PORTAL INFORMATION

Privacy & claim access

This page explains how access to the Loss Manager claim portal works and what information is kept with a claim. Submitting information does not establish a representation agreement.

Information in a claim

Claims can contain names, contact details, property addresses, policy and claim numbers, questionnaire responses, uploaded files, messages, and meeting records. These records are stored with the claim.

AI document processing

Supported uploads are sent to OpenAI to extract claim information, identify visible contents, draft photo labels, and answer claim questions. Selected documents and relevant claim context may be processed. Extraction proposals and source references are stored with the claim. AI can misread or omit information; authorized adjusters review proposed changes before they are applied. Uploaded originals and completed signed documents are preserved. Intake files are temporarily processed and attached to the claim only when the intake is created.

Who has access

Clients can access only the claims assigned to their signed-in account. Authorized staff can manage claims within their own firm and decide which uploaded files are visible to a client. Staff-only files are excluded from client views.

Viewing files

The document viewer includes a personalized watermark and has no copy, print, or download buttons. Clients cannot delete files through the portal. Screen captures, cameras, and browser-level copying cannot be completely prevented.

Recorded conversations

Audio and video uploads require confirmation that everyone recorded agreed to the recording and its upload. Live meetings use a link provided by the adjuster. Meeting recording and transcription are not automatic.

Activity records

Uploads, file views, questionnaire changes, and status updates create a dated activity record. Messages remain in the claim conversation. These records help maintain context; they are not a certified or tamper-proof legal archive.

Account access

The portal uses email and password sign-in. Passwords are hashed; server sessions use secure cookies. Clients and staff activate access through private invitations from the firm. Invitation links expire after 24 hours and can be used once. Firm owners register their business through Firm Setup. Clients do not register a firm or create their own claim portal: their adjuster opens the claim and assigns client access first. Assigned clients sign in using the email their adjuster invited. The platform home page explains tools for adjusters. Firm templates, licensing records, and claim data are isolated by firm. A portal URL does not grant access. Claim records require sign-in and access to the specific claim.