Do these 3 things before closing this tab:
1Clear out junk files and repair common Windows errors2Fix the driver behind crashes, sound loss and screen glitches3Repair Windows errors before they cause bigger problemsBefore signing, renewing, or connecting another application to CCC ONE, verify three things in writing: what data CCC and its partners may use, how each integration protects and exports that data, and exactly when copies are deleted after termination. CCC ONE is a hosted repair-management platform, and CCC’s public policy does not set one universal retention or post-termination deletion deadline. Your executed customer agreement and written answers from CCC therefore matter more than an average contract term or a web-page summary.
The highest-risk integration issue is EMS (Estimate Management Standard): CCC says EMS is not encrypted and can transmit a complete estimate containing a vehicle identification number (VIN) and customer personal data. Where an application is supported, Secure Share/BMS can reduce exposure through field selection, filtering, encrypted cloud transfer, and transaction logs. The controls are not automatic; your shop must configure them and document exceptions.
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What CCC ONE stores and why the contract matters
CCC describes CCC ONE Total Repair Platform as a CCC-hosted solution. In normal operation it holds repair-management records such as estimates, appraisals, workfiles, images, attachments, notes, messages and related transaction data. CCC’s Data Policy also describes use of data for ordinary operations, including transmitting claims information, and allows CCC to create de-identified or aggregated outputs. Those permissions can affect what remains useful to CCC after your shop stops using the service, so do not treat “our data” as a single category.
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- Customer-submitted data: workfiles, estimates, photos, documents, vehicle and owner details, communications and other material your staff enter or upload.
- Operational records: authentication records, audit logs, support tickets, integration events, backups and security telemetry.
- CCC-derived data: analytics, models, reports or other outputs generated from use of the service.
- De-identified or aggregated data: information altered or combined so CCC says it is no longer tied to an identifiable customer or facility.
Ask CCC to define each category, identify who owns it, state permitted purposes, and explain what survives account closure. A broad “service improvement” clause can have a very different effect from a clause limited to delivering and securing your account.
Contract checklist before signature or renewal
Confirm the parties, scope and covered locations
List the exact CCC contracting entity, every repair-facility legal entity and each covered location. Attach every order form and identify the products enabled at each site: CCC ONE modules, estimating or appraisal features, APIs, EMS exports, Secure Share/BMS connections and any insurer or direct-repair-program requirements. A multi-shop organization should not assume that one location’s order form governs another location.
Pin down service, support and commercial terms
- Write down service levels, support hours, severity definitions, response and restoration targets, maintenance notice and any service credits.
- Record the initial term, automatic-renewal period, notice window, price-adjustment formula, taxes, usage charges and the date on which notice must be delivered.
- Identify suspension triggers, including nonpayment, security concerns, acceptable-use issues and insurer-program changes. Require notice and a reasonable cure period where appropriate.
- Specify termination assistance, export support, fees, staffing obligations and the period during which CCC will keep the account available for retrieval.
- Choose the governing law, dispute forum and order of precedence among the customer agreement, order forms, security addendum, privacy notice, Data Policy and integration terms.
CCC’s public terms say additional terms may apply and that the Customer Agreement can govern disputes. Have counsel reconcile conflicts rather than assuming a policy page overrides negotiated language.
Define data rights and permitted use
Request written definitions for customer data, CCC-derived data, de-identified data and aggregated data. The agreement should say whether CCC may use customer data for claims transmission, support, analytics, product development, benchmarking or other purposes; whether those uses continue after termination; and whether your shop can object to a particular use.
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Ask for the names or categories of subprocessors, the countries from which they may access data, and the process for adding a new subprocessor. Require prompt incident notification, cooperation with investigations, available security evidence, cyber-insurance information, indemnities and liability-cap exceptions for confidentiality, privacy or data-protection breaches where your risk warrants them.
Make export and deletion enforceable
Do not accept “data will be available on request” without operational detail. Put the following in the order form or a signed addendum:
| Issue | What to specify | Evidence to request |
|---|---|---|
| Export scope | Which workfiles, estimates, appraisals, images, attachments, notes, messages, logs and metadata are included | Sample export and field dictionary |
| Format | Machine-readable formats, media, encryption and transfer method | Test file and checksum or integrity procedure |
| Timing | Deadline to begin and complete export, including large-account handling | Written service commitment |
| Fees | Whether export, conversion, storage or professional-services charges apply | Rate card or fixed amount |
| Retention | How long production data, staging copies and backups remain after termination | Dated deletion schedule |
| Deletion proof | Certificate, subprocessor confirmation and treatment of legal holds | Sample certificate and exception process |
CCC’s public policy describes safeguards and periodic backups but does not publish a universal retention schedule or a universal post-termination deletion deadline. Treat any deadline supplied by a salesperson as nonbinding unless it appears in the executed agreement or in a written commitment incorporated into it.
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Preserve the version you signed
Save dated PDFs or screenshots of the Customer Agreement, Data Policy, privacy notice, security addendum, integration documentation and every order form. CCC’s public terms state that posted terms may be updated. Keep a change log and require notice of material changes, especially changes to data use, subprocessors, security controls, prices or termination rights.
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What to ask about retention, backups and deletion
Use a written questionnaire and require a written answer tied to your account and region. Ask these questions individually:
- What is the retention period for workfiles, estimates, appraisals, images, attachments, internal notes, messages, logs, backups and derived analytics?
- When does each period begin: creation, last activity, claim closure, contract expiry or account deletion?
- Are backups immutable, and do they follow a separate purge cycle? What happens to deleted records after a backup is restored?
- What export formats and fees apply before termination, and how long will CCC retain data while an export is prepared?
- What deletion certificate, subprocessor confirmation or legal-hold exception will be supplied?
- Does CCC continue to aggregate or de-identify information after termination, and can your organization object to specified uses?
- What access, correction, portability or deletion rights belonging to insurers, vehicle owners or other data subjects could delay deletion?
- What happens to data in an integration partner’s system, local file share, staging database or backup after you disable the connection?
CCC Intelligent Solutions’ 2025 Form 10-K, filed in 2026, reports an approximately three-year average repair-facility contract term, with longer terms possible for multi-shop organizations. That is a portfolio average, not a retention period and not a promise about your renewal or deletion date.
EMS versus Secure Share/BMS: choose by data exposure
CCC continues to support EMS while Secure Share/BMS operates in parallel. CCC says the repairer activates sharing and configures export settings; BMS is not automatically enabled merely because it is available. Compare the two paths for each application rather than selecting one globally.
| Control | EMS | Secure Share/BMS |
|---|---|---|
| Field minimization | Can send a complete estimate package; minimization depends on your export setup and any available redaction | Repairers can limit fields by application category and choose the data needed by the app |
| Encryption in transit | CCC’s shop-data guidance says EMS is not encrypted | CCC describes 128-bit encryption during Secure Share transmission |
| Local-file exposure | Exports can create local files or file-path dependencies; review every data pump and share | CCC says its cloud integration does not save data to local disk |
| Filtering | Not established as a universal EMS control | Filter sharing by insurer and vehicle make |
| Approval and revocation | Managed through your export configuration and partner arrangement | Sharing is activated for a selected application and can be disabled when no longer needed |
| Transaction logging | Do not assume a uniform log; confirm with the receiving application | CCC states Secure Share transactions are logged |
| App availability | Broad legacy compatibility may be the reason an app still requires EMS | Works when the required app developer is supported by Secure Share |
| Implementation effort | Often already deployed, but requires file-path, access and encryption compensating controls | Requires activation, field configuration, partner approval and testing |
Why EMS needs an exception record
CCC’s guidance says EMS, created by CIECA in 1994, is not encrypted and therefore does not provide complete protection for transmitted data. A complete estimate can contain a VIN and customer personal data. Treat every EMS feed as a documented exception: state why the destination cannot use Secure Share/BMS, which fields are necessary, who approved the decision, where files are written, how long they remain, and how the receiving system protects and deletes them.
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What Secure Share/BMS can reduce
CCC’s current Secure Share material says more than 22,000 collision repairers use the service, and CCC reported more than 40 unique companies using it in 2024. Those figures describe adoption, not a guarantee that your chosen application is supported. Verify the exact developer and required fields. For an approved connection, use insurer and vehicle-make filters, select the narrowest application category, review the transaction log and document the revocation owner.
Use redaction where it fits, but do not overstate it
In January 2024, CCC announced a feature for cccone.com estimates that can redact the last six VIN digits and specified personal-information fields before an EMS export. Configuration is by the direct-repair partner. Confirm which fields your partner has enabled, test the resulting file and remember that the published feature does not remove all personal data or protect the unredacted source inside CCC ONE or the receiving system.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Integration due diligence for every app
Build an inventory before approving a connection. One row per integration should identify the CCC ONE location, application and developer, data categories, purpose, business owner, insurer or program requirement, transfer method, destination, retention period and termination contact.
For each row, obtain and record:
- Exact BMS fields or EMS files exchanged, including VIN elements, names, addresses, contact details, photos and payment-related information.
- Authentication method, credential owner, rotation schedule, least-privilege roles and emergency revocation procedure.
- Encryption during transfer and at rest, key ownership, network restrictions and whether local files or temporary caches are created.
- Transaction and administrator logging, log-retention period, alerting and access-review cadence.
- Subprocessors, hosting countries, incident-notification process, support access and evidence of independent security assessments.
- Retention, backup and deletion behavior in the partner system, including proof available when the CCC connection is disabled.
Review each partner’s end-user license agreement and privacy terms before sending data. CCC specifically recommends reviewing partner EULAs, disabling unnecessary EMS extracts and checking file paths. A technically successful transmission can still violate your contractual, privacy or insurer obligations if the recipient receives more data than necessary.
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A practical offboarding test
Do not wait until a termination date to discover that an integration has left copies in three systems. Run this tabletop procedure at least once during the contract term and again before closure:
- Freeze new exports and identify the final record included in the approved archive.
- Export the agreed CCC ONE data in the contracted format; verify counts, dates, images, attachments and metadata against a sample of closed files.
- Disable the application in Secure Share/BMS or stop the EMS job. Revoke API keys, service accounts, shared passwords and file-share permissions.
- Search workstations, servers, network shares, scripts, scheduled tasks and data pumps for EMS files and cached credentials; preserve only the records required by your retention policy.
- Send written return-and-deletion instructions to CCC and every downstream app, naming production databases, staging areas, backups and subprocessors.
- Collect deletion certificates or written exceptions for legal holds, immutable backups and data that is de-identified or aggregated rather than deleted.
- Close the loop with a manager’s sign-off, the date of disablement, export checksum or inventory, outstanding legal holds and the person responsible for follow-up.
Common mistakes and the corrective action
| Mistake | Why it fails | Correction |
|---|---|---|
| Using the three-year average as your term | An average repair-facility contract does not control your order form or deletion date | Use your executed term, renewal notice and written retention schedule |
| Assuming BMS is automatic | CCC says EMS and BMS run in parallel and the repairer configures exports | Activate the approved app, select fields and test a transaction |
| Calling EMS encrypted | CCC says EMS is not encrypted | Move the feed to Secure Share/BMS where available or document compensating controls |
| Assuming redaction removes all PII | The feature lists specific VIN digits and PII fields only | Inspect the output and maintain a data-field inventory |
| Deleting only the CCC account | Partners, local paths and backups may retain copies | Run the complete offboarding procedure and obtain downstream evidence |
| Relying on a web-page policy | Posted terms may change and do not provide a universal deletion deadline | Preserve dated copies and incorporate negotiated commitments into the agreement |
How to make the final decision
Choose Secure Share/BMS when the required application is an approved developer and can operate on the limited fields your process needs. Its filtering, encrypted cloud transfer and transaction logging reduce local-file and over-sharing risk, but only after your administrator configures and reviews them.
Retain EMS only when a documented business, insurer or application requirement leaves no workable alternative. Minimize the extract, enable the available CCC redaction for the relevant direct-repair configuration, lock down file paths and permissions, encrypt storage and transfer outside EMS where possible, set a short deletion schedule and assign an owner to review the exception.
Finally, make retention a contract deliverable rather than an assumption. CCC’s public materials establish that CCC ONE is hosted, that operational and de-identified uses exist, and that EMS has a significant transmission limitation. They do not establish one universal post-termination deletion date. Your shop’s protection comes from precise definitions, tested exports, controlled integrations and written answers that become part of the agreement.
Quick Recap
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