1. Scope
This Privacy Policy explains how Sammons Consulting LLC (“Sammons Consulting,” “we,” “us,” or “our”) collects, uses, discloses, protects, retains, and deletes information through sammons.llc, the secure case portal, and related integrations and services (collectively, the “Services”). It does not govern a third party’s independent website, application, or privacy practices.
2. Information we collect
Information you provide
Depending on how you use the Services, we may collect:
- name, organization, professional role, email address, and telephone number;
- account profile, authentication, access-role, and security information;
- case or claim references, dates, jurisdiction, assignment questions, deadlines, and preferred contact method;
- case records, involved-party and vehicle information, notes, status information, reports, and documents transferred through the secure portal;
- communications, support requests, and other information you choose to provide; and
- billing references and accounting information used with an authorized QuickBooks Online connection.
The public contact form is intended only for initial assignment information. It does not accept evidence files and should not be used to submit medical information, unredacted reports, photographs, video, or other confidential evidence.
Information collected automatically
When the Services are accessed, our hosting and security providers may automatically process IP address, browser and device type, operating system, requested pages, referring information, timestamps, response status, and security-event information. The Services may use cookies or similar technologies required for authentication, session management, security, load balancing, and basic operation. We do not currently use third-party advertising cookies or sell information for targeted advertising.
3. QuickBooks Online information
The QuickBooks connection is optional and available only to an authorized portal owner. When connected, the portal requests the QuickBooks Online accounting scope approved through Intuit’s authorization screen. The integration may access or process:
- the connected company identifier and company name;
- customer identifiers, display names, company names, and business email addresses;
- service-item identifiers, names, and descriptions;
- invoice identifiers, numbers, amounts, balances, dates, email status, and payment status; and
- information entered to create a draft invoice, including customer, service item, amount, due date, description, and case reference.
Customer and invoice details are retrieved as needed to support the internal billing workflow. The portal stores limited linkage information, such as the QuickBooks customer identifier, invoice identifier, invoice number, and amount, with the corresponding case record. It does not sell QuickBooks data, use it for advertising, build unrelated profiles, or disclose it to another customer.
Authorization credentials and access and refresh tokens are encrypted at rest. OAuth request-verification records are hashed, expire after approximately ten minutes, and are deleted after use. QuickBooks account credentials are entered only through Intuit’s authorization process; we do not request or store a user’s QuickBooks password.
4. How we use information
We use information to:
- respond to inquiries and evaluate scope, conflicts, and availability;
- create and administer authorized accounts and case records;
- receive, organize, review, and return information for accepted assignments;
- prepare technical work product and maintain engagement records;
- support internal billing and draft-invoice workflows;
- authenticate users, prevent abuse, investigate security events, and maintain service integrity;
- operate, troubleshoot, and improve the Services; and
- comply with legal, contractual, professional, insurance, and recordkeeping obligations.
5. When information is disclosed
We may disclose information only as reasonably necessary:
- to personnel and contractors authorized to support an accepted assignment or operate the Services;
- to infrastructure providers that provide hosting, database, authentication, secure storage, security, and related technical services;
- to Intuit when an authorized owner uses the QuickBooks Online integration;
- to professional advisers, insurers, auditors, or parties involved in a business transaction subject to appropriate duties; or
- when required by law, legal process, court order, or a good-faith need to protect rights, safety, property, users, or the Services.
We do not sell personal information. We do not rent personal information or share it for cross-context behavioral advertising.
6. Service providers and data location
The Services use third-party providers, including cloud hosting and security infrastructure, Supabase for portal database, authentication, and storage functions, and Intuit for an authorized QuickBooks Online connection. These providers process information under their own terms and privacy obligations. Information may be processed in the United States and other locations where those providers operate.
7. Retention and deletion
We apply the following general retention practices:
- Initial inquiries that do not become accepted matters are ordinarily retained for up to 24 months for follow-up, conflict review, security, and business records, unless a longer period is reasonably required.
- Accepted case and engagement records are ordinarily retained for the duration of the matter and seven years after closure, unless a contract, legal hold, dispute, insurance requirement, professional obligation, or applicable law requires a different period.
- QuickBooks authorization tokens are retained only while the connection is active or reasonably necessary to complete an authorized request. When the connection is disconnected, revoked, expired, or removed, the integration stops using the authorization and the stored tokens are deleted or rendered unusable, subject to routine backup rotation and legal preservation requirements.
- QuickBooks linkage identifiers stored with a case follow the retention period for that case. Information retrieved for display is not retained as a separate customer database unless stated above.
- Security and request logs are retained according to operational need and the schedules of the applicable infrastructure providers.
When information is no longer required, we delete it, de-identify it, or allow it to be overwritten through ordinary system and backup processes.
8. Security
We use administrative, technical, and organizational safeguards designed to protect information, including encrypted HTTPS connections, access controls, authenticated portal sessions, role restrictions, encrypted QuickBooks authorization credentials, and security monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your choices and requests
You may request access to, correction of, or deletion of personal information associated with you, subject to identity verification and any legal, contractual, evidentiary, security, or recordkeeping obligation. An authorized QuickBooks company administrator may revoke the connection through Intuit or request that we remove the portal connection.
Send privacy or deletion requests to jeremy@sammons.llc. We may request information reasonably necessary to verify the request and locate the applicable records.
10. Children’s privacy
The Services are intended for business and professional use and are not directed to children under 13. We do not knowingly collect personal information directly from children through the public website.
11. Changes to this Policy
We may update this Privacy Policy to reflect changes in the Services, providers, practices, or legal requirements. The revised policy will be posted at this address with a new effective date. Material changes apply prospectively unless otherwise required by law.
12. Contact
Sammons Consulting LLC
Arizona, United States
jeremy@sammons.llc