Privacy Policy

1. Introduction

This Privacy Policy explains how we collect, use, process, store, and protect personal information through the use of this application ("InsureAIQ"). We are committed to ensuring that personal information is handled in accordance with applicable South African data protection laws, including the Protection of Personal Information Act, 4 of 2013 ("POPIA").

By using the Platform, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We may collect and process the following categories of information:

• Personal Information: Names, ID numbers, contact details, and other identifying information.
• Financial and Insurance Information: Policy details, claims data, underwriting information, and related documentation.
• Usage Data: System logs, access records, IP addresses, and user activity within the Platform.
• Uploaded Content: Documents, reports, and any data submitted by Users for processing.

3. Purpose of Processing

Personal information is collected and processed for the following purposes:

• To provide and operate the Platform's services
• To facilitate insurance administration, compliance, and advisory processes
• To improve system performance, accuracy, and user experience
• To comply with legal and regulatory obligations
• To detect, prevent, and address fraud, security breaches, or misuse

3A. AI-Assisted Processing

To provide and enhance certain features of the Platform, personal information and uploaded content may be processed using artificial intelligence (“AI”) technologies. AI may assist with:

• Analysing uploaded documents and information
• Extracting, organising, and structuring information from uploaded documents
• Identifying potential compliance risks or missing information
• Generating recommendations and suggested actions
• Producing summaries, reports, and administrative documentation
• Supporting compliance, insurance, and advisory workflows
• Improving the accuracy, efficiency, and functionality of the Platform

Users acknowledge that:

• AI-generated outputs are intended to assist Users, improve operational efficiency, and support informed decision-making
• AI-generated outputs do not constitute legal, financial, compliance, or professional advice
• AI-generated outputs do not replace professional judgement, regulatory obligations, or independent decision-making
• Users remain responsible for reviewing, validating, and approving all AI-generated outputs before relying on or implementing them

3B. Ownership of Uploaded Information

• Users retain ownership of all personal information, documents, records, and other content uploaded to the Platform.
• By uploading such information, Users grant InsureAIQ a limited rights to process, store, analyse, and use that information solely for the purpose of providing and improving the Platform’s services in accordance with this Privacy Policy and applicable laws.
• InsureAIQ does not acquire ownership of User data through its Platform.
• InsureAIQ recognises that User and client information is confidential and commercially valuable. Protecting the confidentiality, integrity, and security of User and client information is a fundamental principle of the Platform’s operation.
• InsureAIQ will not sell, disclose, share, or otherwise use User data or client information for any purpose unrelated to providing the Platform’s services, unless required by law or expressly authorised by the User.

3C. AI Model Training

• Unless expressly agreed otherwise in writing, personal information and uploaded content processed through the Platform will not be used to train publicly available artificial intelligence models.

Responsible Party and Operator:

• Where Users upload personal information belonging to their own clients, the User remains the Responsible Party as contemplated in POPIA; InsureAIQ generally acts as an Operator, processing personal information on behalf of the User in accordance with their instructions and applicable law.

4. Lawful Basis for Processing

We process personal information based on:

• The User's consent
• The necessity to perform contractual obligations
• Compliance with legal and regulatory requirements
• Legitimate business interests, provided such interests do not override data subject rights

5. User Responsibilities

Users agree that:

• Any personal information uploaded to the Platform has been lawfully obtained and may be processed in accordance with POPIA
• Appropriate consent has been obtained from data subjects where required
• Data shared on the Platform is accurate, complete, and up to date

6. Data Sharing and Third Parties

We may share information with:

• Authorised service providers, insurers, and financial institutions where required for service delivery
• Regulatory or governmental authorities where legally required
• Third-party technology providers strictly for system functionality and support

7. Cross-Border Data Transfers

Where personal information is transferred outside of South Africa, we will ensure that:

• The recipient is subject to laws, binding corporate rules, or agreements that provide an adequate level of protection, or
• The data subject has consented to the transfer

8. Data Security

We implement appropriate technical and organisational measures to safeguard personal information, including:

• Access controls and authentication protocols
• Data encryption where applicable
• System monitoring and security auditing
• Secure backup and recovery procedures
• Role based access controls where applicable

Despite these measures, no system is completely secure, and Users share information at their own risk.

9. Data Retention

Personal information will be retained only for as long as necessary to:

• Fulfil the purpose for which it was collected
• Comply with legal, regulatory, or reporting obligations
• Resolve disputes and enforce agreements

Thereafter, data will be securely deleted or anonymised.

10. Data Subject Rights

In terms of POPIA, data subjects have the right to:

• Access their personal information
• Request correction or deletion of inaccurate or excessive data
• Object to processing under certain circumstances
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator of South Africa

Requests may be submitted through the Platform or designated contact channels.

11. Cookies and Tracking Technologies

The Platform may use cookies or similar technologies to enhance user experience, analyse usage, and improve functionality. Users may adjust browser settings to disable cookies, although this may affect system performance.

12. Limitation of Responsibility

While we take reasonable steps to protect personal information:

• We are not responsible for data breaches resulting from User negligence, including unauthorised sharing of login credentials
• We are not liable for inaccurate or unlawful data submitted by Users

13. Updates to this Policy

We reserve the right to update this Privacy Policy from time to time. Users will be notified of material changes, and continued use of the Platform constitutes acceptance of the updated policy.

14. Contact Information

For any queries, requests, or concerns regarding this Privacy Policy or the processing of personal information, Users may contact us through the Platform's official support channels.

By using the Platform, you acknowledge that you have read, understood, and agree to this Privacy Policy.

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