Privacy Policy

Last updated: July 7, 2026

1. Who we are

Canvass Tools (app.canvasstools.com, the “Service”) is operated by Clever Solutions, Inc (“we,” “us”). The Service helps private-investigation firms (“Customers”) canvass medical facilities in connection with insurance claims. This policy explains what personal information the Service handles and how we use and protect it.

2. Two kinds of personal information

The Service handles personal information in two distinct roles:

Account information about the people who sign in. We are responsible for this information.
Claimant information about insurance claimants, entered by Customers. We process it solely on the Customer’s behalf and instructions. The Customer is responsible for its legal basis to collect this information and for any notices to claimants that applicable law requires. If you are a claimant with questions about your information, contact the firm handling your claim; we will assist that firm with your request.

3. Information we collect

Account information: name, work email address, password (stored only as a hash by our authentication provider), multi-factor authentication enrollment, role, and company.
Claimant information (entered by the Customer): claimant name, date of birth, address, Social Security number, and claim number, plus the canvass results the Customer uploads.
Files: spreadsheets and reports the Service generates, files the Customer uploads, and company branding such as a logo.
Activity and audit records: actions taken in the Service with timestamps and the acting user, including a record of every display of a full Social Security number.
Technical information: IP addresses and standard request logs, used for security and rate limiting. We do not use advertising trackers or third-party analytics.

4. How we use information

To provide the Service: we geocode the claimant address and search for nearby medical facilities through our mapping providers, and retrieve imagery of the claimant’s address for the report. Only the address is sent to these providers — never names, Social Security numbers, or dates of birth.
To deliver notifications: the Service emails Customers when spreadsheets and reports are ready. Emailed spreadsheets identify a claim by claimant name and claim number only.
To secure the Service: audit logging, rate limiting, and abuse prevention.
To support Customers and operate, maintain, and improve the Service.

We do not sell personal information, use it for advertising, or share one Customer’s data with another. Every Customer’s data is isolated at the database layer.

5. Service providers

We use a small set of infrastructure providers to run the Service:

Supabase — database, authentication, and file storage
Vercel — web application hosting
Railway — background processing
Mailgun — email delivery
Google Maps Platform — address geocoding, facility search, and address imagery (receives addresses only)
Apify — supplementary facility search (receives addresses only)
Better Stack — uptime and operational log monitoring (operational logs contain no claimant personal information)
Cloudflare — DNS and encrypted offsite backups

Each provider processes information only as needed to perform its function for us.

6. Security

Social Security numbers are encrypted at the application layer (AES-256-GCM) before they are stored, in addition to encryption of all data at rest and TLS in transit. Customer data is isolated per tenant with database row-level security. Access to sensitive fields is audit-logged, multi-factor authentication is supported and can be required by a Customer’s administrator, and personal information is kept out of application logs and error reports. No method of transmission or storage is completely secure.

7. Retention

We retain information for as long as the Customer’s account is active and as needed to provide the Service. Audit records are append-only. After a Customer relationship ends, we delete the Customer’s data as described in the Terms of Service, subject to our backup rotation schedule and legal obligations.

8. Your choices and rights

Account holders can review and update their profile information in the app or by contacting us. Depending on where you live, you may have additional rights under applicable privacy law, such as access, correction, or deletion; we honor such requests for account information, and for claimant information we refer requests to, and assist, the Customer that submitted it.

9. Cookies

The Service uses only the cookies strictly necessary to keep you signed in. There are no advertising or third-party analytics cookies.

10. Children

The Service is a professional business tool and is not directed to children.

11. Changes

We may update this policy from time to time. We will post the updated version here with a new “Last updated” date and announce material changes through the Service or by email.

12. Contact

Clever Solutions, Inc — support@canvasstools.com