercise any of these rights, contact us using the methods in Section 13. We will verify your request by reference to information you have provided to us. You may also designate an authorized agent to act on your behalf.
9.3 European Economic Area, United Kingdom, and Switzerland
Not applicable. The Service is intended for, and offered only to, insurance professionals located in the United States.
9.4 Marketing communications
We do not currently send marketing emails. If we do in the future, each email will include an unsubscribe link, and you may opt out at any time.
10. Security
We implement reasonable administrative, technical, and physical safeguards to protect your information, including:
TLS encryption in transit for all browser-to-server and server-to- service communication.
Encryption at rest provided by our sub-processors (Supabase, Cloudflare R2).
Multi-factor authentication required on Ravin’s own administrative accounts (GitHub, Render, Supabase, Anthropic, Cloudflare).
Secrets stored exclusively in Render’s encrypted environment variables; no secrets in source control.
Invite-only account creation through Clerk.
Owner-only access to administrative diagnostics, the
/admin/usagedashboard, and all/dev/*routes.Application-layer authorization checks on every by-ID route to prevent cross-tenant data access.
Public API documentation (
/docs,/redoc,/openapi.json) disabled.Error monitoring through Sentry with secret-scrubbing rules.
If a breach affects you. If a security breach involves your personal information, we will notify you without unreasonable delay and no later than 30 calendar days after we discover it, unless law enforcement asks us to wait. Where a breach involves Claim Data, we notify the User who controls it immediately, so the User can meet its own deadlines.
10.1 Operator and support access to your data
You should understand who at Ravin can see Claim Data:
Ravin personnel can access Claim Data. The Service’s application server holds a database credential that bypasses row-level security, and the operator of the Service can read any row in the database, including claims, items, audit logs, and the photographs in object storage. This is inherent in operating a hosted service; we describe it rather than imply otherwise.
Access is limited to the accounts that need it. Administrative interfaces, diagnostics, and all development-only routes are restricted to an explicit owner allowlist. There is no general support-staff tier with access to your claims. As of the Effective Date, Ravin is operated by a single owner.
When we would look. Diagnosing a fault you have reported or that our monitoring has detected; investigating a security incident; and complying with a legal obligation. We do not browse Claim Data for product research and we do not use the contents of your claims to develop features.
Error monitoring sees fragments. Diagnostic data sent to Sentry can include contextual values from the request that failed. We configure secret-scrubbing rules, but an error report may contain identifiers or field values from the record involved.
We do not use Claim Data to train models. Neither Ravin nor, per its API terms, Anthropic trains models on the photographs or item data you submit. See Section 5.3.
No method of transmission or storage is one hundred percent secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. You are responsible for safeguarding your Account credentials.
11. Children’s Privacy
The Service is intended for use by licensed insurance professionals and is not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe that a child has provided us with personal information, please contact us so we can delete it.
We do not sell, share, use for targeted advertising, or profile the personal information of anyone we know, or should know, is under 18, including children who appear in claim photographs.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this Policy and, for material changes, provide additional notice (such as an in-Service notification or an email to your registered Account email). Your continued use of the Service after the effective date of any change constitutes acceptance of the revised Policy.
We review this Policy at least once every 12 months and update the “Last updated” date each time. If a change would let us use personal information we already hold in a materially different way, we will notify you in advance and, where the law requires, ask for your consent first.
13. Contact Us
Questions, requests, or complaints regarding this Privacy Policy should be directed to:
Ravin Inventory Solutions Attn: Privacy Email: **privacy@ravinventory.com **