Anthropic
Anthropic Claude powers the AI features inside the portal: QC Judgment Analysis (Step 2 of QC review: narrative review, comp reasoning, contradiction detection), AI Narratives, Ask AI, the Photo Analyzer, New Order PDF import, comp reasoning, and the other Claude-powered tools. On the QC path, borrower name, loan number, case number, and identifying contact PII are tokenized before transmission. New Order PDF import sends the PDF itself, after an SSN scrub, because extracting those fields is the point of the call. Step 1 (deterministic local QC) does not use Anthropic.
Data categories
- Appraisal report narrative sections
- Extracted structured comp data (PII redacted)
- Comp selection / rejection reasoning context
- Appraiser's narrative notes (PII tokenized in the AI Narratives tool)
- Ask AI questions and the context they include
- Property photos sent to the Photo Analyzer (no order details attached)
- Order and engagement-letter PDFs sent to New Order PDF import (SSNs blacked out)
- Internal feedback messages (employee submissions only)
Location
United States
Vendor DPA / Privacy
Zero Data Retention arrangement in place for Appraiser Machine's product requests since October 6, 2026: Anthropic deletes inputs and outputs promptly after responding and does not use them for training, subject to its documented exceptions (content flagged by its safety systems, and legal holds). Encryption in transit via TLS.
Anthropic (website sales chat)
Answers visitor questions on appraisermachine.com. Full visitor prompts and conversation history are sent to Anthropic under its standard API terms (not our Zero Data Retention arrangement) and stored by Appraiser Machine for lead follow-up.
Data categories
- Visitor messages
- Page context
- Optional name and email
Location
United States
Vendor DPA / Privacy
Google Gemini
Public-records property lookup. When you click "Property Data" on an order, the property address is sent to Google's Gemini model with Search grounding to retrieve publicly-available records (county assessor, tax records, MLS listings, Zillow, etc.) and extract structured fields like year built, GLA, last sale price, and tax assessed value. The address is the query, like typing it into Zillow yourself. No borrower info, loan number, or order metadata is sent. Gemini also runs the AI chat on your public Instant Quote form and its admin test simulator, the dispatch rule builder, marketing image generation, and the text embeddings used for Narrative voice matching and engagement-letter clause search; the embedding vectors are stored in our database.
Data categories
- Property addresses (street + city + state + zip + county)
- Public-records text returned by Google Search (extraction step)
- Instant Quote chat messages, including the name, email, and phone a prospect volunteers to request a quote
- Dispatch rule builder requests, with your appraiser, client, and service-area names
- Marketing image prompts
- Text sent for embedding: narrative sections and uploaded past narratives (Narrative voice matching) and engagement-letter clause text
Location
United States
Vendor DPA / Privacy
Separate service from Google Maps (which we use for address autocomplete). Both are covered under Google Cloud's DPA. Gemini API does not use customer prompts to train its models.
OpenAI
OpenAI is used as a fallback for voice-note transcription (Whisper) when ElevenLabs is unavailable.
Data categories
- Voice-note audio bytes (Whisper fallback path; only when ElevenLabs is unavailable)
Location
United States
Vendor DPA / Privacy
OpenAI does not use API data to train models unless the customer opts in. By default, OpenAI may retain API abuse-monitoring logs for up to 30 days.
OpenAI Ads (conversion measurement)
Ad-conversion attribution for Appraiser Machine's own marketing. When a company that arrived from an OpenAI / ChatGPT ad starts a trial or converts to a paid subscription, our billing server reports that single conversion event to OpenAI's Ads Conversions API so we can measure which ads brought in customers. This runs server-side only. No OpenAI ad pixel runs inside the app, and companies that did not arrive from an OpenAI ad are never reported.
Data categories
- OpenAI ad-click identifier (the "oppref" ID OpenAI attaches to an ad click), captured from the signup link.
- The conversion event (trial started or subscription created), the plan identifier, the subscription amount and currency, and a timestamp.
- The portal domain the conversion happened on (portal.appraisermachine.com). No borrower, property, or appraisal data is sent.
Location
United States
Vendor DPA / Privacy
This flow fires only for companies whose signup carried an OpenAI ad-click ID, and only at two moments: trial start and conversion to paid. It sends marketing-attribution fields (which plan, how much, when), never appraisal content or borrower / property PII. Because it reports from our server (the billing webhook), it does not run on, and cannot see, your authenticated in-app activity.
ElevenLabs
Voice-note transcription (Scribe v2, primary) and text-to-speech for select read-aloud features. Voice-note audio is only sent when an appraiser dictates into a notes field; transcription runs server-side and the resulting text lands in the order's notes / narrative.
Data categories
- Voice-note audio bytes (may contain spoken PII, such as borrower name or property address)
- Outbound text passed to text-to-speech (no order PII in current call sites)
Location
United States
Vendor DPA / Privacy
ElevenLabs does not use enterprise/API customer audio for training. Audio is processed for the transcription request and not retained for model improvement.
Perplexity
Lead enrichment for the prospecting feature and license-verification cron. Sends search queries (lead name, company, license number, state) and receives structured public-web results back. No order data, borrower data, or workfile content is sent.
Data categories
- Prospecting lead names + company names (when an appraiser runs enrichment on a prospect)
- License lookup queries: appraiser license # + state (background cron)
Location
United States
Vendor DPA / Privacy
Perplexity's API endpoints do not train on commercial customer queries. Queries are processed for the search request and dropped.
Hunter.io
Contact lookup for the prospecting feature. When an appraiser enriches a prospect and the business has a website, the website's domain name is sent and Hunter returns the business email addresses and contact details it has on file for that domain (names, titles, phone numbers, LinkedIn links). No order data, borrower data, or workfile content is sent.
Data categories
- Prospect business website domains (when an appraiser runs enrichment on a prospect)
Location
European Union (Google Cloud, Belgium)
Vendor DPA / Privacy
Hunter's DPA states that personal data is stored in a Google Cloud datacenter in Belgium and that its primary processing takes place in the European Union.
Jina AI (Reader)
Backup website reading for the prospecting feature, used only when our own fetch of a prospect business's public website fails. The website address is sent and its page text is returned. No order data, borrower data, or workfile content is sent.
Data categories
- Prospect business website addresses (only when our own fetch of that website fails)
Location
Not published for the Reader service (Jina AI GmbH, Berlin, Germany; part of Elastic since October 2025)
Vendor DPA / Privacy
We use the Reader service without an account or API key, so no data processing agreement is in place for our use; Jina AI's public terms apply. Jina AI states that it does not use customer request data or inputs to train its models. Only public website addresses are sent.
Supabase
Primary database (PostgreSQL with Row-Level Security), object storage, and authentication primitives. All customer data lives here, scoped by company_id.
Data categories
- Order, client, invoice, and report records
- Uploaded report PDFs and workfiles
- User profiles and role assignments
Location
United States (us-east-1)
Vendor DPA / Privacy
Backblaze B2
Encrypted off-site backup of database records. A daily snapshot of each company's records is encrypted and copied to Backblaze B2 as an independent backup, separate from the primary database.
Data categories
- Encrypted backups of order, client, invoice, and report records
Location
United States (us-west-004)
Vendor DPA / Privacy
Clerk
Authentication, session management, and organization membership.
Data categories
- Email addresses
- Names
- Authentication tokens
Location
United States
Vendor DPA / Privacy
Vercel
Hosting platform for the web application. Customer data passes through Vercel's edge during request handling but is not persistently stored there.
Data categories
- Request/response payloads in-flight
- Operational logs (sanitized)
Location
United States (multi-region edge)
Vendor DPA / Privacy
Stripe
Subscription billing and payment processing. Card data is collected and stored by Stripe directly. Appraiser Machine never sees raw card numbers.
Data categories
- Customer billing email/name
- Payment methods (Stripe-hosted)
- Subscription/invoice records
Location
United States
Vendor DPA / Privacy
Google (Maps & Places)
Address autocomplete and geocoding for property records.
Data categories
- Property addresses (autocomplete strings)
Location
United States
Vendor DPA / Privacy
Resend
Transactional email delivery (order updates, invoices, drip campaigns), and the emails that tell our team about a website sales-chat lead or a contact-form submission.
Data categories
- Recipient email addresses
- Email message content
- Website sales-chat leads: name, email address, phone number, page address, request type, and any feature asked for (the visitor's email is set as the reply-to address)
- Contact-form submissions: name, email address, company (if given), message, and the time submitted (the visitor's email is set as the reply-to address)
Location
United States
Vendor DPA / Privacy
Slack
Internal team notifications for website visitor activity: website sales-chat leads and conversation summaries, and contact-form submissions.
Data categories
- Website sales-chat leads: name, email address, phone number, page address, request type, any feature asked for, and the time captured
- Sales-chat conversation summaries: first and last visitor questions (shortened to 100 characters), message counts, how the chat ended, page address, time, and the visitor's email address if shared
- Contact-form submissions: name, email address, company (if given), message, and the time submitted
Location
See Slack's privacy policy
Vendor DPA / Privacy
Twilio (SMS)
SMS notifications when enabled by the company.
Data categories
- Phone numbers
- SMS message content
Location
United States
Vendor DPA / Privacy
Sentry
Error monitoring with PII fields scrubbed before transmission.
Data categories
- Stack traces
- User agent strings
- Request paths (no body content)
Location
United States
Vendor DPA / Privacy
PostHog
Product and website analytics: which pages and features are used, and where people drop off during sign-up and onboarding. Runs on the website and in the portal. Session recording is turned off. Browsing on public quote and order forms is recorded without linking it to a person, and pages reached through a secure link are not recorded at all. When someone submits a quote request, or an instant quote becomes an order, our server records that event under the quote's ID with the quoted amount where there is one. The submitter's name and email address are not sent.
Data categories
- Pages viewed, clicks, and feature usage events
- Browser, device, and approximate location derived from IP address
- For signed-in portal users: user ID, name, email address, role, company name, plan, and sign-up date
- For quote requests: the quote ID and the quoted amount (no submitter name or email address)
- Invoice and payment amounts recorded with billing events
- Sign-up attribution (referring site and campaign tags)
Location
United States
Vendor DPA / Privacy
Google Analytics
Website traffic measurement on appraisermachine.com: which pages are visited and where visitors come from. Not used inside the portal.
Data categories
- Pages viewed and referring site
- Browser, device, and approximate location derived from IP address
- A browser identifier stored in a cookie
Location
United States
Vendor DPA / Privacy
