This Privacy Policy explains how ECode collects, uses, and protects information within the ECode Pro insurance claims management platform. By using ECode Pro, you agree to the practices described in this policy.
1. Information We Collect
We collect information necessary to provide the ECode Pro platform and related services. This includes:
Name, email address, company name, role or title, and login credentials for platform users.
Claim details, policyholder information, documents and photos, notes and communications, vendor information, reserve and payment records, and all other information entered into the platform by your organization.
IP address, browser type and version, device information, login activity, session data, and platform usage analytics used to maintain security and improve performance.
Records of support requests, demo inquiries, and other communications with ECode staff.
2. How We Use Information
We use collected information exclusively to provide and improve the ECode Pro platform. Specifically, we use information to:
We do not use claims data for marketing purposes, advertising, or any purpose beyond providing and improving the services described in these terms.
3. Data Sharing
ECode does not sell claims data or any personal information to third parties. We may share information only in the following limited circumstances:
We use third-party cloud hosting, security, and infrastructure providers to operate the platform. These providers have access only to the information necessary to perform their specific functions and are contractually required to maintain confidentiality.
We may disclose information when required by law, court order, or regulatory authority, or when we believe disclosure is necessary to protect the rights, property, or safety of ECode, our customers, or others.
In the event of a merger, acquisition, or sale of assets, customer information may be transferred to the successor entity, subject to the same privacy protections described in this policy.
We may share information with your explicit consent for purposes not described in this policy.
4. Data Security
We implement industry-standard security safeguards to protect claims data and personal information, including:
While we implement these safeguards, no internet transmission or electronic storage system is completely secure. We cannot guarantee absolute security of information transmitted to or stored on our platform.
5. Data Retention
Claims data is retained for the duration of the active account relationship. Standard retention is seven years from claim close date, which satisfies regulatory requirements in all states.
Upon account termination, customers receive a complete data export in standard formats. After the export is confirmed, data is purged from our systems within 30 days. Written confirmation of deletion is provided upon request.
Enterprise customers may configure longer retention periods in their service agreement.
6. Your Rights
Users and customers may submit requests regarding their data at any time. We honor the following requests:
Submit data rights requests to support@epescode.com. We will respond within 30 days.
8. Policy Changes
We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. When we make material changes, we will notify account administrators by email at least 30 days before the change takes effect. The date of the most recent update appears at the top of this page. Continued use of the platform after the effective date constitutes acceptance of the revised policy.
9. Contact
For questions about this Privacy Policy or our data practices, contact: