Privacy Policy
Free readiness assessments
Data-use terms, version 2026-09-23. You retain ownership of the records you upload and confirm that you are authorized to share them. We save uploads before asking for contact details. Unverified uploads expire after seven days.
With your affirmative permission at the contact step, Cosmolabe stores your name, company, email, company files, field mappings and assessment context to prepare your readiness report, review the records and contact you about this assessment. Cosmolabe’s founder can securely review and download the files and report. Notifications contain contact details and a summary, with a private link to the retained records; raw files are not attached to email. This does not subscribe you to marketing.
Optional model development. A separate, unchecked option lets you authorize use of de-identified equipment, repair, cost and coverage data to develop, test and improve Cosmolabe’s warranty pricing and reliability models. Declining has no effect on your readiness report. Your name, company name and email are used for the assessment and follow-up, not as model-training inputs. Model permission does not mean the data is suitable or has been imported into a model; quality review and de-identification are required first. Existing submissions without this permission are not authorized for model development.
For submissions under these terms, files, reports and permission records remain available for 12 months from the first upload unless you delete the assessment sooner. Earlier submissions retain the retention period disclosed when they were collected. We record the wording version, acceptance time and your model-use choice with each submission. You can delete your assessment in the report page or contact tanner@cosmolabe.ai to withdraw permission for future use or request deletion, including any working copies. Withdrawing cannot always reverse de-identified aggregate analysis already completed. Database backups expire on the backup retention schedule, and email already delivered cannot be recalled.
Access links for the person submitting data expire after 20 minutes; browser access lasts up to seven days. Private owner links are limited to one submitted revision and expire after seven days. Deleted or expired assessments cannot be opened. Please avoid unnecessary customer names, addresses, payment details or other identifying information in uploaded records.
1. Scope
This policy explains what Cosmolabe collects, how we use it, and your choices. It covers the Cosmolabe website and application, and the customer-facing pages contractors present under their own name — online enrollment, coverage lookup, and claim forms. Cosmolabe is a business-to-business service: contractors are our customers, and where a homeowner's information reaches us — typed by the contractor's staff, or by the homeowner on one of those pages — we process it on the contractor's behalf, to run their warranty program.
2. What we collect
- Account data — your email, password (stored only as a one-way hash), your role, and the company you act for. If you enable two-factor authentication, the authenticator secret needed to verify your codes.
- Customer Data you upload — units (installed systems) and claims/jobs, and pricing inputs. This may include equipment, dates, costs, and ZIP codes. Do not upload data you lack the right to use.
- Warranty records — when a contractor sells and services warranties through Cosmolabe: the contract holder's name, service address, phone and email; covered-equipment details; and the claims filed against each contract, including notes describing the failure.
- Consent records — where a homeowner agrees to be contacted, we keep the record that proves it: the channel, the wording shown, when, the IP address it was captured from, and who captured it. This record exists to protect the homeowner — it is the evidence a contact-consent dispute turns on.
- Complaint records — a complaint's channel, the consumer's name and state, and its resolution, kept because regulators may ask.
- Business profile — the contractor's trading name, contact details, and business postal address (required by law on any commercial email sent in their name).
- Usage & technical data — logs, IP address, and basic request metadata used to operate and secure the service, including a per-tenant audit trail recording who performed each significant action, from where.
We maintain an inventory of every database column that holds personal data, checked mechanically against the application's schema on every release — a new personal-data field cannot ship unclassified.
3. How we use it
- To provide the service — price warranties, run analytics, and produce rate sheets for you.
- To secure the service and prevent abuse.
- To improve pooled pricing (credibility weighting) — only for tenants that have explicitly consented, and only in aggregated, de-identified form.
- To send service messages — claim status updates, contract documents, workspace invitations. These are transactional. We send no marketing messages today; any future marketing email would carry sender identification, a postal address, and a working opt-out, as federal law requires, and would never override a homeowner's recorded contact preferences.
4. Pooling and sharing
We do not sell your data. Your Customer Data is isolated per tenant. Cross-company pooling is opt-in: if you consent, your experience contributes to shared, credibility-weighted aggregates — never in a form that identifies your company to another. We share data with service providers only as needed to run the service (see Sub-processors), and when required by law.
5. Sub-processors
We use Amazon Web Services (hosting, database, and email delivery) and, for payments when enabled, Stripe. We never send your card details to our servers — payment entry is handled by the payment provider.
When the optional AI assistant is enabled for your workspace, Anthropic processes what is needed to answer: the questions your staff type and summaries of your own tenant's records that the answer requires. Two narrower uses exist during imports and claims: unresolved spreadsheet column headers and unrecognised equipment-type labels (never customer rows) may be sent to suggest mappings, and a claim's failure description may be sent to suggest which repair line it matches — never the claim's dollar amount, and never the customer's identity. All of this is optional: without it configured, every feature falls back to its non-AI path. These providers process data on our behalf under their own security and privacy commitments.
6. Security
Traffic is encrypted in transit (HTTPS). Passwords are stored as salted, memory-hard hashes; session and reset tokens are stored only as hashes. Access is tenant-scoped, authenticated, and permissioned by role, with an audit trail of significant actions. Two-factor authentication is available to every account and required for platform-administrator access. Application pages run under a Content-Security-Policy that blocks injected script. No method is perfectly secure, but we apply reasonable, layered controls.
7. Retention
We keep Customer Data while your account is active and as needed to provide the service. On termination you may request an export within a reasonable window before deletion. We retain limited records as required for legal, security, and accounting purposes.
8. Your choices
You control what you upload and whether you consent to pooling (and can revoke it). You may request access to, correction of, or deletion of your data, subject to legal limits, by contacting us.
If you are a homeowner: your warranty is with your contractor, and they control the records of it. Direct requests about your information to them first — we assist them in fulfilling those requests. A consent you gave to be contacted can be withdrawn at any time, and withdrawing it never affects your coverage or your claims.
9. Changes
We may update this policy; material changes will be posted here with a new "last updated" date.
10. Contact
Privacy questions or requests: tanner@cosmolabe.ai.