Privacy Policy

Effective November 10, 2026

This policy explains what information DocuMit (operated by DocuMit LLC, a Washington limited liability company) handles, why, and how we protect it. DocuMit is used by restoration companies. Each company controls the job information it puts into DocuMit; we store and process it for them.

What we collect

Team accounts: name, username, role, and the email and phone number a person or their admin adds. Passwords are stored only as a secure one-way hash.
Job information your company enters: customer names, property addresses, contact details, claim and policy numbers, insurance and adjuster details, photos, readings, notes, job chat messages, visit schedules, time off requests, documents and signatures.
Time and pay records, if your company turns on the time clock or payroll: clock times, jobs worked, timecards, pay rates, deductions and pay stubs. If your company also turns on location, the spot where a person clocks in and clocks out, and nothing in between. We don’t collect Social Security numbers or bank details.
Billing records, if your company uses accounts receivable: invoices, payments (the form of payment, such as check or card, and a reference like a check number), adjustments, write-offs, the claim’s standing and follow-ups. We don’t collect card numbers or bank account numbers, and DocuMit moves no money. If your company connects QuickBooks Online or Xero, we keep the connection’s access keys so the two stay in step.
MitAI, if your company uses it: the questions people ask and its answers (kept as each person’s chat history), the files they attach to a question, and the descriptions and tags MitAI writes for photos.
People who sign from an emailed link: their name, their relationship to the property, their signature, the email address it was sent to, and the IP address and device they signed from, kept with the signed document as a record of the signature.
Usage counts: how often each screen, job tab and button is used, per company per day. These counts contain no job, customer or address details. We use them only to improve DocuMit.
Demo requests sent from our home page: name, company, email, and any phone, location, team size or note you add. We use them only to contact you about DocuMit.
Problem reports and ideas people send us, with the screen they were on and their device type.
Technical records: sign-in sessions, security logs, the IP address of requests, and a record of when you agreed to our Terms of Service, used to keep accounts secure, stop abuse, and show who agreed to the terms.

How we use it

To run DocuMit for your company: storing and syncing jobs, building reports, and showing the right information to the right people.
To send messages you ask for: sign-in and password reset codes, and notifications or emails about requests put on you, and notifications about job chat messages, schedule changes and time off.
To run MitAI for people who allow it: describing and tagging photos as they’re uploaded, rewriting notes, answering questions, and drafting text and line items from the job’s facts.
To support you, fix problems and keep the service secure.
To improve DocuMit, using counts and statistics that don’t identify your company, your people or your customers.

We will never sell personal information, use it for advertising, or use company data to train artificial intelligence models.

Who else handles it

We use a small number of service providers, only to run DocuMit:

Oracle Cloud hosts the servers and stored data in the United States.
Address suggestions and the job map: when someone types an address, what they typed is sent to an address lookup service (Photon) to suggest matches. When someone opens the job map on a computer, the address of each job on it is sent to the same service once, to find its spot on the map. No other job details are sent.
Map pictures: on computers, the job map loads its map pictures from OpenFreeMap, run by Hyperknot Software Kft. in Hungary. That service sees the viewer’s internet address and the part of the map being looked at, as any website would, and keeps its logs only briefly. No job details are sent to it.
Email and text message providers deliver sign-in codes, password reset codes, and request and schedule notifications, and the reports, invoices and signed documents a person chooses to email to someone (for example an adjuster or a customer).
Anthropic (MitAI): MitAI runs on Claude, an AI model made by Anthropic, PBC, in the United States. Only if your company uses MitAI, and only for people who allow it in the app, DocuMit sends Anthropic what MitAI needs to do what they ask: the job’s details (which can include the customer’s name, address, phone number and email, the claim and the adjuster), notes, readings, equipment, line items, the photos they upload, what they type or attach in MitAI, and their name and role. Anthropic processes it for DocuMit under its commercial terms: it doesn’t train its models on this data and keeps it only for a limited time. Nothing is sent for a person who hasn’t allowed MitAI.
Intuit (QuickBooks Online) and Xero: only if your company’s admin connects one of them. DocuMit sends the customer’s name, email, address and phone number, and each invoice’s number, dates, amount, job number and claim number, and brings payments back. Disconnecting in Settings revokes DocuMit’s access.
Browser notification services (from Apple, Google or Mozilla, depending on the device) deliver notifications people turn on. The message is encrypted so only the person’s device can read it.

We send each provider only what its service needs, and we use providers whose terms protect that information at least as well as this policy does.

We will share information with others only when your company tells us to (for example, a report link your company sends to an adjuster), or when the law requires it — and we will tell your company about a legal request unless the law forbids it.

Information on your devices

So DocuMit works without a connection, jobs and photos are saved on each device until they reach the server. On a shared device, use Settings → Saving & sync → Clear saved data & sign out when you’re done.

How we protect it

Encryption in transit (HTTPS) for every connection.
Each company’s data is kept separate and is only visible to its own team, according to the roles the company sets.
Optional two-step sign-in, which a company can require.
Nightly encrypted backups, kept for up to 30 days, on our servers and on DocuMit’s own computer.
DocuMit staff open a company’s data only to help that company or keep the service secure, and every view is logged.

How long we keep it

We keep your company’s data while your company uses DocuMit. When a company closes its account, we will delete its data from the live service within 30 days, and from backups within the following 30 days. Usage counts are kept for up to two years. We keep account and billing records, records of who agreed to our terms and security logs longer only when the law requires it, to resolve a dispute, or under a legal hold.

Your choices and rights

Team members can see and change their own email and phone under Settings → My account, and turn notifications on or off for each device.
Team members can delete their own account under Settings → My account → Delete my account. That removes their sign-in, name, email, phone and clock-in spots for good. Their company keeps its records (jobs, messages they wrote, and timecards and pay stubs, which employers must keep), shown as “Deleted user”. Their MitAI chats are deleted too. Copies in nightly backups are gone within 30 days.
MitAI: each person decides whether MitAI may send their job data to Anthropic, the first time they use it. They can turn it off any time under Settings → My account → Turn off MitAI for me, and a company admin can turn MitAI off for everyone under Settings → Features. Nothing more is sent after that.
Homeowners and others whose information a restoration company stored should contact that company first; it controls the records, and it decides whether to use MitAI or connect its accounting software, which can mean their details and photos of their property are processed by those providers. We will help the company respond.
You can reach us any time at support@documitigation.com to ask what we hold about you, or to correct or delete it, and we will respond within 30 days.

Children

DocuMit is a business tool for adults and is not meant for children.

Changes

When we update this policy, we will post the new version here with a new effective date and tell company admins before material changes take effect.