SpecMind — Privacy Policy
Last Updated: March 25, 2026
Your privacy is important to us at Runic LLC, operating as SpecMind, and its affiliates (collectively “SpecMind,” “we,” “us,” or “our”), and we are committed to safeguarding, preserving, and respecting your privacy rights. This Privacy Policy (the “Policy”) describes how we collect, use, disclose, and secure the personal information we gather about you through our mobile application, web application, website, and when you otherwise interact with us (collectively, the “Services”).
Our Services are used by home inspectors who use our platform (“Inspectors”) in connection with the inspection services they provide to their homebuyer clients (“Homebuyers”) and the real estate agents involved in those transactions (“Agents”). This Policy does not govern any information collected by Inspectors on their own behalf, and you should consult their privacy policies to become familiar with their data collection and usage practices.
Users in certain jurisdictions, such as residents of a U.S. state with a comprehensive consumer privacy law, the United Kingdom, European Economic Area, and Switzerland, have specific rights which are set forth in the “YOUR PRIVACY RIGHTS” and “EU/UK USER RIGHTS” sections below.
For purposes of this Policy, personal information means data that is defined as personal information, personal data, personally identifiable information, or similar terms under applicable laws. It does not include data excluded or exempted from those laws, such as aggregated, anonymized, or de-identified data. We reserve the right to use aggregated, anonymized, or de-identified data for any purposes. Nothing in this Policy will constitute an admission or evidence that any particular data privacy or information security law or regulation applies to SpecMind generally or in any specific context.
1. You Consent to This Policy
Please read this Policy carefully. By using the Services, you confirm your agreement with this Policy. If you do not agree, you cannot use the Services.
This Policy applies regardless of how you access the Services and covers all technologies or devices through which the Services are made available.
We may provide you with additional privacy notices as needed. This Policy should be read in combination and harmonized with any such notices.
If you have any questions or concerns about our personal information practices, refer to the “Contact Us” section for assistance.
2. Types of Information We Collect
We collect information you voluntarily provide directly to us, information that we collect automatically when you interact with the Services, and information collected from third parties. The categories of personal information that we collect and the purposes for which we collect that information are described below.
(a) Information Collected from Inspectors
When Inspectors use our Services we collect personal information in order to provide the Services. This information includes:
- Full name, email address, telephone number, and business contact information
- Business name, business address, and professional license information
- Account credentials (username and password)
- Payment and billing information (processed through third-party payment processors)
- Inspection data, including but not limited to: property addresses, inspection findings, comments, observations, restrictions, deficiency notes, photographs, and report content
- Property details entered by the Inspector, including year built, property type, foundation type, square footage, and number of stories
- Usage data related to the AI Features, including Snaplog inputs, Enhance with AI requests, Property Intelligence queries, and pre-departure checklist interactions
- Device information, including device type, operating system, and mobile device identifiers
We use this information to: provide and operate the Services; process AI-assisted inspection features; generate inspection reports; improve the platform and AI capabilities; process payments; communicate with you regarding your account; comply with legal obligations; and for analytics and research purposes.
(b) Information Collected from Homebuyers and Agents
When Inspectors create inspection records, they may enter information about Homebuyers and Agents, including:
- Full name and email address
- Telephone number
- Mailing address
- Property address associated with the inspection
This information is used to: deliver inspection reports; enable Homebuyers to view and download their reports; facilitate communication between the Inspector and their clients; and as otherwise described in this Policy.
(c) Information Collected Automatically
When you use our Services, we automatically collect certain information, including:
- IP address, browser type, operating system, and device type
- Pages or screens viewed, links clicked, and actions taken within the Services
- Date and time of your visit and duration of use
- Referring URL or source
- Mobile device identifiers and push notification tokens (for our mobile application)
- Crash logs and performance data
(d) Information from Third-Party Sources
We may receive property information from third-party data providers (such as property data APIs) when an Inspector creates an inspection record and provides a property address. This third-party data may include:
- Year built, property type, square footage, lot size, and number of bedrooms/bathrooms
- Tax assessment history and property tax amounts
- Sale transaction history and ownership records
- Property valuation estimates
This data is used solely to auto-populate property fields within the inspection record, generate Property Intelligence watch lists, and enhance the AI Features.
(e) Information Collected Through Customer Service
We collect personal information you provide when you contact customer service, including your name, email address, a description of the issue, and any relevant account or inspection details.
3. How We Use Your Information
We use the information we collect for the following purposes:
To provide the Services. This includes operating the platform, processing AI-assisted inspection features, generating reports, and delivering them to Homebuyers and Agents.
To process AI Features. Your inspection data, including comments, observations, photographs, and property details, may be transmitted to third-party AI service providers (currently Anthropic, the developer of the Claude AI model) for processing. The AI processes this data to generate enhanced comments, classifications, watch list items, checklists, and other inspection assistance outputs. We transmit only the data necessary to perform the requested AI function.
To retrieve Property Data. When you enter a property address, we may transmit that address to third-party property data providers to retrieve property characteristics. This data is used to auto-populate inspection fields and power Property Intelligence features.
To improve our Services. We use aggregated and de-identified data to analyze usage patterns, improve the AI Features, develop new features, and enhance the overall quality of the platform.
To communicate with you. We send transactional emails (such as account confirmations, report delivery notifications, and payment receipts) and, if you opt in, marketing communications.
To ensure security. We use your information to detect and prevent fraud, abuse, and unauthorized access.
To comply with legal obligations. We may use your information as required by applicable law, regulation, legal process, or governmental request.
To train and improve AI systems. We may use de-identified inspection data in aggregate form to improve the accuracy and quality of our AI Features. Individual inspection reports and personal information are not shared with AI service providers for general model training purposes.
4. How We Share Your Information
We do not sell your personal information. We share your information only in the following circumstances:
With third-party AI service providers. Inspection data submitted to AI Features is transmitted to our AI service provider (currently Anthropic) for processing. This data is processed under our data processing agreement with the provider and is not used by the provider to train their general AI models.
With third-party property data providers. Property addresses are transmitted to property data API providers to retrieve property characteristics. These providers receive only the address and return property data; they do not receive inspection findings, reports, or personal information about Homebuyers or Agents.
With service providers. We use third-party service providers for hosting, payment processing, email delivery, analytics, and customer support. These providers are contractually obligated to protect your data and use it only for the services they provide to us.
With Inspectors’ clients. Inspection reports generated through the Service are delivered to Homebuyers and Agents as directed by the Inspector. SpecMind acts as a technology platform facilitating this delivery; the Inspector controls when and to whom reports are shared.
For legal purposes. We may disclose your information to comply with legal obligations, respond to lawful requests from public authorities, protect our rights and property, enforce our Terms of Use, or protect the safety of our users or the public.
In connection with business transactions. If SpecMind is involved in a merger, acquisition, sale of assets, bankruptcy, or similar transaction, your personal information may be transferred as part of that transaction.
With your consent. We may share your information with your explicit consent for purposes not otherwise described in this Policy.
5. How We Use Cookies and Other Tracking Technologies
We may use cookies, tracking pixels, tags, and similar technologies when you visit our web-based Services.
(a) Types of Cookies
Essential cookies. Required for the operation of the Services. Disabling these cookies may negatively impact functionality.
Functionality cookies. Used to recognize you when you return to the Services and remember your preferences.
Analytics and performance cookies. Allow us to analyze activities on the Services and improve their functioning. We may use third-party analytics providers such as Google Analytics.
(b) Managing Cookies
You can manage your cookie preferences through your browser settings. Blocking all cookies (including essential cookies) may prevent you from accessing parts of the Services. You can learn more about cookies at www.allaboutcookies.org.
(c) Do Not Track Signals
Except as required by applicable law, our Services do not respond differently based on a user’s Do Not Track signal or other automatically transmitted opt-out preference signals.
6. Data Security
The security of your personal information is important to us. We implement reasonable organizational, administrative, and technical measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:
- Encryption of data in transit and at rest
- Secure authentication and access controls
- Regular security assessments
- Employee training on data protection practices
If required by law, we will notify you and/or the relevant supervisory authority in the event of a data breach.
However, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot and do not guarantee absolute security.
7. Data Retention
We retain your personal information for as long as necessary to provide the Services, fulfill the purposes described in this Policy, comply with legal obligations, resolve disputes, and enforce our agreements.
Inspection data and reports. We retain inspection data and reports for as long as your Account is active, plus a reasonable period following account closure to allow for data export.
Account information. We retain account information for as long as your Account is active. Upon account deletion, we will delete or de-identify your personal information within a commercially reasonable period, subject to legal retention requirements.
Aggregated and de-identified data. We may retain aggregated and de-identified data indefinitely for analytics and improvement purposes.
You can access and update certain personal information we hold about you at any time by logging into your Account.
8. Your Privacy Rights
If you are a resident of California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, New Hampshire, Delaware, Iowa, Nebraska, New Jersey, Tennessee, Minnesota, Maryland, or another U.S. state with comprehensive consumer privacy legislation (collectively, “Covered States”), you may have specific rights regarding your personal information under applicable State Privacy Laws. This section describes those rights and explains how to exercise them. These rights are granted only to the extent that you are a consumer of a Covered State and we are acting as a “controller” or “business” (as applicable) under the relevant State Privacy Laws.
Right to Know/Access. You may have the right to know whether we process your personal information and to access such information.
Right of Correction. You may have the right to correct inaccuracies in your personal information.
Right of Deletion. You may have the right to delete personal information that you have provided or that we have obtained about you, subject to exceptions under applicable law.
Right of Portability. You may have the right to obtain your personal information in a portable and readily usable format.
Right to Opt-Out. You have the right to opt-out of the processing of your personal information for purposes of: targeted advertising; the sale of personal information; and/or profiling in furtherance of decisions that produce legal or similarly significant effects concerning you.
Right to Limit Use of Sensitive Personal Information. You may have the right to limit how we use any sensitive personal information we possess about you.
Right to Nondiscrimination. You have the right not to receive discriminatory treatment for exercising your privacy rights.
Exercising Your Rights
To exercise any of the rights listed above, please contact us at privacy@specmind.ai. Only you, or an authorized agent acting on your behalf, may make these requests. We will verify your identity before processing your request. We will respond to verifiable consumer requests within 45 days of receipt.
Appealing a Decision
If we deny your request to exercise your privacy rights, residents of certain Covered States may appeal our decision by emailing privacy@specmind.aiwith the subject line “Privacy Rights Appeal.”
9. EU/UK User Rights
This section applies to persons located in the European Union, European Economic Area, United Kingdom, or Switzerland, as well as to persons whose personal information is processed in or transferred from those regions.
Under the EU General Data Protection Regulation and UK General Data Protection Regulation (collectively, “GDPR”), you have the following rights:
Right of Access. You have the right to request copies of your personal information.
Right of Rectification. You have the right to request correction of inaccurate personal information.
Right of Erasure. You have the right to request deletion of your personal information, subject to exceptions.
Right to Restrict Processing. You have the right to request that we restrict the processing of your personal information in certain circumstances.
Right to Data Portability. You have the right to receive your personal information in a structured, commonly used, machine-readable format.
Right to Withdraw Consent. Where processing is based on your consent, you may withdraw that consent at any time.
Right to Object. You have the right to object to the processing of your personal information based on legitimate interests.
Right to Lodge a Complaint. You have the right to file a complaint with a supervisory authority.
Legal Basis for Processing
We process your personal information on the following legal bases: (i) consent; (ii) performance of a contract; (iii) our legitimate interests (including providing and improving the Services); and (iv) compliance with legal obligations.
Cross-Border Transfers
Our Services are operated in the United States. Personal information may be transferred to the United States. If we transfer personal information from the EU, EEA, UK, or Switzerland, we will provide appropriate safeguards, such as standard contractual clauses.
10. Children’s Privacy
Our Services are not intended for children under 18 years of age, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under age 18 without verification or parental/guardian consent as required by applicable law, we will immediately delete that information. If you believe that we might have any information from or about a child under 18, please contact us at privacy@specmind.ai.
11. Third-Party Links
Our Services may contain links to third-party websites. This Policy applies only to our Services. We are not responsible for the privacy practices of any third-party websites and encourage you to review their privacy policies.
12. Where Your Information Is Stored
We process and store personal information on servers in the United States of America. If you use our Services from outside the United States, you expressly consent to the transfer, processing, and storage of your data in the United States.
13. Policy Changes
If we make a material change to this Privacy Policy, we will make reasonable efforts to notify you, including by posting a notice on the Services and updating the “Last Updated” date. If the change results in data processing activities that are materially different from what we previously disclosed, we will provide you with a reasonable opportunity to consent or withdraw consent before the changes take effect.
14. AI-Specific Data Practices
Given the central role of artificial intelligence in our Services, we provide the following additional transparency regarding how your data interacts with AI systems:
What data is sent to AI providers.When you use an AI Feature (such as Snaplog, Enhance with AI, or Property Intelligence), the specific inspection data relevant to that feature — such as your typed or dictated observation, the section context, the property state, and applicable standards of practice — is transmitted to our AI service provider for processing. Photographs may also be transmitted when photo analysis features are used.
How AI providers use your data. Our AI service provider processes your data solely to generate the requested output (such as an enhanced comment or watch list item) and returns the result to the SpecMind platform. Under our data processing agreement, the AI service provider does not use your data to train their general AI models and does not retain your data beyond the processing session.
De-identified data for AI improvement. We may use de-identified, aggregated inspection data to improve the quality and accuracy of our own AI prompts, knowledge base, and system configurations. This data cannot be traced back to individual inspectors, properties, or homebuyers.
Opting out of AI Features. You may choose not to use AI Features and instead enter all inspection data manually. AI Features are tools to assist the inspector, not mandatory components of the inspection workflow.
15. Contact Us
If you have any questions about this Privacy Policy, please contact us:
By email: privacy@specmind.ai
By mail:
Runic LLC (d/b/a SpecMind)
[Address to be provided]
Virginia, United States
If you would like to exercise your privacy rights, please email privacy@specmind.ai with the following information:
- Subject line indicating the nature of your request (e.g., “Access Request,” “Deletion Request,” “Do Not Sell”)
- Your full name
- Email address associated with your Account
- State of residence