checksum.claims Privacy Policy

Last Updated: 28 July 2025

1. Introduction

checksum.claims (“we”, “us”, “our”) respects your privacy, and the privacy of your customers. We are committed to protecting the personal information we handle. This Privacy Policy explains how we collect, use, store and disclose personal information when you interact with our website and services.

checksum.claims is a service used by insurers and their authorised representatives to help assess claims more efficiently. Our platform identifies whether supporting information provided for a claim (such as documents, images or text) has been used in a previous claim, helping to streamline legitimate claims and detect potential duplicates.

2. What Information We Collect

We collect and process the following types of information:

• Contact and user details – such as your name, organisation, email address, and phone number (if you contact us directly).
• Claim-related data – including documents, descriptions, photos, or other materials submitted for similarity analysis.
• Technical data – including IP address, browser type, operating system, access times, and referring websites.

Checksum data – we convert uploaded documents into anonymised digital fingerprints (“checksums”) for comparison. This means we do not store or view the original documents after processing.

3. How We Collect Information

We may collect information:

• When you or your insurer submit a claim or supporting materials via our platform
• When you contact us through our website or by email
• Automatically when you use our website (via cookies and analytics tools)

4. Why We Collect It

We collect and use personal information for the following purposes:

• To provide our core service to insurers — comparing claim data to previously submitted content
• To help identify potentially duplicated documents or reused materials in insurance claims
• To respond to enquiries or provide customer support
• To maintain, improve and secure our platform
• To comply with legal and regulatory obligations

We do not use your information for profiling, automated decision-making, or direct marketing unless you have explicitly opted in.

5. Use of Cookies

We use cookies and similar technologies to support website functionality, security, and analytics. You may choose to disable cookies via your browser settings, although some features may be impacted.

6. Who We Share Your Information With

We may disclose personal information:

• To your insurer or their authorised representatives when necessary to provide our services
• To service providers that support our website, hosting or security infrastructure
• To regulators, legal authorities or law enforcement where required by law
• With your consent or as otherwise permitted under the Privacy Act

We do not sell or rent your personal information to third parties.

7. Data Storage, Transfers, and Security

All information processed through checksum.claims is handled securely using encrypted systems hosted in Australia or other approved jurisdictions. Access is limited to authorised personnel and service providers.

Uploaded claim documents are used solely for the purpose of generating a checksum — a digital fingerprint used to identify similarities or previously submitted content. We do not permanently store the original documents or any personal identifiers once analysis is complete.

If you choose to action a suggestion within the platform (for example, to refer a document or item for external review, or forward information to a third party for further investigation), any related data is securely transmitted and not retained by checksum.claims after transfer.

In these cases:

• The receiving party (e.g. your internal team, a third-party assessor, or an external service provider) will process the information under their own privacy policy and data handling practices
• We recommend that you ensure such parties uphold adequate privacy and security standards, especially when handling your customers' personal information
• We implement industry best practices to protect all data during upload, analysis, and secure deletion.

8. How Long We Keep Your Information

We retain minimal data necessary to support our service and fulfil legal obligations. Any contact or enquiry information may be stored securely for up to five years unless earlier deletion is requested. Checksums may be retained as long as needed for comparison purposes but cannot be used to recreate or reverse-engineer your documents.

9. Your Rights

Under the Australian Privacy Act, you have the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate or outdated information
• Make a complaint if you believe we have breached your privacy

To exercise your rights, please contact us using the details below.

10. Links to Other Sites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.

11. Updates to This Policy

We may update this policy from time to time. The latest version will always be available at checksum.claims and the “last updated” date will reflect any changes.

12. Contact Us

For any questions or concerns about your privacy or this policy, please contact:

Email: checksum.claims@ivaa.com.au
Attention: Privacy Officer

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.