Effective Date: May 27, 2026
1. Information We Collect
We collect information you provide directly to us, including:
- Personal Information: Name, email address, phone number, job title, and business contact details
- Tax Identifiers: Federal Employer Identification Number (FEIN / EIN) and any other tax identification numbers you provide for the company or its subsidiaries
- Company Information: Business legal name, doing-business-as (DBA) name, legal entity structure, year established, industry classification (NAICS, SIC), business addresses, and operating locations
- Financial Information: Prior-year revenue, annual payroll, number of owners, and other figures you submit to support underwriting
- Workforce Information: Total, full-time, and part-time employee counts, and any owner details you provide
- Insurance Documents: Policy documents, certificates, declaration pages, loss runs, and related insurance materials you upload
- Conversation Data: Messages exchanged through our chat platform, including interactions via ChatGPT, portal chat, phone, and email channels
- Usage Data: Information about how you use our platform, including pages visited and features used
- Technical Data: IP address, browser type, device information, and cookies
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our insurance brokerage services
- Process and analyze your insurance documents using AI technology
- Generate personalized insurance recommendations and risk assessments
- Generate certificates of insurance and compliance documents
- Communicate with you about our services, including policy updates and recommendations
- Comply with legal obligations and regulatory requirements
- Detect, prevent, and address technical issues and security threats
3. Information Sharing and Disclosure
We may share your information in the following circumstances:
- Insurance Carriers: With insurance companies to obtain quotes and bind coverage
- Service Providers: With third-party vendors who assist in providing our services
- ChatGPT App Channel: If you connect the Delegance app to ChatGPT, the specific company and policy information returned by a tool you invoke is transmitted to OpenAI so that ChatGPT can present the answer to you. This includes fields such as company name, FEIN/Tax ID, addresses, contacts, employee counts, payroll, revenue, policy data, document metadata, and certificate-of-insurance contents — when you ask the app for them. OpenAI processes this data only to render your response. You can disconnect the app at any time from your ChatGPT settings, which immediately revokes access. See Section 14 for the relevant sub-processor disclosure.
- Legal Requirements: When required by law, regulation, or court order
- Business Transfers: In connection with mergers, acquisitions, or asset sales
- Consent: With your explicit consent for specific purposes
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
4. Data Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit and at rest
- Regular security assessments and penetration testing
- Access controls and authentication mechanisms
- Employee training on data protection and security practices
5. Data Retention
We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Insurance-related documents may be retained for extended periods as required by insurance regulations and industry standards.
6. Your Rights and Choices
You have the following rights regarding your personal information:
- Access: Request access to the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information, subject to legal requirements
- Portability: Request a copy of your data in a structured, machine-readable format
- Opt-out: Unsubscribe from marketing communications at any time
7. AI and Automated Processing
We use artificial intelligence and automated systems to analyze your insurance documents and generate recommendations. These systems are designed to assist our human experts and improve service efficiency. You have the right to request human review of any automated decisions that significantly affect you.
8. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our platform. You can control cookie settings through your browser preferences, though disabling certain cookies may limit platform functionality.
9. Third-Party Links
Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any information.
10. Children's Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware of such collection, we will take steps to delete the information promptly.
11. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.
12. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to Know: Request disclosure of personal information we collect, use, disclose, and sell
- Right to Delete: Request deletion of your personal information, subject to certain exceptions
- Right to Opt-Out: Opt-out of the sale of your personal information (Note: We do not sell personal information)
- Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights
To exercise these rights, contact us at [email protected]. We will respond to verifiable requests within 45 days.
13. European Privacy Rights (GDPR)
If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with a supervisory authority. Our lawful basis for processing your data is primarily contractual necessity (to provide our services) and legitimate interests (to improve our services and communicate with you).
14. Service Providers and Sub-processors
We use trusted third-party service providers to help deliver our services:
- Cloud Infrastructure: Amazon Web Services (AWS) for hosting, storage, and document processing (Textract OCR)
- Database & Authentication: Supabase for data management and user authentication
- AI Document Analysis & Generation: OpenAI (GPT family of models) and Anthropic (Claude family of models) for document analysis, recommendations, and chat responses. Provider contracts require that customer data is not used to train foundation models.
- OpenAI ChatGPT App: If you connect the Delegance app to ChatGPT, OpenAI receives the specific data returned by the tool calls you make through the app, solely to render your conversation. Connection is opt-in and can be revoked at any time from your ChatGPT settings.
- AI Embeddings: Voyage AI for semantic search and document understanding
- Vector Search: Weaviate for advanced document search and retrieval
- Email Services: Resend for transactional and notification emails
All service providers are contractually bound to protect your data and use it only for the purposes we specify. We conduct due diligence on all providers to ensure they meet our security and privacy standards.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through our platform. Your continued use of our services after such modifications constitutes acceptance of the updated policy.
16. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at: