1. Introduction
RetainCopilot ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.
We provide AI-powered automation services for insurance agents. We take data protection seriously and comply with applicable privacy laws including PIPEDA (Canada), PIPEDA (Personal Information Protection and Electronic Documents Act), and relevant US state privacy laws.
2. Information We Collect
Information You Provide: When you request a demo, contact us, or sign up for our services, we may collect your name, email address, phone number, agency name, and business details.
Client Data: As part of our service, insurance agents may upload client information (policyholder names, contact details, policy information) to their isolated workbench. This data is stored securely and is never shared between clients or with third parties for marketing purposes.
Usage Data: We collect information about how you interact with our website and services, including IP addresses, browser types, pages visited, and timestamps.
3. How We Use Your Information
- To provide and maintain our automation services
- To communicate with you about your account and service updates
- To send automated emails and SMS messages on behalf of our insurance agent clients (with their explicit direction)
- To improve our services and develop new features
- To comply with legal obligations and protect our rights
4. Data Storage and Security
All client data is stored in isolated databases with encryption at rest and in transit (TLS 1.3). Each insurance agent client receives their own isolated environment — no data is shared between clients.
We use industry-standard security measures including:
- SSL/TLS encryption for all data transmission
- Encrypted database storage
- Regular automated backups
- Access controls and audit logging
- Secure cloud infrastructure
5. SMS and Email Communications
Our service sends automated emails and SMS messages on behalf of insurance agents to their clients and prospects. All communications:
- Are sent only with the explicit direction of the insurance agent
- Include clear sender identification
- Include opt-out mechanisms (unsubscribe for email, STOP for SMS)
- Comply with CASL (Canada), TCPA (US), and CAN-SPAM regulations
To opt out of SMS messages, reply STOP to any text message. To opt out of emails, click the unsubscribe link in any email.
6. Data Sharing and Third Parties
We do not sell, trade, or rent your personal information to third parties. We may share data with:
- Service providers: Cloud hosting providers, email delivery services (Resend), SMS delivery services (Telnyx), and AI services (OpenAI) — all under strict data processing agreements
- Legal compliance: When required by law or to protect our rights
7. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal information we hold about you
- Request correction or deletion of your data
- Withdraw consent for data processing
- Request a copy of your data in a portable format
- File a complaint with a data protection authority
To exercise these rights, contact us at privacy@retaincopilot.com.
8. Data Retention
We retain personal information only as long as necessary to provide our services or comply with legal obligations. Insurance agent client data is retained according to the agent's instructions and applicable insurance regulations.
9. Children's Privacy
Our services are not intended for individuals under 18. We do not knowingly collect personal information from children.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a revised effective date.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
Email: privacy@retaincopilot.com
Business Address: Toronto, ON, Canada
Website: https://www.retaincopilot.com