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Privacy Policy

Last updated: July 2026

Legatus is committed to protecting your privacy. This policy explains what data we collect, how we use it, and the choices available to you.

1. Information We Collect

Account information: If you create an account, we collect your name, email address, and a hashed version of your password. We never store passwords in plain text.

Claims data: Logged-in users may save claims, deadlines, saved analyses, and evidence files. This data is stored in our database and associated with your account.

Workspace data: If you use the claims workspace without an account, data is stored locally in your browser (localStorage) and never sent to our servers.

Usage data: We maintain an audit log of actions taken within the platform (such as creating a claim or running an AI analysis) for security and feature-gate tracking purposes.

2. AI Data Processing

When you use AI-powered features (chat, nexus evaluation, denial analysis, buddy statement generation, condition finder, hearing practice, document classification, or the rating criteria check), the text you submit is sent to third-party providers for processing:

  • Anthropic — our AI model provider. Generates the educational responses for all AI features. Anthropic's commercial API does not train on customer data.
  • OpenAI — semantic-search (embeddings) provider only. Converts your search text and our regulatory reference library into numeric vectors so we can retrieve the most relevant regulations. OpenAI performs no generative processing on your data and does not train on it via the commercial API.
  • Langfuse — AI observability provider. Receives a record of each AI request (prompt content and the model's response, token counts, and a one-way-hashed user identifier) so we can monitor quality, cost, and errors. See the Sub-Processors section below for details.

Text submitted to AI features is processed in real time and is not used to train AI models. For document-based features, personal identifiers (Social Security numbers, dates of birth, addresses, phone numbers, email addresses, and VA file numbers) are automatically redacted before your text is transmitted to any AI provider or observability service. Refer to Anthropic's Privacy Policy, OpenAI's Privacy Policy, and Langfuse's Privacy Policy for details on how they handle data sent to their services.

3. File Storage

Files uploaded to the Evidence Vault are stored securely via Vercel Blob. Files are associated with your account and are accessible only to you. Accepted file types include PDFs, images, DOCX, and plain text files, subject to tier-based storage limits.

4. Authentication & Sessions

Authentication is handled via NextAuth.js using a JWT (JSON Web Token) strategy. We use session cookies to maintain your logged-in state. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

5. Third-Party Services

In addition to the AI providers listed above, we use the following third-party services:

  • Stripe — payment processing for subscription billing. Stripe handles all payment card data directly; we never see or store your full card number. See Stripe's Privacy Policy.
  • Vercel — application hosting and file storage (Vercel Blob).
  • Neon — PostgreSQL database hosting.
  • Resend — transactional email delivery (password resets, magic link authentication).

6. Data Retention & Deletion

Your account data, claims, deadlines, saved analyses, and evidence files are retained for as long as your account is active. If you downgrade to a free tier, excess evidence files may be archived but are not immediately deleted.

Retention schedule:

  • Verification tokens: purged automatically after expiration
  • Security audit logs: retained for 2 years, then purged
  • AI usage metrics: retained for 1 year, then purged
  • AI observability traces (Langfuse): pseudonymized (identified only by a one-way hash that cannot be linked to you without an internal secret) and retained for up to 30 days (our current Langfuse plan's data-retention window), then purged

You can delete your account and all associated data directly from Settings > Data & Privacy. Account deletion is processed immediately and removes your profile, claims, evidence files, saved analyses, and associated data. AI observability traces are pseudonymized and cannot be linked back to you; where a linkable-deletion obligation applies, we will honor it using the provider's deletion tools. You can also email support@legatusos.com.

7. Your Privacy Rights

For California Residents (CCPA/CPRA)

Under the California Consumer Privacy Act and the California Privacy Rights Act, California residents have the following rights:

  • Right to Know — request the categories of personal information we have collected, the purposes for collection, and the categories of third parties with whom we share it
  • Right to Delete — request deletion of your personal information (available in Settings > Data & Privacy or by emailing us)
  • Right to Correct — request correction of inaccurate personal information
  • Right to Opt-Out of Sale/Sharing — we do not sell or share your personal information for cross-context behavioral advertising
  • Right to Non-Discrimination — exercising your rights will not result in denial of service or different pricing
  • Right to Limit Sensitive Personal Information Use — disability status and health-related claim data are sensitive personal information under CPRA and are used only to provide the Service

Categories of personal information collected: identifiers (name, email), health-adjacent information (claimed conditions, evidence descriptions, nexus letter text), usage data (audit logs, AI feature usage counts), and payment information (processed by Stripe; we do not store card numbers).

How to submit requests: use the self-service tools in Settings > Data & Privacy or email support@legatusos.com. We will verify your identity and respond within 45 days.

For EU/UK Residents (GDPR)

Under the General Data Protection Regulation, EU and UK residents have the following rights:

  • Right of Access (Art. 15) — obtain a copy of your personal data
  • Right to Rectification (Art. 16) — correct inaccurate data
  • Right to Erasure (Art. 17) — request deletion of your data
  • Right to Restriction (Art. 18) — limit processing of your data
  • Right to Data Portability (Art. 20) — export your data in a machine-readable format (available in Settings > Data & Privacy)
  • Right to Object (Art. 21) — object to processing based on legitimate interests

Legal bases for processing: contract performance (providing the Service you signed up for), legitimate interests (security, fraud prevention, product improvement), and consent (where specifically obtained).

Data controller: Legatus. Contact: support@legatusos.com.

International data transfers: your data is processed in the United States by our service providers (Anthropic, OpenAI, Vercel, Neon, Resend, Langfuse). These transfers are governed by standard contractual clauses or equivalent mechanisms. You have the right to lodge a complaint with your local supervisory authority.

For All Users

Regardless of your location, you can export your data or delete your account at any time from Settings > Data & Privacy. Data export provides a JSON download of your profile, claims, assessments, evidence metadata, saved outputs, deadlines, subscription details, and audit log.

8. Sub-Processors

We use the following sub-processors to provide the Service. For each, we describe the categories of data transmitted:

  • Anthropic (United States) — AI model provider; generates the educational output for all AI features. Data sent: user-submitted text for AI features (claim descriptions, questions, buddy statement answers, evidence text extracts). On document-derived paths, personally identifiable information (SSNs, dates of birth, addresses, phone numbers, email addresses, VA file numbers) is redacted before transmission. Anthropic's commercial API does not train on customer data.
  • OpenAI (United States) — embeddings / semantic-search provider only. Data sent: the text of your search queries and questions, converted into numeric vectors used to retrieve relevant regulations. On document-derived paths, personally identifiable information is redacted before transmission. OpenAI performs no generative processing on this data and does not train on it via the commercial API.
  • Langfuse (operated by ClickHouse, Inc.; United States) — AI observability and quality monitoring. Data sent: a trace of each AI request — the prompt content and the model's response, token-usage counts, model and feature identifiers, and a pseudonymous user identifier (a one-way SHA-256 hash that cannot be linked back to you without an internal secret). On document-derived paths, personal identifiers are redacted before the trace is created. Traces are used only to monitor AI quality, cost, and errors, are never used to train models, and are retained for up to 30 days.
  • Vercel (United States) — application hosting and file storage (Vercel Blob). Data sent: uploaded evidence files (PDFs, images, documents), application logs.
  • Neon (United States) — PostgreSQL database hosting. Data stored: account information, claims data, evidence metadata, audit logs, subscription records. Sensitive extracted text is encrypted at rest (AES-256-GCM).
  • Stripe (United States) — payment processing. Data sent: email address for customer identification. Stripe handles all payment card data directly; we never see or store card numbers.
  • Resend (United States) — transactional email delivery. Data sent: email address and email content (password resets, verification links, consent notifications).

9. Children's Privacy

Legatus is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated via email or an in-app notice. Changes will also be reflected by updating the “Last updated” date at the top of this page. Continued use of the platform after changes are posted constitutes acceptance of the updated policy.

11. Contact

If you have questions about this privacy policy or how your data is handled, contact us at support@legatusos.com or visit our Contact page.

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