Legal

Privacy Policy

This policy explains what Meridian Claim Solutions (“Meridian,” “we,” “us”) collects when you use meridianclaimsolutions.com, the Meridian customer portal, and our estimating services (the “Service”), what we deliberately do not keep, and the choices you have. We build software for working estimators; we are not in the business of selling data, and we don’t. The Service is currently offered to businesses in the United States.

What we collect — and what we don’t keep

Account and contact information

Name, work email, phone, company, and role — provided when you request access, sign up, or fill out your profile. Sign-in is handled by our identity provider (Clerk); Meridian’s servers do not receive or store your password.

Job content you upload

The working materials of your estimates. Different materials are handled differently, by design:

• Photographs are processed in memory when your draft is generated and are not stored on our servers. Until you generate, they exist only in your browser.
• Floor-plan and sketch files you upload are read to extract room names and dimensions for your job; the extracted rooms are kept with the job, and sketch file contents are not retained after your estimate work is complete.
• Voice dictation audio is transcribed and discarded; the transcribed text is kept with your job notes.
• Notes, room details, estimate PDFs submitted for extraction, draft scopes, and finished deliverables are kept with the job so you can return to past work.

Job content frequently includes information about third parties — policyholders, property owners, occupants. You control what you upload; we process it on your instructions to prepare your estimates, and our Terms of Service require that you have the right to share it with a service provider and ask that you not upload Social Security numbers, financial account credentials, medical records, or government IDs unless genuinely necessary for the estimate.

Usage and technical data

Standard server logs (IP address, browser type, pages requested, timestamps) and in-product events used for security, debugging, and reliability. We do not run advertising trackers, and the marketing site sets no analytics cookies. The portal uses strictly necessary cookies and similar technologies for authentication, session management, and security.

How we use it

• To provide the Service: preparing your draft estimates and deliverables from the materials you upload, delivering finished files to you by portal and email, and supporting your account.
• AI processing: preparing a draft involves processing your job content with large language and speech-recognition models through the providers listed below. We use commercial API services configured so that inputs and outputs are not used to train the providers’ models by default; providers may retain data briefly for abuse monitoring under their own terms.
• To improve the Service: your corrections shape your own account’s future drafts (“Account Learning” — see Retention). Separately, unless you opt out by emailing us, we use genuinely de-identified, aggregated patterns — data that cannot reasonably be linked to you, a claim, or an identifiable person or property — to improve drafting quality for everyone. We commit not to attempt to re-identify de-identified data, we require the same of anyone we share it with, and we never disclose identifiable Customer Content to another customer.
• To communicate: service emails about your estimates and account. If you asked for access from the marketing site, we use your submission to contact you about it.
• Security and legal: protecting the Service, enforcing our Terms, and complying with law.

Who processes it for us

We share personal information only with service providers that run parts of the Service under contract (and their authorized subprocessors), and otherwise only as you direct or as required by law. Our current core service providers include:

Provider	What it does for the Service
Clerk	Account sign-in and identity. Handles authentication; passwords never reach Meridian’s servers.
Render	Cloud hosting for our application and database, where your account data and retained job content live.
Anthropic	AI model provider used to prepare draft estimates from your materials, under commercial API terms that bar training on customer content by default.
OpenAI	Speech-to-text for voice dictation in the portal. API audio is not used to train their models by default.
Google Workspace	Business email; your deliverables and our correspondence with you pass through it.
Cloudflare	DNS for our domain.
Stripe (when billing launches)	Payment processing. Card details will go directly to Stripe and will not be stored by Meridian.

We may engage additional providers of the same kind (for example error monitoring or backup tooling); this list is kept current for the core services that touch your content. We do not sell personal information, and we do not share it with third parties for their own advertising.

Retention

• Not retained: photographs (processed in memory at generation), sketch file contents after your estimate work is complete, and dictation audio after transcription.
• Kept with your jobs: notes, room details, extracted dimensions, submitted estimate PDFs, draft scopes, and deliverables — until you delete the job or close your account. Deleted content is removed from active systems promptly and ages out of our hosting provider’s encrypted backups on its standard schedule.
• Account Learning: the conventions and corrections that tune drafts to your account are retained while your account is active, even if the jobs that taught them are deleted, and are deleted or de-identified when your account closes.
• Account closure: after the 30-day export window in our Terms, we delete or de-identify your personal information from active systems within 90 days of closure, except records we must keep for legal, billing, or security reasons. De-identified aggregate data may be retained.

Security

Traffic is encrypted in transit (TLS). Access to production systems is limited to those who operate the Service. Authentication is delegated to a dedicated identity provider, and the materials we deliberately never retain cannot be exposed by a breach of our storage. No system is perfectly secure; if a breach affects your personal information, we will notify you as required by law.

Your choices and rights

You can review and update your profile in the portal, delete jobs and their content, opt out of de-identified aggregate learning, and request a copy or deletion of your personal information by emailing info@meridianclaimsolutions.com. Depending on where you live, you may have statutory rights to access, correct, delete, or port your personal information and to object to certain processing; we honor valid requests regardless of state. If you believe someone has uploaded your information to Meridian as part of a claim file, contact us and we will refer the request to the customer who controls that file and assist as the law requires.

Children

The Service is not intended for use by anyone under 18, and we do not knowingly collect information from children as users. Customers may submit claim materials that incidentally contain information about minors (for example, an occupant named in a claim file); Meridian processes that information only on the customer’s instructions to provide the Service.

Business transfers

If Meridian is involved in a merger, acquisition, financing, reorganization (including incorporation), or sale of assets, personal information may be transferred as part of that transaction. Any successor remains bound by the commitments of the policy under which the information was collected, and we will notify you of a transfer that materially changes how your information is handled.

Changes

We will post updates here and change the effective date above; material changes will be announced by email or in the portal, apply prospectively, and will not retroactively expand how we use previously collected content without additional notice or consent where required. Questions go to info@meridianclaimsolutions.com, Meridian Claim Solutions, Litchfield, New Hampshire.