Privacy Notice and Terms of Service (UK)
How ClaimFlow handles personal data under UK GDPR, and the terms on which UK practices use the service. Last updated 1 November 2026.
Privacy notice
1. Who we are
ClaimFlow is operated by EJB SAS, a French company registered under number 993 526 326, with its registered office at 5 rue des Scandinaves, 77700 Serris, France (“ClaimFlow”, “we”). For the personal data of website visitors, prospects and customer contacts, EJB SAS is the controller. You can reach us at support@claimflow.com.
2. The data we collect
Website visitors: pages viewed, approximate location, device and browser, collected through Google Analytics with IP anonymisation. Demo and call-back requests: name, practice name, email address, phone number and the details you give us. Customers: account details, billing details (card payments are processed by our payment provider; we never see the full card number), support messages and usage of the service.
3. Claims data you enter into ClaimFlow
When your practice uses ClaimFlow, the claims, policyholder details, documents and messages you store in it are your data. For that data, your practice is the controller and EJB SAS is a processor acting on your instructions, under the data processing terms in section 12 of the Terms of Service below. We do not use claims data for any purpose other than providing the service to you.
4. Why we use personal data, and on what basis
To respond to a demo or call-back request and to run the demo (our legitimate interest in answering an enquiry you made). To provide, bill and support the service (performance of our contract with your practice). To send service announcements and, where you have not objected, news about ClaimFlow (legitimate interest; you can opt out at any time). To comply with accounting and tax obligations (legal obligation).
5. Who we share data with
Our processors: HighLevel Inc. (United States), which runs the platform ClaimFlow is built on; WPX Hosting, which hosts this website; Google (Workspace for email, Analytics for statistics); and our payment provider for subscriptions. We do not sell personal data and we do not share it with insurers or any other third party except at your instruction or where the law requires it.
6. International transfers
HighLevel’s servers are in the United States. Transfers of UK personal data to HighLevel are made under the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, together with HighLevel’s security commitments. Transfers between the UK and the European Union rely on the applicable adequacy decisions.
7. How long we keep data
Enquiries that do not become customers: 24 months from the last contact. Customer account and claims data: for the life of the subscription and 90 days after it ends, after which it is deleted from the platform unless you ask us to export it first. Billing records: as long as French accounting law requires (ten years).
8. Your rights
You have the right to access, correct, delete and port your personal data, to restrict or object to our processing, and to withdraw consent where processing is based on consent. Write to support@claimflow.com and we will answer within one month. You can also complain to the Information Commissioner’s Office (ico.org.uk). If your personal data was entered into ClaimFlow by a practice that uses the service, please contact that practice first; we will help them answer you.
9. Cookies
This website uses the cookies needed for it to work and Google Analytics cookies for anonymised statistics. The booking calendar and forms are provided by HighLevel and Fluent Forms and set the cookies needed to function. You can block cookies in your browser; the site keeps working.
10. Changes
We update this notice when the service or the law changes and show the date at the top. Material changes are announced to customers by email.
Terms of service
1. The parties and the service
These terms are a contract between EJB SAS (“ClaimFlow”) and the business that subscribes to the service (“you”). ClaimFlow is claims management software for loss assessors and similar professionals, delivered online with a mobile app, and set up for you by ClaimFlow after a demo. The service is for business use only.
2. Account
You are responsible for the people you give access to your account and for keeping their credentials secure. You must tell us promptly of any unauthorised use.
3. Subscription, price and payment
Plans are billed monthly in advance, in pounds sterling, plus VAT where applicable, by card. The price is the one shown on the plans page when you subscribe. The founding offer (50% off for the first ten UK firms) applies for as long as the subscription remains active without interruption. We may change prices with 30 days’ notice; the change applies from your next renewal after the notice period.
4. Cancellation and refunds
You can cancel at any time from your account or by email. The subscription ends at the end of the current monthly period; there is no refund for a partly used month. We can end the service with 30 days’ notice, or immediately if you breach these terms.
5. Set-up and support
After the demo we configure your pipeline, forms and follow-up sequences and import the claims you provide in a usable format. Support is by email on all plans, with priority support on Professional and above. We help with the service; we do not give advice on individual claims.
6. Your data and your responsibilities
You own the claims data you store in ClaimFlow. You are responsible for having the right to store it and to send the messages you set up, including the consents required by UK GDPR and PECR when you email or text policyholders, insurers and adjusters. You must not store data you are not entitled to hold, or use the service to send unsolicited marketing.
7. Acceptable use
You may not use the service unlawfully, interfere with its operation, attempt to access other customers’ data, or resell it without our written agreement.
8. Availability
ClaimFlow is built on HighLevel’s platform and depends on it. We aim for the service to be available at all times, but we do not guarantee uninterrupted access, and planned maintenance may cause short outages, normally outside UK business hours.
9. Intellectual property
ClaimFlow, its configuration, templates and content remain the property of EJB SAS and its licensors. You receive a non-exclusive licence to use the service for your practice while you subscribe.
10. Liability
Nothing in these terms limits liability that cannot be limited by law. Subject to that, our total liability for any claim arising out of the service in any 12-month period is limited to the fees you paid in that period, and we are not liable for loss of profit, loss of business or indirect loss. You are responsible for keeping your own copies of documents that matter to you.
11. Changes to the service and these terms
We improve the service continually and may change features with notice where the change reduces what you receive. We may update these terms; the current version is on this page and material changes are notified by email 30 days before they apply.
12. Data processing terms
For claims data, you are the controller and EJB SAS the processor. We process it only to provide the service and on your documented instructions, keep it confidential, apply appropriate security measures, use the sub-processors listed in the privacy notice above (and notify you of changes), help you answer data subject requests, delete or return it at the end of the subscription, and make available the information needed to show compliance with Article 28 UK GDPR. International transfers are covered as described in the privacy notice.
13. Governing law
These terms are governed by French law. Disputes that cannot be settled amicably are brought before the competent courts of the place where EJB SAS has its registered office, without prejudice to any mandatory rule that applies to you in the United Kingdom.
14. Contact
EJB SAS, 5 rue des Scandinaves, 77700 Serris, France · support@claimflow.com