Privacy policy
Effective [Effective date]
This policy explains how [Company legal name] (“Renewal Check,” “we”) handles information when insurance agencies use Renewal Check. Insurance policies contain your clients’ personal and business information, so we collect as little as we can and keep it for as short a time as we can.
The short version
- Policy PDFs you upload are processed in memory and discarded when the comparison finishes. We don’t keep copies.
- To read the documents, we send them to our AI provider, Anthropic, which processes them on our behalf and does not use them to train its models.
- We don’t sell personal information or use it for advertising.
Information we collect
- Account information: your name, email address, agency name and password (stored hashed).
- Billing information: handled by Stripe. We receive your plan, billing status and the last four digits of your card. We never see or store full card numbers.
- Documents you upload: the policy, binder or quote PDFs you compare. These usually include the named insured, addresses, policy numbers, mortgagees and coverage details.
- Comparison results: the fields extracted from each document, the page they came from, and the resulting flags.
- Usage and technical data: the number of comparisons you run, timestamps, IP address, browser type and error logs, used to run, bill for and fix the service.
How uploaded documents are handled
Uploaded PDFs are held in server memory only while the comparison runs. They are not written to disk or saved to our database, and they are discarded as soon as the comparison finishes or fails. What we keep is the comparison result (extracted fields, page citations and flags) so you can view and export it. Comparison results are deleted after [retention period], or sooner if you delete them or close your account.
Who processes information for us
We use a small number of service providers, each only for the purpose listed:
- Anthropic: reads uploaded documents and extracts policy fields. Anthropic’s commercial terms don’t allow it to train its models on our customers’ content.
- Stripe: subscription billing and payment processing.
- [Hosting provider]: runs the application and its database in the United States.
- [Email provider]: sends sign-in links and account emails.
We may also disclose information if the law requires it, to protect the rights or safety of our users or others, or as part of a merger or acquisition, in which case this policy continues to apply to it.
How we use information
- To run comparisons and show you the results.
- To manage your account and subscription and count usage against your plan.
- To keep the service secure, investigate problems and improve how accurately it reads policies.
- To send account and service emails. We don’t send marketing email unless you opt in.
We don’t use your clients’ documents or comparison results to train AI models.
Your agency’s responsibilities
Your agency decides which documents to upload and remains responsible for its obligations to its clients, including under the Gramm-Leach-Bliley Act and state insurance privacy laws. We act as your service provider: we process client information only to provide Renewal Check to you and protect it as described here.
Security
Data is encrypted in transit (HTTPS) and at rest in our database. Access to production systems is limited to the people who need it to run the service. No system is perfectly secure; if we learn of a breach affecting your information, we will notify you as the law requires.
Cookies
We use only the cookies needed to keep you signed in and secure. We don’t use advertising or cross-site tracking cookies.
Your choices and rights
You can see and update your account details, delete comparison results, and close your account at any time. Depending on where you live, you may have rights to access, correct or delete your personal information. To make a request, email [support@your-domain]. If your request is about information in a client’s policy, we’ll work with the agency that uploaded it.
Children
Renewal Check is a business tool and is not directed to anyone under 18.
Changes
If we make material changes to this policy, we’ll email account holders and update the effective date above before the changes take effect.
Contact
[Company legal name], [support@your-domain]