1. Controller and contact
Broker AI is a software application that helps insurance brokers generate and review reminder drafts for unpaid insurance records. The brokerage using Broker AI remains responsible for the customer data it uploads and processes through the application, unless another written agreement states otherwise.
2. Data we process
Broker AI may process the following categories of data, depending on how the user configures and uses the service:
- Account data: user email, authentication identifiers and subscription status.
- Brokerage profile data: company name, signature, contact details, branding preferences and logo URL.
- Imported customer data: first name, last name, email address, insurance product, amount due and unpaid date.
- Generated content: AI-generated email subjects, email bodies, previews and Gmail drafts.
- Usage data: campaign history, number of processed records, created drafts, errors and plan usage.
3. Purposes and legal basis
Data is processed to provide the Broker AI service, authenticate users, prepare reminder drafts, keep a campaign history, manage subscriptions, improve security and provide support. Depending on the situation, the legal basis may include performance of a contract, legitimate interests, compliance with legal obligations or consent.
4. AI and automation
Broker AI uses AI to generate draft reminder emails based on the data uploaded by the user and the brokerage profile. The user can review generated previews before creating Gmail drafts. The service is designed as a drafting and productivity assistant; users remain responsible for checking the accuracy, tone and appropriateness of each message before sending it.
5. Gmail connection
When Gmail integration is enabled, Broker AI uses the Gmail permissions granted by the user to create draft emails in the user’s Gmail account. The application should request the minimum permissions required for draft creation. Users can revoke access through their Google account settings.
6. Service providers and processors
Broker AI may rely on third-party service providers to operate the application, including hosting, authentication, database, payment, automation, email and AI providers. Examples may include Supabase, Stripe, Google/Gmail, n8n and OpenAI, depending on the final production setup.
7. Retention
Personal data is kept only for as long as necessary for the purposes described above, unless a longer period is required by law. Campaign history and subscription records may be retained for operational, accounting and audit purposes. Imported files and generated drafts should be deleted or minimized when they are no longer needed.
8. Your rights
Depending on applicable law, individuals may have the right to access, rectify, erase, restrict, object to processing and request portability of their personal data. Where processing is based on consent, consent can be withdrawn without affecting prior lawful processing.
- Right of access and information.
- Right to rectification or erasure.
- Right to restriction, objection and portability.
- Right to lodge a complaint with a competent data-protection authority.
9. Security
Broker AI should implement technical and organizational measures appropriate to the risk, including authenticated access, role-based access rules, secure API keys, encrypted transport, limited retention, logging and controlled access to production systems.
10. Changes to this policy
This policy may be updated as Broker AI evolves, especially when new features, providers, billing options or integrations are added. The latest version should indicate its effective date and be made available to users before or at the time personal data is collected.
Effective date: [To complete]