Privacy Policy

This policy covers Insurance Commission Reconciliation at www.insurancecommissionreconciliation.com. It is worth separating two things at the outset, because our responsibilities differ.

Your account data — the email address you signed up with, your agency's name, who is in it — is data we hold for our own purposes. For that we are the controller, and this policy is the full account of what we do with it.

What is inside the files you upload — insured names, policy numbers, premiums, commission amounts — is your agency's data about your agency's customers. You are the controller of it. We process it on your instructions, to produce the reconciliations you asked for, and for nothing else. We do not contact anyone named in a statement, and there is no circumstance in which one agency's files are shown to another.

• ·Your email address, and a hashed password. This is the whole of the personal data we ask you for — no name, no phone number, no job title.
• ·Your agency's name and the membership list of who has access to it.
• ·The carrier statements you upload — the original file, as you sent it.
• ·The book-of-business files you upload — the original file, and the records read out of it.
• ·The extracted lines — the structured rows read from each statement, with the confidence of each field.
• ·Reconciliation results — every match, its bucket, its variance, its reason, and any decision a person made in the review queue.
• ·Operational records — which plan your agency is on, how many statements it has processed this period, and ordinary server logs of requests and errors.

Statements and book exports routinely contain personal data about your insureds. That is unavoidable — it is what a commission statement is — and it is why the rest of this page exists.

• ·No credentials to anything. There is no agency-management-system login, no carrier portal password, no API key, no database connection string. The Service never connects to another system, so there is nothing to ask for and nothing to store.
• ·No card numbers. Paddle handles payment and we never see them.
• ·No advertising or analytics trackers. There is no Google Analytics, no advertising pixel, no session-replay tool, and no third-party script watching what you do in the application.
• ·No data bought from anyone, and none sold to anyone. We do not buy contact lists, and we do not sell or rent your data in any sense of those words — including the broad definitions of “sale” and “sharing” used by US state privacy laws.

• ·To run the Service: read your statements, match them against your book, produce your reconciliations and your exports.
• ·To let you in, and to keep your agency's data separate from every other agency's.
• ·To bill you, and to enforce the limits of the plan you are on.
• ·To send you transactional email you asked for — a deadline digest, a password reset, a notice about these terms.
• ·To keep the Service working: debugging, fixing what breaks, and investigating abuse.
• ·To meet a legal obligation where one applies.

We do not use your statements or your book to train models, to build a data product, to benchmark other agencies, or for any purpose other than producing your results.

Five companies, each doing one job. They are bound to use the data only to provide their service to us.

All five are US-based or store this data in the United States, which is where the infrastructure runs. The Service itself is operated from Pakistan, so your data is stored and processed by US-based sub-processors and is accessed from Pakistan by the person who runs it.

We will update this list before adding another sub-processor, and before moving where the data is stored.

Beyond these, we disclose data only where the law requires it, and we will tell you unless we are forbidden to. If the business is ever sold or merged, your data would transfer with it and you would be told before that happened.

• ·Delete a statement and its extracted lines go immediately; the stored file is purged on the next sweep.
• ·Delete your organisation and its records go immediately; every file it held is purged from storage within 30 days, backups included.
• ·Otherwise, we keep your data for as long as your account is open, because a reconciliation you may want to compare against next quarter is the point of having it.
• ·Billing records are kept as long as tax law requires, by us and by Paddle. These are invoices, not statements.

You do not have to delete your agency to take your data with you. Settings → General exports everything — statements, extracted lines, book of business and reconciliations — as one spreadsheet, whenever you want it.

Every table carries a tenant boundary enforced by the database itself rather than by application code remembering to filter, and that isolation is checked by an automated test that has to pass before anything ships. Uploaded files sit in private storage reached only through short-lived signed links. Data is encrypted in transit and at rest.

We are not SOC 2 certified and we do not claim to be. The security page explains what we do instead, and is candid about what that does not cover.

The application sets one kind of cookie: the session cookie that keeps you logged in. It is strictly necessary — without it there is no way to stay signed in — and it carries no advertising or profiling purpose. There is no cookie banner because there is nothing to consent to.

Paddle sets its own cookies during checkout, covered by Paddle's privacy policy. The icon font is served by Google Fonts, which means your browser makes a request there and Google sees the IP address that made it; no cookie is set by it.

Whatever state or country you are in, you can ask us to do all of this, and we will do it whether or not a statute in your jurisdiction compels us:

• ·See what we hold about you, and get a copy of it.
• ·Correct anything wrong.
• ·Delete it — your organisation and everything in it.
• ·Take it elsewhere: the export is a spreadsheet, not a proprietary format.
• ·Object to something we are doing with it, and get an answer from a person.

Most of this you can do yourself in Settings without asking anyone. For anything else, email support@insurancecommissionreconciliation.com. We will reply within 30 days, and we will not charge for it or make your service worse for having asked.

Where an insured asks your agency to exercise a right over data that sits in a statement you uploaded, come to us and we will help you act on it — you are the controller of that data, and we act on your instruction.

The Service is sold to insurance agencies and is not directed at children. We do not knowingly collect data from anyone under 18. If you believe a child's data has reached us, email support@insurancecommissionreconciliation.com and we will remove it.

We may update this policy. The date at the top changes when we do, and for a change that materially affects how we handle your data we will email account owners before it takes effect. Adding a sub-processor counts as one of those.

Questions about anything above, or a request to exercise a right, go to support@insurancecommissionreconciliation.com. It reaches the person who wrote the code.