Privacy Statement

Insurance AI operates a cloud-based platform for insurance agency management. References to "we," "us," or "our" in this statement refer to Insurance AI and its affiliates. If you have questions about this statement, you can reach us at [email protected].

We collect the following categories of information when you use our platform:

Account and profile data

When you or your agency administrator creates an account, we collect your name, email address, role, and organization details. This information is used to authenticate you and personalize your experience.

Usage and activity data

We collect information about how you interact with the platform, including pages visited, features used, actions taken, and timestamps. This helps us improve performance and identify issues.

Email and communication data

If you connect an email account (such as a Microsoft Outlook or IMAP account), we access and store email metadata and content to power the unified inbox feature. We access only the data necessary to provide this functionality.

Customer and policy data

Data about your customers, leads, policies, and related records that you input into the platform is stored and processed to deliver the core features of the service.

Technical data

We automatically collect IP addresses, browser type, device identifiers, and similar technical information when you access the platform. This data is used for security, diagnostics, and analytics.

We use the information we collect to:

• Provide, operate, and maintain the platform and its features
• Authenticate users and enforce access controls
• Process and display emails, forms, policies, and other workflow data
• Send transactional communications such as account confirmations and alerts
• Analyze usage patterns to improve the platform and develop new features
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations and enforce our Terms of Service

We do not sell your personal data to third parties, and we do not use your data to serve advertising.

Where applicable law requires a legal basis for processing personal data, we rely on one or more of the following:

• Contract: processing is necessary to provide the service you have subscribed to
• Legitimate interests: processing helps us operate and improve the platform in ways that do not override your rights
• Legal obligation: processing is required to comply with applicable law
• Consent: where we have obtained your explicit consent for a specific purpose

We share your data only in the following circumstances:

Service providers

We engage trusted third-party providers to help us deliver the platform, including cloud hosting, infrastructure, and analytics services. These providers process data on our behalf and are bound by appropriate data processing agreements.

Within your organization

Data entered by your team members is accessible to authorized users within your agency based on the roles and permissions configured by your administrator.

Legal requirements

We may disclose data if required to do so by law, court order, or regulatory authority, or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Insurance AI, our users, or others.

Business transfers

In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

When you connect an email account using OAuth (for example, Microsoft) or IMAP credentials, we store the access credentials or tokens securely and use them only to retrieve and display your emails within the platform. We do not share your email content with third parties beyond what is necessary to provide the service.

You may disconnect your email account at any time through the Integrations settings. Upon disconnection, we will cease retrieving new emails; previously synced data may be retained subject to our data retention policy.

We retain your data for as long as your account is active or as needed to provide the service. When an account is closed, we delete or anonymize personal data within a commercially reasonable period, unless retention is required by law or for legitimate business purposes such as dispute resolution.

You may request deletion of your data at any time by contacting us. We will process such requests subject to any legal obligations that require us to retain certain records.

We implement industry-standard technical and organizational measures to protect your data against unauthorized access, disclosure, alteration, or destruction. These include encryption in transit and at rest, role-based access controls, and regular security reviews.

No method of transmission over the internet is completely secure. While we take data security seriously, we cannot guarantee absolute security. You should report any suspected security incident to us promptly at [email protected].

Depending on your location, you may have the following rights with respect to your personal data:

• Access: request a copy of the personal data we hold about you
• Correction: request correction of inaccurate or incomplete data
• Deletion: request that we delete your personal data
• Portability: request your data in a structured, machine-readable format
• Objection: object to certain processing activities
• Restriction: request that we restrict processing in certain circumstances

To exercise any of these rights, please contact us at [email protected]. We will respond within the timeframe required by applicable law.

We use cookies and similar technologies to maintain your session, remember your preferences, and collect analytics data. Session cookies are deleted when you close your browser; persistent cookies remain for a set period.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the platform, including keeping you logged in between sessions.

Our platform is hosted and operated primarily in the United States. If you access the platform from outside the United States, your data may be transferred to and processed in the United States or other countries where our service providers operate.

Where required by applicable law, we implement appropriate safeguards for international transfers, such as standard contractual clauses approved by relevant authorities.

The platform is intended for use by professionals and is not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

We may update this Privacy Statement from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will notify you by email or through an in-app notice. The "Last updated" date at the top of this page indicates when the statement was most recently revised.

If you have questions, concerns, or requests related to this Privacy Statement, please contact us at [email protected]. We take privacy inquiries seriously and aim to respond within 30 days.