InsurPilot Assistant
Online
AI assistant — may be inaccurate. Not insurance advice.
Legal
How InsurPilot handles the information you give us through this website.
Contents
01
InsurPilot is a software company. We build artificial-intelligence tools for independent insurance agencies — things like quoting support, renewal automation and workflow routing.
We are not an insurance agency, broker, managing general agent or carrier. We do not quote, rate, bind, sell or place insurance, and we do not give insurance advice. This website is a marketing website; it is not a quoting or servicing system.
For anything in this policy, write to us at InsurPilot@gmail.com.
02
This policy applies to the InsurPilot marketing website and the three forms on it: the Register Your Agency form, the contact form, and the newsletter sign-up. It explains what those forms collect, what happens to that information, and what choices you have.
InsurPilot is pre-launch. There is no logged-in product, there are no customer accounts, and we do not currently hold any agency's book of business, any policy data, or any information about an agency's clients. Nothing on this website connects to a carrier, an agency management system or a rating engine.
We will update this policy as the business and the product develop, so that it keeps describing what we actually do.
03
Because we sell to insurance agencies, it is worth being explicit about what we do not handle. Through this website we do not collect:
If that ever changes, we will say so here before it does.
04
We only collect information you choose to give us — what you type into one of the forms below, or into the chat assistant described in section 7. We do not buy contact lists, and we do not use data brokers, lead vendors or enrichment services to add to what you give us.
This form collects:
The free-text field is open, so please use your judgement: send us enough to describe your situation, and no confidential client information.
Your email address, your phone number, and your message.
Your email address only.
Each submission is recorded with the date and time it was received, and is written directly to a database that InsurPilot controls. Chat transcripts and consultation bookings are written to that same database — see section 7.
05
The website itself runs no analytics. There is no Google Analytics, no tag manager, no advertising or conversion pixel, no session-recording or heat-mapping tool, and no cross-site tracking of any kind. We do not build profiles of visitors and we do not track you across other websites.
We do not record your IP address with your form submission. Messages to the chat assistant are the exception: those are stored with your IP address. If you would rather we did not hold that, do not use the assistant — the forms and the email address in section 21 reach us just as well. Section 7 sets out in full what the assistant records.
Like almost every website, ours runs on web servers that keep standard access logs, which typically record IP addresses, browser user-agent strings, timestamps and the pages requested. Those logs are created and held by our hosting and cloud providers as part of running and securing the service.
06
We use no advertising, analytics or tracking cookies. There is no consent banner on this site because there is nothing to consent to.
Our web platform sets one strictly necessary session cookie
(PHPSESSID) when you load a page. It holds a random identifier, it
is not used to identify or track you, and it expires when you close your
browser. The chat assistant reads it for two housekeeping jobs: keeping your
messages together as one conversation, and counting them so that a single
visitor cannot flood the service. There is no advertising or measurement
purpose behind it.
We use no web beacons, no device fingerprinting and no local storage, and we store nothing permanently in your browser. The one thing we do keep there is your open chat thread, held in the tab's own temporary storage so the conversation is not lost when you move between pages. Your browser discards it when you close the tab or press "New chat", it never leaves your device, and it is never used to recognise you. Because we do not track visitors across sites, a browser "Do Not Track" or Global Privacy Control signal makes no difference to how this site behaves — there is no cross-site activity for it to switch off.
07
Every page on this site carries a chat assistant in the bottom corner. It is optional — it does nothing until you open it and type. But if you do use it, two things happen that are worth stating plainly, because neither is obvious from the widget itself.
The assistant is not a scripted menu and it does not run on our own hardware. It is powered by Google's Gemini API. When you send a message, that message and the recent part of your conversation are transmitted to Google's servers, which generate the reply. Google's handling of that data is governed by Google's privacy policy and its API terms, not by this notice.
Because of this, please treat the chat box the same way you would treat the free-text field on a form: describe your situation freely, but do not type confidential client information, policy numbers, or anyone's personal or financial details into it.
We keep a transcript. One conversation is stored as one record, added to as you go, containing every message you send, every reply the assistant gives, the pages you were on, the dates and times, a random identifier that groups the conversation together, and your IP address.
We read these transcripts to understand what visitors actually want to know and to fix answers the assistant gets wrong. Note the difference from our forms: form submissions do not record an IP address, but chat messages do.
The "New chat" button in the assistant's header starts a fresh conversation. It clears the thread from your screen and from your browser, and anything you say afterwards is recorded separately from what came before. It does not delete the earlier conversation from our records — if you want that removed, ask us using the details in section 21.
Separately, your browser keeps the visible thread for the current tab so the conversation survives moving between pages. It is held in the tab's own temporary storage, never leaves your device, and is discarded when you close the tab or press "New chat". Your browser also holds the session cookie described in section 6, which the assistant uses to count messages and apply a rate limit.
You can ask the assistant to book a consultation. If you go through with it, it collects your name, email address and phone number, then creates the appointment directly on our company Google Calendar and asks Google to email you a calendar invitation. We store the booking — your name, email, phone, the time slot, and a four-digit reference — in our own database so that you can look it up, move it or cancel it later.
To change or cancel a booking, the assistant asks for both the four-digit reference and the email address it was booked with. It requires both on purpose: the reference alone is short enough to guess, and we do not want anyone able to cancel someone else's meeting.
This is a different route from the "Schedule Meeting" button on our contact page, which hands you over to a Google-hosted booking page instead. Section 8 covers that one.
It answers questions about InsurPilot from a fixed set of information we wrote. It has no access to any customer account, any agency's book of business, or any policy data, because this website holds none of that. It cannot give insurance advice, quote a policy, or bind coverage.
Transcripts are read only by the small number of people at InsurPilot who work on the assistant, and they are kept for the period set out in section 12. We do not use them to train any model of our own. What Google does with a message on its own systems is governed by Google's privacy policy and the Gemini API terms, which is exactly why we ask you not to type confidential client details into the box.
08
We keep the number of outside services involved deliberately small, and we would rather name them than describe them vaguely.
Google Fonts. Our pages load typefaces from Google's font servers. To deliver a font, Google receives your IP address and browser user-agent string. We receive nothing from Google in return, and no cookie is set by this.
Google Gemini. Our chat assistant runs on Google's Gemini API. Anything you type into it is sent to Google to produce the reply, and we keep a copy of the exchange ourselves. This is the most significant transfer of information on this site, so it has a section of its own — see section 7.
Google Calendar appointment booking. The "Schedule a meeting" button on our contact page opens a Google-hosted booking page in a new window. If you book a time there, you are giving that information to Google's scheduling service. The chat assistant can also book a consultation, but by a different route — it writes the appointment to our own company calendar and keeps a record in our database. Section 7 describes that path.
Google Workspace and Microsoft 365. We use business productivity and communication services from Google Workspace (including Google Calendar and Google Docs) and Microsoft 365 to run the company. Information you send us may be handled within those services in the ordinary course of us reading, replying to and organising it.
Hosting and cloud storage. Our website and database are hosted with Hostinger, alongside well-known and reputable cloud service providers. See section 11.
Where a third-party service is involved, that provider's own privacy policy governs how it handles information on its systems.
09
We use what you submit to:
We do not use your information for automated decision-making or profiling.
10
Please read this before you submit a form. Giving us your email address or phone number means you may hear from us in two different ways: replies about your enquiry, and occasional marketing messages by email and SMS. You can stop the marketing at any time.
Replies and follow-up. If you send us an enquiry or register your agency, we will use your email address and phone number to respond and to follow up about it. We do this whether or not you go on to become a customer.
Marketing by email and SMS. We may also send you occasional marketing communications by email and by SMS text message. These may include product offers, product features, product updates and other InsurPilot news we think is relevant to your agency. They are occasional, not daily.
Stopping them. You can opt out at any time and it will not affect any enquiry you have with us:
Opting out of marketing does not stop us replying to a question you have actually asked us.
11
Form submissions, chat transcripts and consultation bookings are written to a database that InsurPilot controls. That database and this website are hosted with Hostinger, alongside well-known and reputable cloud service providers used for hosting and data storage.
InsurPilot is a United States-facing business and our systems are operated for a US audience. Our forms ask for your country, so we know some enquiries come from elsewhere. If you submit information from outside the United States, understand that it will be handled in the United States, where privacy laws differ from those in your own country.
12
We retain the information collected through this website for seven (7) years. That covers form submissions, the record of when they were received, newsletter subscriptions, chat transcripts — including the IP address stored with them — and consultation bookings. Cancelling a meeting marks the record cancelled; it does not erase it.
We may keep information for longer where we are required to by law, or where we need it to establish or defend a legal claim. If you ask us to delete your information sooner, see section 15 — we will act on that request unless we are legally required to keep it.
Access logs held by our hosting and cloud providers are kept according to those providers' own retention schedules.
13
We may share what you submit in three situations, and no others:
We do not share your information with insurance carriers, wholesalers, rating services, agency management systems or lead marketplaces.
14
We do not sell personal information. We do not rent, trade or otherwise disclose it to third parties for their own marketing purposes, and we do not share it for cross-context behavioural advertising. We have never done so, and there is no advertising technology on this site that would make it possible.
15
Wherever you live, you can email us and ask to:
Write to InsurPilot@gmail.com and we will act on it. We may need to ask a question or two to confirm you are the person who submitted the information, and we will not treat you differently for asking.
If you think we have got something wrong, reply and tell us and we will look at it again.
16
The information we hold is whatever you typed into a form, so its accuracy depends on what was submitted. Please give us details that are correct and current, and do not submit someone else's personal information without their knowledge.
If something changes — you move agency, your number changes, you gave us a typo — email us and we will correct it. We would rather hold a small amount of accurate information than a lot of stale information.
17
Form submissions go to a database that only InsurPilot can reach, and our forms use parameterised database queries, which is the standard defence against injection attacks. We limit access to submissions to people who need it, and we rely on the infrastructure security of our hosting and cloud providers.
No website or database can be guaranteed completely secure, and we will not pretend otherwise. What we can promise is that we will not overstate what we have.
18
InsurPilot is sold to insurance businesses. This website is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from anyone under 18. If you believe a child has submitted information to us, contact us and we will delete it.
19
Our site links out to other places — our social media profiles, the Google booking page described in section 8, and occasionally sources referenced in our blog. Once you follow a link you are on someone else's website, governed by their privacy policy and not this one. We do not control those sites and are not responsible for their practices.
20
We will update this policy when what we do changes — and in particular as the product develops, which will change a great deal. When we do, we will change the effective date at the top. If a change materially affects how we handle information you have already given us, we will make a point of telling you rather than relying on you to notice.
21
For any privacy question, to make any of the requests in section 15, or to stop marketing messages, email us at InsurPilot@gmail.com and put "Privacy" in the subject line so it reaches the right person.
We read everything sent to that address and will come back to you.