Privacy Policy

PRIVACY POLICY

NextGen Estimate LLC

Last Updated: [06.01.2026]

Effective Date: [06.01.2026]

YOUR PRIVACY IS IMPORTANT TO US. PLEASE READ THIS POLICY CAREFULLY.

This Privacy Policy explains how NextGen Estimate LLC ("Company," "we," "us," or "our") collects, uses, stores, protects, and shares information when you visit our website or use our vehicle damage appraisal services. This Policy is incorporated by reference into our Terms and Conditions.

1. INTRODUCTION

NextGen Estimate LLC is committed to protecting your personal information and respecting your privacy. This Privacy Policy describes our practices regarding the collection, use, storage, and disclosure of information we receive from users of our services.

This Policy applies to all visitors, customers, and users of our website (nextgenestimate.com) and Service, with the exception of residents of Massachusetts, Connecticut, Rhode Island, and Hawaii ("Restricted States"), where our Service is not available.

By accessing or using our Service, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy. If you do not agree with this Policy, please do not use our Service.

2. INFORMATION WE COLLECT

2.1 Personal Information You Provide

When you use our services, we may collect the following types of personal information:

Identity and Contact Information:

• Full name

• Email address

• Phone number (if provided)

• State of residence

• Billing address (for payment processing)

Vehicle Information:

• Vehicle Identification Number (VIN)

• Year, make, model, and trim level

• Mileage and condition information

• License plate information (if provided)

Damage and Incident Information:

• Description of the incident or damage

• Date and location of incident (if provided)

• Uploaded photographs and videos of vehicle damage

• Additional documentation you choose to provide

Payment Information:

• Payment information is processed securely by Stripe and/or Shopify Payments

• We do NOT store credit card numbers, CVV codes, or full bank account details

• We receive only transaction confirmation and the last 4 digits of payment method

2.2 Automatically Collected Information

When you visit our Website, we may automatically collect technical information including:

• IP address and approximate geographic location (city/state level)

• Browser type, version, and language

• Device type and operating system

• Pages visited, time spent, and navigation patterns

• Referring website or source

• Analytics and performance data

• Cookie and tracking identifiers

2.3 Information We Do NOT Collect

We explicitly do NOT collect:

• Social Security numbers

• Driver's license numbers (unless voluntarily provided)

• Insurance policy numbers (we recommend you do NOT share these)

• Bank account routing numbers

• Medical or health information

• Biometric data

If you accidentally provide any of the above information, we will delete it promptly upon discovery.

3. HOW WE COLLECT INFORMATION

We collect information through the following methods:

• Directly from you when you submit forms, upload files, or make a purchase

• Automatically through cookies, web beacons, and similar tracking technologies

• From trusted third-party service providers such as Stripe, Shopify Payments, and analytics platforms

• From AI-assisted analysis of photos you submit (used solely for estimating purposes)

4. UPLOADED FILES AND SENSITIVE DOCUMENTS

Because our Service involves uploading vehicle photographs and related documentation, we want to be transparent about how these files are handled.

4.1 File Storage and Access

• Uploaded files are stored in encrypted cloud storage

• Access is restricted to authorized Company personnel involved in preparing your estimate

• Files are used solely for the purpose of completing your order

• AI processing of photos is conducted within secure, controlled environments

4.2 File Retention

• Uploaded photographs are retained for ninety (90) days after order completion

• After 90 days, photographs are permanently deleted from active systems

• Backup copies are deleted within an additional 30 days

• Estimate reports and order records are retained for seven (7) years for legal and tax compliance

4.3 File Sharing

We do NOT share uploaded files with any third party except:

• As required by law, court order, or government request

• To comply with legal obligations or protect our legal rights

• With cloud storage providers (under strict confidentiality agreements)

• With AI service providers solely for the purpose of analysis (anonymized when possible)

4.4 Security of Uploaded Files

• All file transfers occur over encrypted connections (SSL/TLS)

• Files are encrypted at rest in our storage systems

• Access logs are maintained for security monitoring

• Multi-factor authentication is required for personnel accessing files

5. HOW WE USE YOUR INFORMATION

We use your information for the following purposes:

5.1 Service Delivery

• Provide and deliver our vehicle damage appraisal services

• Process and complete your orders

• Generate and deliver Estimates and reports

• Respond to your inquiries and support requests

5.2 Payment Processing

• Process payments and refunds

• Prevent payment fraud

• Maintain accurate financial records

• Comply with tax and accounting requirements

5.3 Communications

• Send order confirmations and status updates

• Notify you of estimate completion

• Respond to your questions or feedback

• Send important service announcements

• Send promotional or marketing communications (with opt-out option)

5.4 Service Improvement

• Analyze usage patterns to improve our Service

• Test and develop new features

• Train and improve AI estimation systems (using anonymized data)

• Monitor and improve website performance

5.5 Legal and Security

• Prevent fraud, abuse, or unauthorized activity

• Investigate and address violations of our Terms

• Comply with legal obligations and government requests

• Protect our legal rights and the rights of others

• Enforce our agreements

6. ARTIFICIAL INTELLIGENCE AND DATA PROCESSING

Our Service uses artificial intelligence (AI) and machine learning to assist in analyzing vehicle damage photographs. Please note the following regarding AI processing of your data:

• Photos are processed by AI systems to identify damage and assist with estimating

• Human experts review AI analysis before finalizing estimates

• Anonymized photo data may be used to improve AI accuracy

• Personally identifying information is stripped from data used for AI training

• You may request that your data NOT be used for AI training by contacting us

AI processing complies with industry standards for data protection and does not result in your photos being publicly accessible.

7. MARKETING COMMUNICATIONS

If you provide your email or phone number, we may send you:

• Order confirmations and status updates (transactional, not marketing)

• Follow-up emails related to your estimate

• Service-related announcements

• Promotional offers and news about our services (marketing)

You may opt out of marketing communications at any time by:

• Clicking "Unsubscribe" in any marketing email

• Replying STOP to any marketing SMS message

• Contacting us at support@nextgenestimate.com

Opting out of marketing communications will NOT affect transactional communications related to your active orders or account.

8. SHARING OF INFORMATION

8.1 We Do NOT Sell Your Information

NextGen Estimate LLC does NOT sell, rent, lease, or trade your personal information to third parties for marketing purposes.

8.2 Limited Sharing With Service Providers

We share information only with trusted service providers who help us operate our business:

Payment Processing:

• Stripe — for secure credit card processing

• Shopify Payments — for e-commerce transactions

Infrastructure and Hosting:

• Cloud hosting providers (e.g., AWS, Google Cloud) — to operate our website and store data securely

• Email service providers — for transactional and marketing emails

• SMS service providers — for text notifications (if applicable)

Analytics and Performance:

• Google Analytics — to understand website usage (data is anonymized where possible)

• Error tracking services — to identify and fix technical issues

AI and Estimation Services:

• AI service providers — for photo analysis assistance (with privacy safeguards)

• Estimating software providers (CCC ONE, Mitchell, Audatex) — for industry-standard estimate generation

All service providers are contractually required to:

• Protect your information using appropriate security measures

• Use information only for authorized purposes

• Not retain information longer than necessary

• Comply with applicable privacy laws

8.3 Legal Disclosures

We may disclose your information when required by law or to:

• Comply with legal process (subpoenas, court orders, warrants)

• Respond to government or regulatory requests

• Protect our legal rights and property

• Prevent fraud or illegal activity

• Protect the safety of users or the public

• Enforce our Terms and Conditions

8.4 Business Transfers

In the event of a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred to the successor entity. We will notify you of any such change and your continued rights regarding your information.

9. COOKIES AND TRACKING TECHNOLOGIES

9.1 What Are Cookies

Cookies are small text files placed on your device when you visit our Website. We use cookies and similar technologies (web beacons, pixels, local storage) for various purposes.

9.2 Types of Cookies We Use

Essential Cookies (Required):

• Authentication and security

• Shopping cart functionality

• Session management

• These cannot be disabled without affecting core functionality

Analytics Cookies (Optional):

• Google Analytics — usage statistics

• Performance monitoring

• Help us understand how users interact with our site

Functional Cookies (Optional):

• Remember your preferences

• Personalize your experience

• Save form data

Marketing Cookies (Optional):

• Track effectiveness of advertising

• Show relevant ads on other websites

• Measure conversion rates

9.3 Managing Cookies

You may control cookies through:

• Your browser settings (most browsers allow you to block or delete cookies)

• Our cookie consent banner (when you first visit our site)

• Opt-out tools provided by third-party advertisers

Disabling cookies may affect certain features of our Website and your user experience.

10. DATA RETENTION

We retain your personal information only as long as necessary to fulfill the purposes outlined in this Policy. Specific retention periods include:

Order Data:

• Order details and communications: 7 years (for tax/legal compliance)

• Estimate reports: 7 years

• Payment records: 7 years (as required by tax law)

Uploaded Files:

• Photographs: 90 days after order completion

• Supporting documents: 90 days after order completion

• After 90 days: permanently deleted from active systems

Account Information:

• Active accounts: retained while account is active

• Closed accounts: 7 years for compliance

Communications:

• Email correspondence: 3 years

• Support tickets: 3 years

Analytics Data:

• Anonymized analytics: indefinite (no personal identifiers)

• Personalized analytics: 26 months (Google Analytics default)

You may request early deletion of your data by contacting us at support@nextgenestimate.com, subject to legal retention requirements.

11. DATA SECURITY

We implement reasonable administrative, technical, and organizational safeguards to protect your information, including:

11.1 Technical Safeguards

• Encrypted connections (SSL/TLS) for all data transmission

• Encryption at rest for stored data

• Secure cloud storage with industry-standard providers

• Regular security updates and patches

• Network firewalls and intrusion detection

• Secure third-party payment processing through Stripe and Shopify Payments

11.2 Administrative Safeguards

• Restricted access to personal data on a need-to-know basis

• Background checks for personnel with data access

• Confidentiality agreements with all employees and contractors

• Regular privacy and security training

• Multi-factor authentication for system access

• Access logging and monitoring

11.3 Limitations

Despite our efforts, no method of transmission or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You acknowledge and agree that:

• You provide your information at your own risk

• We are not liable for unauthorized access caused by your actions (e.g., weak passwords, sharing credentials)

• In the event of a security breach affecting your information, we will notify you as required by applicable law

12. YOUR PRIVACY RIGHTS

12.1 General Rights (All Users)

Depending on your state of residence, you may have the right to:

• Access your personal information we hold

• Request correction of inaccurate information

• Request deletion of your information (subject to legal retention)

• Opt out of marketing communications

• Request information about how your data is used

• Request a copy of your data in a portable format

• Withdraw consent for optional data processing

To exercise these rights, contact us at support@nextgenestimate.com. We will respond within 30 days, or 45 days where required by law.

12.2 California Residents — CCPA/CPRA Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

Right to Know:

• Categories of personal information we collect

• Sources of personal information

• Purposes for collecting personal information

• Categories of third parties with whom we share information

• Specific pieces of personal information we have collected about you

Right to Delete:

• Request deletion of your personal information (subject to legal exceptions)

Right to Correct:

• Request correction of inaccurate personal information

Right to Opt Out:

• Opt out of the sale of personal information (NOTE: We do NOT sell personal information)

• Opt out of sharing personal information for cross-context behavioral advertising

Right to Limit Use of Sensitive Personal Information:

• Direct us to limit use of your sensitive personal information

Right to Non-Discrimination:

• We will not discriminate against you for exercising your privacy rights

To exercise your California privacy rights, contact us at support@nextgenestimate.com or call our designated number. We will verify your identity before processing your request and respond within 45 days as required by law.

12.3 Other State Privacy Rights

Residents of other states with privacy laws (Virginia, Colorado, Connecticut, Utah, and others) may have similar rights. Contact us at support@nextgenestimate.com to learn about and exercise your rights under applicable state law.

12.4 Verification of Requests

To protect your privacy, we may need to verify your identity before processing privacy requests. We may ask for:

• Confirmation of email address used with your account

• Order number or purchase details

• Other reasonable verification information

We do NOT charge for processing privacy requests except in limited circumstances (e.g., excessive or repetitive requests).

13. STATE-SPECIFIC SERVICE AVAILABILITY

Please note that our Service is NOT available to residents of the following states due to state-specific licensing requirements:

• Massachusetts

• Connecticut

• Rhode Island

• Hawaii

If you are a resident of these states, please do not submit personal information or attempt to use our Service. Any information inadvertently received will be deleted. We do not collect or maintain marketing databases for residents of these Restricted States.

14. CHILDREN'S PRIVACY

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@nextgenestimate.com. We will promptly investigate and delete any such information.

We comply with the Children's Online Privacy Protection Act (COPPA) and similar state laws.

15. THIRD-PARTY LINKS AND SERVICES

Our Website may contain links to third-party websites, services, or content. These third parties have their own privacy policies, and we are not responsible for their practices.

Third-party services we may link to include:

• Body shop directories

• Insurance company websites

• Vehicle valuation tools

• Industry resources

We encourage you to review the privacy policies of any third-party services before providing them with your information.

16. INTERNATIONAL DATA TRANSFERS

Our Service is intended for users in the United States (excluding Restricted States). If you access our Service from outside the United States, your information may be transferred to and processed in the United States, which may have different data protection laws than your country of residence.

By using our Service, you consent to the transfer of your information to the United States.

17. DATA BREACH NOTIFICATION

In the unlikely event of a data breach that compromises your personal information, we will:

• Investigate the breach promptly

• Take steps to mitigate harm

• Notify affected users as required by applicable law

• Notify regulatory authorities as required

• Provide information about steps you can take to protect yourself

Notifications will be provided via email to the address on file and/or by posting notice on our Website.

18. DO NOT TRACK SIGNALS

Some browsers offer a "Do Not Track" (DNT) signal. Because there is no industry standard for how to respond to DNT signals, we do not currently respond to them. However, you can control tracking through cookie settings as described in Section 9.

19. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements.

When we make material changes:

• We will post the updated Policy on our Website with a revised "Last Updated" date

• We will notify you via email when material changes affect how we use your information

• Continued use of our Service after changes constitutes acceptance of the updated Policy

We encourage you to review this Privacy Policy periodically.

20. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

NextGen Estimate LLC

Email: support@nextgenestimate.com

Website: nextgenestimate.com

State of Registration: Washington, United States

For privacy-specific inquiries, please include "Privacy Request" in the subject line of your email.

We aim to respond to all privacy inquiries within 30 days, or within 45 days for California residents as required by the CCPA.

ACKNOWLEDGMENT

BY USING THE SERVICE OR WEBSITE, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO THIS PRIVACY POLICY.