Privacy and legal: consents, data use, and exports

What this page is

Privacy & Legal is where you control how Verinode uses your data, see exactly what leaves your business and what never does, download everything Verinode holds on you, and review every legal document you've accepted. It is the one place that ties consent, transparency, and export together, so you never have to take Verinode's word for what happens to your data. As an independent data trust, Verinode is not a franchisor tool and does not sell operator data to insurance carriers: this page is where that commitment becomes something you can inspect and control, not just read about.

Verinode surfaces what it knows and lets you decide. Nothing on this page enrolls you in anything by surprise, and nothing here is reversible in a way that isn't explained before you click it.

Where to find it

Open Settings from the sidebar, then Privacy & Legal under the Data & Privacy group (/settings/privacy). From the Settings index, the row shows a live count, for example "2/3 consents," so you can see your consent posture without opening the page.

The page has two groups of your own settings, Consents and Your Data (export, the documents you have accepted, and a pointer to Your data), and one row that opens Your network, where the firm's contribution and the franchisor's visibility contract live.

Consents

What it is. Three toggles that govern how Verinode uses your work email account. These are the only consents tied to your personal user account (as opposed to your company's data, covered on Your network).

What you see. A caption reading "What is encrypted stays yours; only anonymized aggregates ever reach peer benchmarks," and a line counting how many of the three are on: "X of 3 granted. You control how Verinode uses your work-account data." The three toggles:

• Allow Inbox Forwarding: "Verinode receives emails you forward from your work account. Required for data contributor accounts to function."
• Process Email Content: "Extract structured data from your forwarded emails (jobs, supplements, adjuster details) for your team's analytics."
• Help Improve Verinode: "Anonymized usage telemetry on how you interact with the contributor surface. Optional."

How it works. Flip any toggle and it saves immediately, no separate save button. A confirmation line appears below the toggles: "Consent granted." on turning one on, "Consent revoked." on turning one off. If a save fails, the same line reports the error instead. Every change is written to an immutable audit trail.

Your Data

What it is. The group where you export your own data and read the two disclosures that spell out exactly what Verinode encrypts versus what it uses.

Export My Data

What you see. A row labeled Export My Data, meta text "Download everything Verinode holds for you," and a Download button.

What it does. Clicking Download starts a JSON file download of everything tied to your user account: your memberships, your consent history, your audit trail, your profile, member information, and any invitations you've sent. This is a personal-account export, distinct from your company's operational data (jobs, clients, financials), which you export separately from the Intelligence inbox in the relevant section of the platform.

What we share, and what never leaves your walls

What it is. A collapsed disclosure row. Tap it to expand the full explanation of Verinode's data boundary. Collapsed, it reads: "Encrypted PII stays yours; only anonymized aggregates reach peer benchmarks." Expanded, it lays out five short paragraphs:

• What is encrypted. Your customers' identities and contact details, claim numbers, adjuster names, your team's personal information, full street addresses, and free-text incident and supplement records are all column-encrypted at rest under a key scoped to you. No other operator or carrier can read it, Verinode never sells it, and only audited automated systems ever decrypt it, and only to do the work you asked for. A link, "How the Vault Key works," opens the architecture explainer.
• What flows to peer benchmarks. Only the analytical dimensions: carrier and vendor names, equipment models, dollar amounts, dates, statuses, categories, ratings, and coarsened derivations (ZIP3, state, region, category groupings). Your operator ID is replaced with a keyed hash first, and anything published is aggregated across a group of peers large enough that no single operator's numbers can be picked out. Verinode holds the hash key, so this is pseudonymization rather than full anonymization. A link opens the full Data Use Policy.
• What IQ learns. Verinode learns; the model doesn't. No AI model is trained on your data, by Verinode or by anyone. What IQ learns is kept as records inside Verinode, which IQ reads when it answers you. What it learns from you (your conversations, your corrections, your preferences) stays in your account; what the network learns is the scorecard, not the story: which recommendations worked and by how much, counted across many operators, with no one identifiable.
• The AI models IQ runs on. Anthropic and OpenAI. They process your data only to answer your request and are contractually barred from training on it. They keep it for up to 30 days to watch for abuse and misuse, then delete it, and longer only where the law requires it or a request is flagged for misuse. Speech is transcribed by Deepgram with zero retention; if Deepgram is unavailable, a recording falls back to OpenAI under the same terms as above.
• What we never do. Sell to insurance carriers. Expose your identity alongside your metrics. Let any AI model be trained on your data. These are binding commitments in the Data Use Policy, not marketing language.

Documents You Have Accepted

What it is. A second collapsed disclosure row listing every legal document version you've accepted (terms of service, data use policy, and similar). Collapsed, it reads "None on file yet" or "X on file."

What you see, expanded. One row per acceptance: Version X, the document title, and "Accepted [date]" (for example, "Accepted Jul 13, 2026"). Rows for the Data Use Policy link out to the published policy. Below the list, a line points you to privacy@verinode.ai if you need an export of your acceptance history for a compliance review.

Empty state. "No acceptances on file yet."

Erasing your data

Erasing the business's data now sits beside closing the account, in Settings › Your data. Empty the account instead deletes every record and keeps the account, the membership and every sign-in, empty. Close account deletes the account too. Only the person the bill is in the name of can do either (any admin, if nobody is marked as the billing contact), after typing the company name and entering your password, and a fresh code from your authenticator app if two-factor is on. See Your data and account.

Your Network

What leaves the firm is the owner's answer, so since 2026-09-21 it has its own page: Settings › Your network (/settings/network) holds your franchisor's visibility contract, how your firm's contribution to peer benchmarks works (part of membership, not a switch), the Help IQ learn from what works switch, and what the network has learned from your firm. This page carries one row under Your Network that opens it. See Your network.

Do you train AI on my data?

No. No AI model is trained on your data, by us or by anyone. Verinode learns; the model doesn't: what IQ learns is kept as records inside Verinode, which IQ reads when it answers you. What IQ learns from you (your conversations, your corrections, your preferences) stays in your account. Across the network, only the scorecard is counted: which recommendations worked and by how much, with no one identifiable. Your conversations never leave your account.

IQ runs on models from Anthropic and OpenAI. They process your data only to answer your request and are contractually barred from training on it. They keep it for up to 30 days to watch for abuse and misuse, then delete it, and longer only where the law requires it or a request is flagged for misuse. Speech is transcribed by Deepgram with zero retention; if Deepgram is unavailable, a recording falls back to OpenAI under the same terms as above.

Help IQ learn from what works, on Your network, is on by default. Turn it off and your responses stop shaping IQ's suggestions. Your benchmarks are unaffected.

Best-practice example

An operator wants to confirm what a franchisor can and cannot see before signing a data agreement addendum. They open Settings → Your network, read the two visibility lists side by side, then on Privacy & Legal expand "What we share, and what never leaves your walls" to see the same boundary from Verinode's side. Satisfied the two match, they check their consent count (3 of 3 granted), leave Public Recognition off since they'd rather contribute anonymously, and download their data export for their own compliance file before the addendum is signed.

Related reading

• How benchmarks work
• Benchmarks overview
• Reading a benchmark
• The decision workspace
• Connecting your data
• Forwarding documents