Privacy Policy

We collect information you provide directly to us, such as when you:

• Create an account or fill out a form

• Subscribe to our service or newsletter

• Contact us for support

• Participate in surveys or promotions

Types of information we collect include:

Personal Information:

• Name and company name

• Email address and phone number

• Billing address and payment information

• Job title and professional information

Automatically Collected Information:

• IP address and device information

• Browser type and operating system

• Usage data and analytics

• Cookies and similar tracking technologies

Insurance-Related Information:

• Policy documents you upload

• Coverage details and limits

• Claims history (if provided)

• Risk assessment data

We use the information we collect to:

Provide and Improve Our Service:

• Process transactions and send related information

• Provide customer support and respond to inquiries

• Send administrative information and service updates

• Analyze usage patterns to improve our platform

• Develop new features and services

AI and Analytics:

• Train and improve our AI models (using only aggregated, anonymized data)

• Generate personalized insurance recommendations

• Identify coverage gaps and cost-saving opportunities

• Provide risk assessment and compliance insights

Marketing and Communication:

• Send promotional communications (with your consent)

• Provide relevant content and resources

• Announce new features and updates

Legal and Security:

• Comply with legal obligations

• Protect against fraudulent or illegal activities

• Enforce our terms and policies

• Protect the rights and safety of our users

We do not sell, rent, or trade your personal information. We may share your information only in these circumstances:

With Your Consent:

• When you explicitly authorize us to share information

• With insurance carriers or brokers you choose to work with

Service Providers:

• Cloud hosting providers (AWS)

• Payment processors (Stripe)

• Email service providers (Resend)

• Analytics providers (PostHog)

• Customer support tools

All service providers are contractually obligated to protect your data and use it only for providing services to us.

Legal Requirements:

• To comply with laws, regulations, or legal processes

• To protect our rights, privacy, safety, or property

• To respond to lawful requests from public authorities

Business Transfers:

• In connection with a merger, acquisition, or sale of assets (with notice to you)

We implement industry-leading security measures to protect your information:

Technical Safeguards:

• AES-256 encryption for data at rest and in transit

• Multi-factor authentication (MFA) available

• Regular security audits and penetration testing

• SOC 2 Type II certification

• Secure data centers with 24/7 monitoring

Organizational Safeguards:

• Limited access on a need-to-know basis

• Background checks for employees with data access

• Regular security training for all staff

• Incident response procedures

• Data breach notification within 72 hours

Data Minimization:

• We collect only necessary information

• Regular deletion of unnecessary data

• Anonymization of data used for analytics

You have the following rights regarding your personal information:

Access and Portability:

• Request a copy of your personal information

• Receive your data in a portable format

Correction and Deletion:

• Update or correct inaccurate information

• Request deletion of your personal information

Opt-Out Rights:

• Opt out of marketing communications

• Opt out of certain data processing activities

• Disable cookies through your browser settings

Restriction and Objection:

• Restrict processing of your information

• Object to certain uses of your information

To exercise these rights, contact privacy@coveragemanager.ai. We will respond within 30 days.

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• **Account Information:** Retained while your account is active

• **Transaction Records:** 7 years for tax and accounting purposes

• **Marketing Data:** Until you opt out or request deletion

• **Analytics Data:** Anonymized after 24 months

• **Backup Data:** Deleted within 90 days of primary deletion

After termination of your account, we retain your data for 90 days to allow for reactivation or data export, then securely delete it.

Our servers are located in the United States. If you access our Service from outside the US:

• Your information will be transferred to and processed in the US

• We use Standard Contractual Clauses for EU data transfers

• We comply with the EU-US Data Privacy Framework

• We implement appropriate safeguards for all international transfers

By using our Service, you consent to the transfer of your information to the United States.

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn we have collected information from a child under 18, we will delete it immediately.

If you believe we have information from or about a child under 18, please contact us at privacy@coveragemanager.ai.

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect, use, and disclose

• Right to delete personal information (with exceptions)

• Right to opt-out of the sale of personal information (we do not sell data)

• Right to non-discrimination for exercising privacy rights

To exercise these rights, California residents can:

• Call: 1-888-555-0123

• Email: privacy@coveragemanager.ai

• Submit a request through your account settings

We will verify your identity before processing requests.

If you are in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

Legal Basis for Processing:

• Contract: To provide our services

• Legitimate Interests: To improve our services and prevent fraud

• Consent: For marketing communications

• Legal Obligation: To comply with laws

Additional Rights:

• Right to lodge a complaint with supervisory authorities

• Right to withdraw consent at any time

• Right to data portability

• Right to be informed about automated decision-making

Our Data Protection Officer can be reached at dpo@coveragemanager.ai.

We may update this Privacy Policy from time to time. We will notify you of changes by:

• Posting the new Privacy Policy on this page

• Updating the "Last Updated" date

• Sending email notification for material changes

• Obtaining consent where required by law

We encourage you to review this Privacy Policy periodically. Continued use of our Service after changes constitutes acceptance of the updated policy.