Privacy Notice

Effective October 26, 2026

This Privacy Notice describes how Restoration Automation LLC (“Restoration Automation,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with this application (the “Service”), which we operate for Kelmann (the “Company”) under a written agreement (the “Agreement”). Capitalized terms not defined here have the meanings given in the Terms of Use.

1. Our Role

The Company controls the documents and data in the Service (“Company Data”) and decides how its personnel and customers’ information is used. We process Company Data on the Company’s behalf, as its service provider, to provide and support the Service under the Agreement. Requests about Company Data, including requests from the Company’s customers, should be directed to the Company; we will assist the Company in responding as required by law and the Agreement.

2. Information We Collect

Account information: name, email address, role, company affiliation, and authentication records. Passwords are stored only as secure hashes by our authentication provider.
Documents and job data:estimates, scopes, supplements, change orders, photos, and other files you upload, and information extracted or generated from them, which frequently includes personal information of third parties such as property owners’ names, property addresses, claim and policy numbers, insurer and adjuster details, and contact information.
Customer authorizations:where a customer signs within the Service, the signer’s name, property address, signature image, and the date and time of signing.
Assistant conversations: questions submitted to the AI assistant, the related data, and the answers.
Agreement records: the terms and acknowledgments you accept, their exact wording and version, the date and time, your account, and your IP address and browser information.
Technical and usage information: log data, IP address, browser and device type, pages and features used, errors, performance, and processing costs.

3. How We Use Information

We use information to:

provide, operate, maintain, and support the Service for the Company, including reading and comparing documents, generating reports and documents, answering assistant questions, and sending emails you request;
secure the Service, authenticate users, and detect, investigate, and prevent fraud, abuse, and security incidents;
monitor quality, troubleshoot errors, and improve the Service for the Company;
maintain records of acceptances and acknowledgments, and establish, exercise, or defend legal claims; and
comply with law and with the Agreement.

We do not sell personal information, share it for cross-context behavioral advertising, or use Company Data to train or improve AI models made available to anyone other than the Company.

4. AI Processing

Document contents, extracted data, and assistant questions are processed by our AI provider (currently OpenAI) through its business API. Under those terms, submitted content is not used to train the provider’s models and is retained by the provider only for a limited period for abuse monitoring before deletion. AI-generated Outputs may be inaccurate and are subject to the verification requirements in the Terms of Use.

5. How We Disclose Information

We disclose information only:

to the Company and its authorized users, according to their permissions in the Service;
to service providers that process it on our behalf under confidentiality and data-protection obligations, currently including Supabase (database, authentication, and storage), Vercel (hosting), n8n (document workflows), and OpenAI (AI processing), each receiving only what its function requires;
when required by law, subpoena, or court order, or to protect the rights, property, or safety of the Company, its customers, us, or others; and
in connection with a merger, acquisition, or sale of our business, subject to protections at least as strong as those in this notice and the Agreement.

6. Retention

Company Data is retained for as long as the Company maintains it in the Service, and is deleted or returned as provided in the Agreement. Deleting a record in the Service removes it from active use; residual copies in backups are overwritten in the ordinary course. Agreement records are retained for as long as needed to document what was agreed and to establish or defend legal claims. Technical logs are retained for limited periods for security and troubleshooting.

7. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest, role-based access controls enforced at the database level, short-lived signed links for file downloads, and restricted administrative access. No method of transmission or storage is completely secure. If we become aware of unauthorized access to Company Data, we will notify the Company as required by law and the Agreement.

8. Your Choices and Rights

You may review and update your account information through the Company’s administrator or by contacting us. Depending on where you live, you may have rights to request access to, correction of, or deletion of your personal information. Because we act on the Company’s behalf, we will forward such requests to the Company and assist it in responding. We will not discriminate against anyone for exercising privacy rights.

9. Children

The Service is a business tool intended for adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 18.

10. Changes to this Notice

We may update this Privacy Notice from time to time. We will update the effective date above and, for material changes, provide notice in the Service.

11. Contact

Questions or requests about this notice: Restoration Automation LLC · support@restoration-automation.com