1. Introduction

This Privacy Policy describes how Dynamic Workflow Labs LLC ("Claimiflo," "we," "us," or "our") collects, uses, shares, and protects information in connection with the Claimiflo platform (the "Service") accessible at app.claimiflo.com and the marketing website at claimiflo.com.

Claimiflo is a software-as-a-service platform that provides workflow and claim-management tools for corporate unclaimed property. This policy applies to all users of our Service, including Customer accounts, authorized users, and visitors to our website.

By using the Service or visiting our website, you agree to the collection and use of information as described in this Privacy Policy. This Privacy Policy is incorporated into and subject to our Terms of Service.

2. Information We Collect

2.1 Account Information. When you create an account, we collect:

• Business information: Company name, address, trade names, DBAs, subsidiaries.
• User information: Name, email address, job title, phone number.
• Authentication credentials: Password (hashed, never stored in plaintext), multi-factor authentication settings.

2.2 Subscription and Payment Information.

• Plan details: Selected subscription tier and billing interval.
• Payment information: Credit card and billing details are collected and processed by Stripe, our third-party payment processor. Claimiflo does not store full credit card numbers on our servers.

2.3 Customer Data. Information you provide or upload to the platform in connection with unclaimed property claims:

• Company documents: Articles of incorporation, W-9 forms, letters of authorization, and other supporting documents.
• Identity documents: Driver's licenses, tax returns, and other verification documents as required by state agencies.
• Personally Identifiable Information (PII): Social Security Numbers, Tax Identification Numbers, and other sensitive identifiers you choose to upload.
• Correspondence: Documents and communications related to unclaimed property claims displayed within the platform.
• Notes and comments: User-created notes attached to findings and claims.

2.4 Findings Data.

• Unclaimed property records: Information retrieved from publicly available state unclaimed property databases, including property IDs, holder names, amounts, property types, and state sources.
• Claim status information: Workflow status, submission dates, and tracking data.

2.5 Usage Data. We automatically collect certain information when you use the Service:

• Log data: IP address, browser type, operating system, pages visited, date and time of access.
• Device information: Device type, screen resolution, and browser settings.
• Feature usage: Which platform features you use and how you interact with the Service.
• Session data: Login times, session duration, and activity within the platform.

2.6 Website Visitor Data. When you visit claimiflo.com, we collect:

• Analytics data: Pages visited, referral source, time spent on pages (via Google Analytics).
• Contact form submissions: Name, email, company name, and message content.

3. How We Use Your Information

3.1 Provide and Operate the Service.

• Create and manage your account.
• Surface and organize publicly available state unclaimed-property records that potentially match the names and identifiers you provide, for your own review.
• Display findings, correspondence, and claim workflow information.
• Process subscription payments.
• Provide platform tools for claim preparation and tracking.

3.2 Communicate With You.

• Send transactional emails (account confirmation, password reset, subscription receipts).
• Send service notifications (new findings, status changes, correspondence alerts).
• Respond to support inquiries.
• Provide important service updates and security alerts.

3.3 Improve the Service.

• Analyze usage patterns to improve platform functionality.
• Identify and fix bugs and performance issues.
• Develop new features based on aggregate usage data.
• Conduct internal analytics and reporting.

3.4 Security and Compliance.

• Detect and prevent fraud, abuse, and unauthorized access.
• Monitor for security threats and vulnerabilities.
• Comply with legal obligations.
• Enforce our Terms of Service.

4. How We Share Your Information

4.1 We Do Not Sell Your Data. Claimiflo does not sell, rent, or trade your personal information or Customer Data to third parties. We do not share your data with advertisers or data brokers.

4.2 Service Providers (Sub-Processors). We share information with third-party service providers who assist in operating the Service. These providers are contractually obligated to use your information only as directed by us and in accordance with this Privacy Policy.

4.3 Legal Requirements. We may disclose your information if required to do so by law, regulation, legal process, or governmental request, including court orders, subpoenas, law enforcement requests, and regulatory compliance requirements.

4.4 Business Transfers. In the event of a merger, acquisition, reorganization, or sale of all or substantially all of our assets, your information may be transferred as part of the transaction. We will notify you of any such change and any choices you may have regarding your information.

4.5 With Your Consent. We may share your information in other ways if you provide explicit consent.

5. Data Security

5.1 Encryption.

• In transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2 or higher.
• At rest: Sensitive data fields (including PII such as Social Security Numbers and Tax IDs) are encrypted using AES-256 encryption.
• Documents: Uploaded documents are stored with server-side encryption.

5.2 Access Controls.

• Multi-tenant data isolation ensures your data is segregated from other customers.
• Role-based access controls limit data access based on user roles.
• All access to sensitive data is logged and auditable.
• Sessions expire after periods of inactivity.

5.3 Infrastructure Security.

• HTTPS enforced across all services with HSTS headers.
• Regular security updates and dependency audits.
• Input validation and output sanitization to prevent common vulnerabilities.
• Rate limiting on authentication and sensitive endpoints.

5.4 Breach Notification. In the event of a data breach affecting your personal information, we will notify you without undue delay, and in any event within seventy-two (72) hours of our confirmation of the breach, as required by applicable law and as stated in Section 15.3 of our Terms of Service.

5.5 Authorized Personnel Access and De-Identified Processing. Although your data is encrypted at rest and in transit, the encryption keys are held by Claimiflo, and authorized Claimiflo personnel may access, review, and process content you upload or transmit through the Service (including documents, attachments, correspondence, and account inputs) as reasonably necessary to the purposes below, in each case without reviewing, advising on, or intervening in the substance of any specific Finding or claim: provide, operate, secure, and improve the Service; respond to your Customer-initiated technical support and onboarding requests, limited to the operation of the platform; investigate and prevent security incidents, abuse, or fraud; and comply with applicable law or lawful government request. Access is limited to personnel with a legitimate need to know, is subject to confidentiality obligations, and access events involving Customer content are recorded in our internal audit logs. Where we use external processors to generate aggregated statistics or to improve automated features, Customer content is de-identified within Claimiflo's environment before it is transmitted to any external processor. This section corresponds to Sections 8.4 and 15.6 of our Terms of Service.

6. Data Retention

6.1 Active Accounts. We retain your information for as long as your account is active and as needed to provide the Service.

6.2 After Cancellation.

• Account data (findings, documents, notes, claim history): Retained for ninety (90) days after cancellation, then permanently deleted — except that records of your per-claim authorizations and electronic signatures are retained for at least seven (7) years after the associated submission, notwithstanding cancellation, to preserve the record of who authorized each claim, as described in Section 12.3 of our Terms of Service.
• Correspondence access: Any correspondence received from state agencies during the retention window described above remains viewable within the platform for your own review until your account data is deleted. Claimiflo does not respond to, or act on, any such correspondence on your behalf, and you are encouraged to establish direct channels with the relevant state agency for any ongoing claims.
• Payment records: Retained as required for tax and accounting purposes (typically 7 years).
• Security logs: Retained for up to 6 years for security and compliance purposes.

6.3 Deleted Data. After the retention period, your data is permanently deleted from our active systems within thirty (30) days. Residual copies in our encrypted, access-restricted backups are purged on our standard backup rotation cycle (up to ninety (90) days for off-site backups), after which they are permanently and irreversibly destroyed. We do not restore deleted customer data from backups except as part of disaster recovery.

6.4 Legal Holds. We may retain information beyond the standard retention period if required by law, regulation, or ongoing legal proceedings.

7. Your Rights and Choices

7.1 Access Your Data. You can access your Customer Data at any time through the platform. You may also request a copy of your personal information by contacting us at support@claimiflo.com.

7.2 Export Your Data. You may export your data (findings, documents, claim history) at any time during your active subscription using the platform's export features.

7.3 Correct Your Data. You can update your account information and company details directly within the platform. For corrections to other data, contact us at support@claimiflo.com.

7.4 Delete Your Data. You may request deletion of your personal information by contacting us at support@claimiflo.com. Upon receiving a verified request, we will delete your data within thirty (30) days, subject to legal retention requirements, ongoing subscription obligations, and data necessary for legitimate business purposes.

7.5 Opt Out of Communications.

• Marketing emails: You can unsubscribe using the link in any marketing email.
• Service notifications: Essential service notifications (security alerts, billing, account changes) cannot be opted out of while your account is active.

7.6 Account Deletion. You may delete your account at any time through account settings or by contacting support@claimiflo.com. Account deletion triggers the data retention process described in Section 6.2.

8. California Privacy Rights (CCPA/CPRA)

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

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt Out of Sale: We do not sell personal information, so this right does not apply.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

8.2 Categories of Information. Under the CCPA, we collect the following categories of personal information:

8.3 Service Provider Status. For purposes of the CCPA/CPRA, Claimiflo acts as a "Service Provider." We process Customer Data only for the specific business purposes described in our Terms and this Privacy Policy. We do not sell or share (as defined by the CPRA) personal information.

8.4 Exercising Your Rights. To exercise your California privacy rights, contact us at support@claimiflo.com. We will respond to verified requests within 45 days. We may need to verify your identity before processing your request.

9. Cookies and Tracking Technologies

9.1 Cookies We Use.

9.2 Google Analytics. We use Google Analytics (GA4) on our marketing website (claimiflo.com) to understand how visitors find and use our site. Google Analytics collects anonymized data including pages visited, referral source, browser type, and geographic region (not precise location). You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

9.3 No Third-Party Advertising. We do not use advertising cookies, retargeting pixels, or third-party tracking for advertising purposes.

10. Children's Privacy

The Service is intended for use by business entities and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

11. International Data

The Service is hosted in the United States and intended for use by businesses operating in the United States. If you access the Service from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will provide at least thirty (30) days' notice of material changes via email to your account's registered email address and/or through an in-app notification. Continued use of the Service after the effective date of an updated policy constitutes acceptance of the changes. The "Last Updated" date at the top of this policy indicates when it was most recently revised.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Dynamic Workflow Labs LLC
Buena Park, California
Privacy inquiries: support@claimiflo.com
Legal matters: support@claimiflo.com
Website: www.claimiflo.com