Privacy policy
Who we are
This policy explains how Warranty Claim Prep, a service of Internet Physics, Inc., a Delaware corporation (Delaware file number 10348328), collects and uses personal information. "We" means Internet Physics, Inc. acting under the name Warranty Claim Prep.
What we collect and where it comes from
People we contact
We collect only business contact information: a person's name, job title, business email address and the company they work for. We contact people only in their business role. Every email we send names Warranty Claim Prep as the sender, gives our postal address and lets you opt out.
We find dealerships in the US Small Business Administration's public loan data, which names businesses and their locations, and on each dealership's own public website. From that website we read the names, job titles and business email addresses of its owner, dealer principal or service manager. We use no other source.
The free line sheet
The line sheet uses only public information about your dealership from its own website: the OEM lines it sells and services and its store locations. It holds no personal information.
Customers
A customer gives us the name, title and business email address of the person who accepts the order, and the documents it emails for each claim: repair orders, technician notes, photos, model, serial and hours. Where it confirms that it may share them, it also sends OEM denial or short-pay notices and claim-coding references, never for the lines our terms name. It reports the OEM's payments on claims we prepared from its own records.
Emails and our website
We keep the emails people send to hello@warrantyclaimprep.com and our replies, because they are the record of what we agreed.
Our website at https://warrantyclaimprep.com is a set of static pages. It has no login, no forms and no advertising or analytics trackers, and it sets no cookies of its own. The provider that serves it may log technical data, such as IP addresses, to keep it running and secure.
Information we handle for customers
When we work for a customer, the personal information we handle on its behalf belongs to the customer. We use it only to do the work the customer ordered and as the customer instructs. We do not sell it or use it for anything else, and we delete it within 90 days after the work ends unless the customer asks us to return it first.
The repair orders and technician notes a dealership sends may name its own customers, the owners of the machines repaired, with their contact details. That information belongs to the dealership. We use it only to prepare that dealership's claims. We never contact those people, never use their information for another customer and never sell it. For Monthly claim preparation, keeping a dealership's packages and documents for three years is part of the work, and we return them on request.
How we use information
We use personal information to decide whom to contact and to write to them about Warranty Claim Prep; to prepare the free line sheet and do ordered work; to answer emails and keep records of what was agreed, including consents to automatic renewal; to honour opt-outs and the requests this policy describes; and to meet legal obligations. We do not sell personal information, share it for cross-context behavioural advertising, or use it to make decisions that have legal or similarly significant effects on a person.
Who we share it with
We share personal information only with service providers that process it for us (our email provider, our email sending tool, our domain and web hosting providers, and the software providers we use to read and write our emails and prepare our work); with a customer, when the information concerns that customer's own work; and where the law requires it. We do not sell or rent it.
How long we keep it
We keep business contact information about people we have contacted for up to 24 months after we last contacted them, and then delete it. We keep customer records and emails for as long as the customer relationship lasts and for 3 years after it ends, so that we can show what was agreed. If you opt out or ask us to delete your information, we keep only your email address and the date on our do-not-contact list, so that we never contact you again.
Your choices and rights
Opting out. Reply "unsubscribe" to any email from us and we will not email you about Warranty Claim Prep again. We act on opt-outs within 2 business days.
Access, correction and deletion. Anyone may ask us what personal information we hold about them, ask us to correct it, or ask us to delete it, by emailing hello@warrantyclaimprep.com with the subject "Access", "Correct" or "Delete" from the address concerned. We reply by email within 30 days. When we delete, we remove the information from our mailbox, our sending tool and our files within 30 days and confirm by email, keeping only the do-not-contact entry described above. We do not treat anyone differently for using these rights.
Security
We store personal information only with the kinds of service providers this policy names and in our own files, and we give access only to the providers that need it for the purposes above. No method of storing or sending information is completely secure.
Children
Warranty Claim Prep serves businesses. We do not knowingly collect personal information from children under 16.
Changes to this policy
We may update this policy by publishing a new version on this page with a new effective date. If a change affects how we use information we already hold about our customers, we email them before it applies.
Contact
Warranty Claim Prep, a service of Internet Physics, Inc.
Email: hello@warrantyclaimprep.com