Privacy Policy

1. Information We Collect

We may collect personal information that you voluntarily provide to us, as well as some information automatically when you use our Site.

1.1 Personal Information Provided by You

• Account Registration Information: When you sign up for a Deductify membership, we may collect your name, email address, phone number, mailing address, and payment details.
• Vehicle Information: You may be asked to provide details about your vehicle(s), including make, model, VIN, insurance information, and photos for verification.
• Identity Verification: We may request a copy of your driver's license or other identifying documents, solely to verify eligibility for certain features or benefits.
• Payment Information: We collect payment card details (e.g., credit or debit card) for processing membership fees. Note that we typically use a third-party payment processor (Stripe) and do not store your full payment card information on our own servers.
• Communications and Support: If you contact us with questions or feedback (e.g., email inquiries, chat messages), we will collect the information you provide in your messages.

1.2 Information Collected Automatically

• Log and Usage Data: We may collect log files that record usage data when you access or use our Site. This can include your IP address, browser type, operating system, referring URLs, pages viewed, and time spent on each page.
• Cookies and Similar Technologies: Like many websites, we use cookies, web beacons, and similar technologies to personalize your experience, remember your preferences, and analyze how users navigate the Site. You may disable cookies through your browser settings, but some features of the Site may not function properly if you do.
• Device Information: We may collect information about the device you use to access our Site, including device type, operating system, unique device identifiers, and mobile network information.

1.3 Information from Third Parties

We may receive information about you from third-party services, such as payment processors or analytics providers, to help us operate, market, or improve our Site.

2. How We Use Your Information

We use the information we collect for a variety of business purposes, including:

2.1 Providing and Improving Our Services

• To process your membership registration and manage your account.
• To verify and reimburse collision deductibles as outlined in our membership benefits.
• To process payments, verify billing information, and prevent fraudulent transactions.
• To personalize user experience, provide customer support, and resolve technical issues.

2.2 Communications

• To send you important administrative and transactional information (e.g., membership confirmations, changes to our Terms & Conditions, payment receipts).
• To respond to inquiries, complaints, or requests you submit through our Site.
• To deliver promotional or marketing communications about features, services, or offers that may interest you, unless you opt out of such communications.

2.3 Analytics and Site Maintenance

• To monitor and analyze usage, trends, and activities in connection with our Site.
• To improve our Site's functionality, user experience, and overall service offerings.

2.4 Legal and Security

• To comply with applicable laws, regulations, or legal processes.
• To detect, prevent, or investigate security breaches, fraud, or other illegal or unauthorized activities.
• To enforce our agreements (including our Terms & Conditions) and protect our rights and the safety of others.

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your personal information based on the following legal grounds:

• Contract Performance: Processing necessary to fulfill our membership agreement with you (e.g., account management, payment processing, deductible benefits).
• Legitimate Interests: Processing necessary for our legitimate business interests, such as fraud prevention, security, analytics, and service improvement, provided these interests do not override your rights.
• Consent: Where you have given explicit consent for specific processing activities, such as marketing communications. You may withdraw consent at any time.
• Legal Obligation: Processing necessary to comply with applicable laws and regulations.

4. How We Share Your Information

However, we may share your information in the following circumstances:

4.1 Service Providers and Partners

We may share personal information with third-party service providers who assist us in operating our Site, processing payments, verifying claims, providing customer support, or analyzing Site performance. These service providers are authorized to use your personal information only as necessary to provide services to us.

4.2 Affiliates and Subsidiaries

We may share your information with our affiliates, subsidiaries, or related entities for operational, administrative, or marketing purposes in accordance with this Privacy Policy.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency). We may also share information where we believe it is necessary to protect our rights, investigate fraud, or ensure the safety of our users.

4.4 Business Transfers

In the event of a merger, acquisition, sale of assets, or bankruptcy, user information may be transferred or disclosed as part of that transaction. We will endeavor to notify you before your information becomes subject to a different privacy policy.

4.5 Consent

We may share your information for other purposes with your express consent.

5. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to collect information and improve our services. Below are the types of cookies we use:

Managing Cookies: You can control and manage cookies through your browser settings. Please note that removing or blocking cookies may impact your user experience and some features may not function properly.

6. Data Retention

We will retain your personal information for as long as your account is active or as needed to provide you services. Specifically:

• Account Information: Retained while your account is active and for up to 7 years after account closure for legal and tax purposes.
• Transaction Records: Retained for 7 years to comply with financial regulations.
• Communications: Retained for up to 3 years after the last interaction.
• Analytics Data: Retained in anonymized form indefinitely.

When we no longer require your personal information, we will securely destroy or anonymize it.

7. International Data Transfers

Deductify is based in the United States. If you are accessing our Site from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

If you are located in the EEA, UK, or other regions with data protection laws, we will ensure appropriate safeguards are in place for international transfers, including:

• Standard Contractual Clauses approved by the European Commission
• Data processing agreements with our service providers
• Where applicable, reliance on adequacy decisions

8. Your Choices and Rights

8.1 Access and Update

You may access and update certain personal information (e.g., contact details, vehicle information) by logging into your account or contacting us at support@deductify.com.

8.2 Opt-Out of Marketing Communications

If at any time you want to stop receiving marketing emails from us, click the unsubscribe link in any of our promotional messages or contact us directly. Note that you may still receive administrative or transactional emails from us (e.g., about your membership or payments).

8.3 Cookie Management

You can usually remove or reject cookies via your browser settings. Doing so may affect the functionality and availability of certain features on our Site.

8.4 Do Not Track (DNT)

Our Site does not currently respond to DNT signals. You can set your web browser to refuse certain tracking technologies if you choose.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

Your Rights

• Right to Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the sources of that information, our business purpose for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions.
• Right to Correct: You have the right to request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: You have the right to opt out of the "sale" or "sharing" of your personal information. Note: Deductify does not sell your personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.
• Right to Limit Use of Sensitive Personal Information: You may limit our use of sensitive personal information to purposes necessary to provide the services you request.

How to Exercise Your Rights

To submit a request, please contact us at support@deductify.com or call us at (305) 560-5665. We will verify your identity before processing your request. You may also designate an authorized agent to make a request on your behalf.

Categories of Information Collected

In the past 12 months, we have collected the following categories of personal information: identifiers (name, email, phone), commercial information (membership purchases), internet activity (browsing history on our Site), and geolocation data (general location based on IP address).

10. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights under the General Data Protection Regulation (GDPR):

• Right of Access: You have the right to obtain confirmation of whether we process your personal data and to request a copy of that data.
• Right to Rectification: You have the right to request correction of inaccurate or incomplete personal data.
• Right to Erasure ("Right to be Forgotten"): You have the right to request deletion of your personal data under certain circumstances.
• Right to Restrict Processing: You have the right to request that we limit the processing of your personal data under certain circumstances.
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit that data to another controller.
• Right to Object: You have the right to object to processing of your personal data for direct marketing purposes or based on legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.
• Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority in your country of residence.

How to Exercise Your Rights

To exercise any of these rights, please contact us at support@deductify.com. We will respond to your request within 30 days.

Data Protection Contact

For GDPR-related inquiries, you may contact our Data Protection representative at: privacy@deductify.com

11. Security

We implement commercially reasonable security measures to help protect your personal information from unauthorized access or alteration. These measures include:

• Technical Safeguards: SSL/TLS encryption, secure servers, firewalls, and intrusion detection systems.
• Administrative Safeguards: Employee training, access controls, and security policies.
• Physical Safeguards: Secure data centers with restricted access.

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security of your information.

12. Data Breach Notification

In the event of a data breach that affects your personal information, we will:

• Notify affected users via email and/or prominent notice on our Site within 72 hours of becoming aware of the breach (or as required by applicable law).
• Provide information about the nature of the breach, the types of data involved, and steps we are taking to address it.
• Offer guidance on steps you can take to protect yourself.
• Report the breach to relevant supervisory authorities as required by law.

13. Children's Privacy

Our Site is not directed to, and we do not knowingly collect personal information from, children under 13 years of age (or 16 in the EEA). If you believe we might have information from or about a child, please contact us immediately so we can delete it. If we learn that we have collected personal information from a child without parental consent, we will take steps to delete that information as quickly as possible.

14. Third-Party Links

Our Site may include links to third-party websites, plug-ins, or services that we do not control. We are not responsible for the privacy practices of any third-party sites or services. We encourage you to review the privacy policies of those third parties before providing any personal information.

15. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. If we make material changes, we will:

• Post the revised policy on this page with an updated "Last Updated" date.
• Notify you via email or prominent notice on our Site prior to the changes taking effect.
• Where required by law, obtain your consent to material changes.

Your continued use of our Site after any changes indicates your acceptance of the updated policy.

16. Contact Us

For any questions about this Privacy Policy or our data practices, please contact: