FOLDER CO LLC PLATFORM, AI & AUTOMATED PROCESSING USE DISCLOSURE
Effective Date: July 19, 2026
Last Updated: July 19, 2026
Legal Entity: Folder Co LLC
Business Address: 140 Blackstone St, Uxbridge, MA 01569
Read This Before Using Folder Co
Folder Co LLC ("Folder Co") provides a workflow and file-management platform for collision repair, appraisal, repair planning, vehicle valuation, claim documentation, parts and invoice management, communications, billing, and related automotive work. Folder Co includes OCR, artificial intelligence, data extraction, document generation, recommendations, calculations, and other automated tools.
This disclosure explains the most important limits and data uses associated with those tools. It supplements the Folder Co Terms of Service and Privacy Policy. Capitalized terms not defined here have the meanings in the Terms of Service.
1. What Automated Features May Do
Depending on the selected module and subscription, Folder Co may use automated technology to:
Read estimates, supplements, invoices, reports, photographs, valuation materials, and other documents.
Extract or classify vehicle, claim, repair, part, labor, contact, billing, and document information.
Organize files, recommend workflow steps, identify possible omissions, compare records, or flag items for review.
Generate drafts, summaries, reports, file notes, emails, repair-plan content, valuation support, calculations, or other work product.
Search, match, or analyze Customer Content and permitted third-party data.
An automated result may be inaccurate, incomplete, outdated, inconsistent, or based on an incorrect interpretation of the source. OCR can misread numbers, vehicle identifiers, labor times, prices, names, dates, codes, or handwritten and low-quality material. AI-generated text can sound confident even when it is wrong.
2. Human Review Is Required
Customer and each Authorized User must review automated results against the source material and use qualified professional judgment before relying on, approving, signing, sending, billing, repairing, appraising, or publishing them.
Folder Co does not independently inspect a vehicle, verify hidden damage, measure a structure, run diagnostics, select a repair method, confirm an OEM procedure, verify a part, perform a calibration, determine coverage or liability, or certify a vehicle as safe. Folder Co does not independently verify the truth, legality, or completeness of Customer Content.
Do not use an automated result as the sole basis for:
A repair, safety, calibration, or return-to-service decision.
A total-loss, coverage, liability, causation, or settlement decision.
An appraisal, actual-cash-value, diminished-value, stated-value, or comparable-vehicle conclusion.
A legal, tax, accounting, employment, credit, or other significant decision affecting a person.
The responsible repairer, appraiser, shop, insurer, attorney, accountant, owner, or other professional remains accountable for the final decision and work product.
3. How Folder Co May Use Data to Improve AI and Automation
By accepting the Terms of Service and using Folder Co, Customer authorizes Folder Co and its contracted service providers to use Customer Content, AI Feature inputs and outputs, extracted data, corrections, interactions, and feedback to:
Provide, secure, troubleshoot, and support the Services.
Develop, train, fine-tune, test, evaluate, validate, and improve Folder Co AI models, OCR systems, extraction tools, automated workflows, analytics, and related products.
Develop generalized models and features that may be used for or benefit other Folder Co customers.
Measure accuracy, detect errors and abuse, and improve reliability and security.
Where reasonably practicable and consistent with the development purpose, Folder Co will minimize, aggregate, mask, or de-identify development data and limit direct identifiers in development datasets. Folder Co does not use complete payment-card numbers or online-banking credentials to train AI models.
Folder Co may use contracted AI, cloud, OCR, analytics, and technology providers to process data for Folder Co. Unless clearly disclosed in feature-specific terms or separately authorized by Customer, Folder Co does not authorize a third-party AI provider to use Customer Content to train models for that provider's independent products or unrelated purposes.
If Folder Co offers an account or contract control for AI-development use, its scope will be described where offered and will ordinarily apply prospectively. Data already incorporated into de-identified evaluation statistics or trained model parameters may not be capable of being identified or removed without retraining or destroying the model. Folder Co may retain and use model parameters and aggregated or de-identified information that do not reveal Customer Content.
4. Customer Must Have Rights and Provide Notices
Customer controls what it uploads and who receives it. Customer must have the rights, authority, notices, permissions, and consents required for Folder Co to process Customer Content under the Terms of Service and Privacy Policy.
Customer should upload only information reasonably necessary for the automotive or business purpose. Customer should not upload Social Security numbers, complete payment-card numbers, online-banking credentials, medical records, biometric identifiers, or other highly sensitive information unless necessary for an enabled feature, lawfully authorized, and accepted by Folder Co.
If Customer files contain information about vehicle owners, claimants, insureds, employees, contractors, adjusters, appraisers, or other people, Customer is responsible for providing required privacy notices and obtaining required consent. Folder Co's agreement with Customer does not replace Customer's own obligations to those individuals.
5. No Guaranteed Professional or Claim Outcome
Folder Co is a software provider. It is not acting as the repair facility, insurer, claims administrator, appraiser, umpire, lawyer, accountant, engineer, OEM, estimating-information provider, valuation guide, vehicle-history provider, or payment processor merely by providing the platform.
Folder Co does not guarantee repairability, total-loss status, repair method, safety, labor time, labor rate, part availability or price, supplement approval, insurer payment, claim recovery, actual cash value, diminished value, settlement amount, report acceptance, legal outcome, or financial result. Third-party data may be incomplete, delayed, licensed for limited use, or changed by its provider.
6. Communications, Signatures, and Connected Services
Folder Co may help Customer create or send emails, texts, documents, payment requests, and signature requests. Customer must verify recipients and content, obtain required consent, include required disclosures and opt-out methods, and keep records needed to prove consent or acceptance. Folder Co does not guarantee delivery or legal sufficiency for a particular transaction.
If Customer enables Stripe, Stripe Connect, an estimating platform, vehicle-data source, valuation service, accounting product, electronic-signature provider, email service, or another Connected Service, that provider's terms and privacy notice also apply. Folder Co does not control the provider's availability, data, pricing, underwriting, payout, reserve, chargeback, or compliance decisions.
7. Required Account Acknowledgments
Folder Co should require the following acknowledgments during account creation and whenever material AI-data practices change:
I have read and agree to the Folder Co Terms of Service and acknowledge the Folder Co Privacy Policy and this Platform, AI & Automated Processing Use Disclosure.
I am at least 18 and have authority to accept for the organization associated with this account.
I understand that Folder Co uses AI, OCR, and automated tools that can make mistakes and that qualified human review is required.
I authorize Folder Co's processing and permitted use of Customer Content, AI Feature inputs and outputs, extracted data, corrections, and feedback to develop, train, test, evaluate, validate, and improve Folder Co AI, OCR, automation, and related Services, including generalized features that may benefit other customers.
I confirm that my organization has the rights, notices, permissions, and consents needed for the information it submits and the communications it directs.
I understand that Folder Co does not guarantee any repair, safety, appraisal, valuation, insurance, payment, claim, legal, or financial outcome.
8. Recommended Registration Checkbox
Use an unchecked, required checkbox next to the following statement, with direct links to all three documents:
The acceptance record should retain the user's account, organization, date and time, version of each document, acceptance action, and available device or network evidence. Folder Co should ask for new affirmative acceptance before making a materially broader use of previously collected Customer Content for AI training or unrelated third-party disclosure.
9. Suggested Notice for Vehicle Owners and Claim Participants
Customers may adapt the following plain-language notice for intake forms, authorizations, portals, or engagement letters. Customer should have counsel confirm when and how the notice should be used:
10. Contact
Questions about this disclosure may be sent to:
Folder Co LLC
Mailing Address: 140 Blackstone St, Uxbridge, MA 01569
Email: legal@folderco.io
Privacy requests: privacy@folderco.io
Website: https://folderco.io