ProEstimate Solutions, LLP
Version: 1.0
Effective Date: July 28, 2026
Owner: ProEstimate Solutions, LLP
Supersedes: None (initial version)
This Privacy Policy explains how ProEstimate Solutions, LLP (“PES,” “we,” “us,” or “our”) collects, uses, shares, and protects information in connection with our websites and the ProAudit platform and related estimating services (collectively, the “Services”). It is incorporated by reference into our Terms of Service and our End User License Agreement.
1. Summary: We Are Built to Hold as Little as Possible
PES enforces a minimal data retention model. Documents such as estimate PDFs submitted to the Services often contain personal information and are used solely to extract the relevant estimating data. Source documents are deleted promptly after parsing and extraction. Following extraction, the only identifiers PES retains from those documents are the insurance claim number and the vehicle identification number (VIN), together with the non-personal estimating and audit data necessary to deliver and support the Services.
PES does not retain names, mailing addresses, telephone numbers, email addresses, driver’s-license numbers, or photographs from those source documents. PES recognizes that a claim number and a VIN may be treated as personal information under applicable law and safeguards them accordingly.
We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use third-party advertising or cross-site tracking technology on our websites.
2. Who This Policy Covers
This Policy applies to visitors to our public websites, to users of the Services, and to individuals whose information appears in documents our customers submit. Our customers are businesses: collision repair facilities and related organizations. Where a customer submits documents containing information about its own customers or claimants, that customer determines the purpose of the submission and is responsible for having the necessary rights and consents; PES processes that information on the customer’s behalf and in accordance with this Policy.
3. Information We Collect
Account and user information. Name, business email address, password credentials (stored only as a cryptographic hash), role and permission assignments, multi-factor authentication and passkey registration data, and preferences.
Business and shop information. Company name, business locations enrolled under the account, business contact details, and configuration such as labor rates and operational settings.
Estimate documents and extracted data. Estimates, supplements, and related documents submitted for audit or estimate preparation. As described in Section 1, source documents are deleted promptly after extraction; what persists is the estimating and audit data plus the claim number and VIN.
Billing information. Subscription plan, billing contact, invoice and payment history, and the tokenized reference our payment processor returns. We do not receive or store full payment card numbers; card details are collected and processed directly by our payment processor.
Communications. Messages you send us, support requests, bug or error reports you submit, and records of email we send you, including delivery, bounce, and unsubscribe events.
Technical and usage data. Server logs and application telemetry generated when you use the Services, including IP address, browser and device information, pages and features accessed, timestamps, authentication and security events, and diagnostic information captured when an error occurs. We use this to operate, secure, troubleshoot, and improve the Services.
Documentation share pages. Where a customer shares repair documentation through a link we generate, we record engagement with that page (whether it was opened, time on page, and whether the linked document was downloaded) and make it visible only to the shop that sent the link, for that shop’s internal claims records. This information is not sold, not shared with other third parties, and not used for marketing.
4. Cookies and Similar Technologies
We use cookies that are strictly necessary to operate the Services: authenticating your session, keeping you signed in across our subdomains, remembering interface preferences, and protecting against cross-site request forgery and other abuse.
We do not use third-party advertising cookies, advertising pixels, cross-site tracking, or third-party web analytics on our websites. Because we set only strictly necessary cookies, we do not present a cookie consent banner. Blocking essential cookies in your browser will prevent you from signing in.
5. How We Use Information
- to provide, maintain, and support the Services, including auditing estimates and producing Output;
- to create and administer accounts, authenticate users, and enforce permissions and tenant isolation;
- to process subscriptions, invoices, and payments, and to manage billing disputes;
- to communicate with you about the Services, including service, security, billing, and administrative messages;
- to send product and marketing communications where permitted, which you may opt out of at any time using the unsubscribe link or by contacting us (we will still send necessary transactional and service messages);
- to monitor, secure, and troubleshoot the Services, detect and prevent fraud, unauthorized or automated access, and other misuse;
- to analyze and improve the accuracy and performance of our audit rules and estimating logic, using estimating and audit data rather than personal identifiers; and
- to comply with legal obligations and to establish, exercise, or defend legal claims.
Where applicable law requires a legal basis for processing, we rely on the performance of our contract with you, our legitimate interests in operating and securing the Services, your consent where we ask for it, and compliance with legal obligations.
6. How We Share Information
We do not sell personal information and we do not share it for cross-context behavioral advertising. We disclose information only as follows:
- Service providers. Vendors who process data on our behalf under contract and only on our instructions, including payment processing, transactional email delivery, and hosting and infrastructure.
- Within your organization. Information in your account is visible to authorized users of your organization according to the roles and permissions your administrators configure.
- Professional advisers. Accountants, auditors, insurers, and lawyers, subject to confidentiality obligations.
- Legal and safety. Where required by law, subpoena, or other legal process, or where we believe disclosure is reasonably necessary to protect our rights, the security of the Services, or the safety of any person.
- Business transfer. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy continuing to apply to the transferred information.
7. Retention
Source estimate documents are deleted promptly after parsing and extraction and are not retained for archival purposes. Extracted estimating and audit data, together with the claim number and VIN, is retained for as long as needed to provide the Services to your organization and to support historical reporting within your account.
Account, configuration, billing, and communication records are retained for the life of the account and thereafter only for the period required to meet our legal, tax, accounting, and audit obligations, or to establish, exercise, or defend legal claims. Security and error logs are retained on a rolling basis for operational and security purposes. On termination we handle remaining Customer Content as described in the Terms of Service.
8. Security
We protect information with administrative, technical, and organizational measures appropriate to its sensitivity. These include encryption of data in transit and at rest, logical isolation of each customer’s data, role- and permission-based access control, support for multi-factor authentication and passkeys, additional verification for sensitive operations, and monitoring and logging of security-relevant events. Access by our personnel is limited to those who need it to operate and support the Services.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for safeguarding your credentials and for managing the access your administrators grant.
9. Your Rights and Choices
Depending on where you live, applicable law may give you the right to request access to the personal information we hold about you, to request correction of inaccurate information, to request deletion, to obtain a portable copy, to opt out of the sale or sharing of personal information (which we do not do) and of targeted advertising (which we do not conduct), and not to be discriminated against for exercising these rights.
For residents of California, this includes rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act. Residents of other U.S. states with comprehensive privacy laws have comparable rights. We do not use or disclose sensitive personal information for purposes requiring a right to limit.
Where information reaches us because one of our customers submitted it, that customer directs the processing. We will refer your request to that customer and support them in responding.
10. Canadian Users (PIPEDA)
For users located in Canada, personal information may be subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. Consistent with Section 1, the Services are designed to minimize collection: source documents are deleted promptly after data extraction, and the only identifiers retained from them are the insurance claim number and the vehicle VIN. You may request access to and correction of your personal information and may withdraw consent, subject to legal and contractual restrictions and to reasonable notice. You also have the right to complain to the Office of the Privacy Commissioner of Canada.
11. International Transfers
PES operates in the United States and information is processed and stored there. If you access the Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where data-protection law may differ from that of your jurisdiction. We rely on appropriate safeguards and contractual protections with our service providers for such transfers.
12. Children’s Privacy
The Services are business tools intended for use by adults in a professional capacity. They are not directed to children, and we do not knowingly collect personal information directly from anyone under the age of eighteen. If we learn that we have done so, we will delete it.
13. Changes to This Policy
We may update this Policy. Material changes will be communicated as required by applicable law and reflected in the version and effective date shown above. Continued use of the Services after the effective date of a change constitutes acceptance of the updated Policy. Prior versions are retained and available on request.
14. Contact Us
Questions, requests, or complaints regarding this Policy or our handling of personal information may be directed to ProEstimate Solutions, LLP at contact@proestimatesolutions.com, or to such mailing address as PES may designate. We will respond within the time required by applicable law and may need to verify your identity before acting on a request.
