1. Introduction
SAFE Agency App LLC (“SAFE”) provides software that automatically captures and documents an insurance agency's communications into HawkSoft. This Privacy Policy explains what information we process, how we use it, and the choices available to you when your agency uses SAFE.
SAFE is a business tool used by insurance agencies. Most of the information SAFE processes is provided by, and processed on behalf of, the agency that subscribes to the service.
2. Information We Collect
To provide the service, SAFE processes the following categories of information:
- Account information — the name, email address, role, and agency of each user. Passwords are stored in a hashed form, and one-time codes are used for two-factor sign-in.
- Communication content — the calls, voicemails, recordings and transcripts, text messages, and inbound and outbound emails (including attachments) that your agency chooses to capture, along with PDFs uploaded through the browser extension or add-in.
- AI-generated content — summaries, action items, and tags SAFE creates from the communications above.
- Integration credentials and tokens — the connection details you provide or authorize for RingCentral, Microsoft 365 (Outlook and SharePoint), HawkSoft, and Azure Blob Storage, used solely to operate the services you enable.
- Usage data — counts of the calls, messages, emails, uploads, storage, and AI usage your agency consumes, used for metering and plan limits.
3. How We Use Information
We use the information above to:
- Capture, transcribe, summarize, tag, and document your communications.
- Write log notes, attachments, and tasks into your HawkSoft client files.
- Store captured files in the storage location your agency selects.
- Operate your subscription, meter usage, and send usage alerts.
- Provide support, maintain security, and keep the service running reliably.
4. AI Processing
SAFE uses artificial intelligence to do its work: calls and voicemails are transcribed, and communications are summarized, given action items, and classified with tags. This processing is performed to generate your documentation and is not used to build advertising profiles. SAFE does not perform sentiment scoring on your communications.
5. Where Your Data Is Stored
Recordings, emails, attachments, and generated PDFs are stored in the destination your agency chooses: your own SharePoint library, your own Azure Blob Storage, or SAFE's secure default storage if you do not connect your own. Where SAFE generates links to these files, those links are short-lived and access-scoped.
6. How Information Is Shared
SAFE does not sell your information. Information is shared only with the services required to deliver the product:
- The integrations you connect (HawkSoft, Microsoft 365, RingCentral, and Azure) to capture and document your communications.
- Our payment processor, Stripe, to handle subscriptions, invoices, and payments. SAFE does not store your full card details.
- Where required by law, or to protect the rights, safety, and security of SAFE, our customers, or others.
7. Data Security
- Data is transmitted over secure, encrypted (HTTPS/TLS) connections.
- Sign-in is protected with two-factor authentication and hashed passwords.
- Each agency's data, connectors, and users are isolated from other agencies.
- File links generated by SAFE are time-limited and access-scoped.
8. Data Retention
Captured documents live in the storage your agency controls and in your HawkSoft account, and remain subject to your own retention practices. SAFE retains operational records only for as long as needed to provide the service, and routinely clears transient processing data. You can delete log notes and attachments in HawkSoft at any time.
9. Your Choices
- Your agency controls which services and which agents are active.
- You can block specific phone numbers or email addresses from being processed.
- You can disconnect an integration at any time from the Connectors screen.
- To request access to, or deletion of, information held about you, contact us using the details below.
10. Children's Privacy
SAFE is a business product intended for use by insurance agencies and is not directed to children. We do not knowingly collect information from anyone under 18.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above, and material changes will be communicated to subscribing agencies.
12. Contact Us
Questions about this Privacy Policy? Contact us at support@safeagency.insure.
SAFE Agency App LLC · 120 W. Superior Street, Wayland, MI 49348 · safeagency.insure