Privacy Policy

1. Introduction

XactWise ("we," "us," or "our") operates a platform that connects clients with professional estimating services for reconstruction, contents, mold, asbestos, water mitigation, and other property-claims-related projects. This Privacy Policy describes how we collect, use, and protect your personal information when you use our website and services.

2. Information We Collect

We collect the following types of information:

• Account Information: Name, email address, and role when you register for an account.
• Client Project Information: Client name, email, company, address, insured name, claim number, project scope, and uploaded documents including photos, scope sheets, and estimate files.
• Estimator Information: Assignment details, notes, uploaded estimate files (PDFs, ESX files), and invoice records.
• Credentials: Login credentials for client portals and estimating software, stored securely for project execution.
• Usage Data: Information about how you interact with our platform, including IP address and device information.

3. How We Use Your Information

• To process and manage estimate requests and assignments.
• To communicate with you about project status, assignments, and updates.
• To generate and deliver estimates, scope sheets, and related documentation.
• To manage billing and invoicing for completed work.
• To facilitate collaboration between clients, estimators, and administrators.
• To comply with legal obligations and protect against fraud.

4. Information Sharing

We do not sell your personal information. We share information only with: assigned estimators who need project details to complete work; insurance adjusters and clients as part of the claims process; and service providers who support our platform operations under strict confidentiality agreements. We may also disclose information when required by law.

5. Data Security

We implement industry-standard security measures including encryption in transit, role-based access controls, and regular security audits to protect your information. Access to project data and credentials is restricted to authorized personnel based on their role (admin, estimator, or client). Despite these measures, no method of transmission over the internet is 100% secure.

6. Data Retention

We retain project information, including estimates, scope sheets, and associated documents, for the duration of active projects and for a reasonable period thereafter to comply with legal, accounting, and contractual requirements.

7. Your Rights

You have the right to access, correct, or request deletion of your personal information. You may also opt out of certain communications. To exercise these rights, contact us using the information below.

8. Cookies

We use essential cookies to maintain your session and authenticate your identity. We do not use cookies for advertising or third-party tracking.

9. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page and updating the "Last updated" date.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact your XactWise account administrator.