Privacy Policy
Last Updated: November 6, 2025
DataBraid Limited (“DataBraid”, “we”, “us”, “our”) is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and protect information when customers use our platform and services.
1. Scope
This Privacy Policy applies to all users of the DataBraid platform and services, including brokers, carriers, and their authorized personnel. It covers personal information that we process on behalf of customers, as well as information we collect directly from visitors to our website.
2. Information We Collect
We may collect the following types of information:
Customer Data: Policyholder and insurance data provided or transmitted by customers to enable the Services.
Credential Information: Login credentials or system access details provided by customers, stored securely in encrypted form and referenced only by system identifiers.
Account Information: Names, business emails, phone numbers, and billing details for platform users.
Technical Information: Log data, IP addresses, browser type, operating system, and usage patterns.
Website Data: Information voluntarily provided via forms, support requests, or demo inquiries.
Operational and Diagnostic Data: Broker credentials (stored securely as encrypted identifiers), broker login emails, and transaction metadata associated with system usage.
Debugging and Analytics Data: System logs, usage metrics, and temporary debugging artifacts (e.g., screenshots or videos captured to diagnose issues) that may incidentally contain personal data displayed on carrier portals.
3. How We Use Information
We use information only to:
Authenticate brokers and enable secure access to carrier systems.
Execute policy transactions and related workflow automations on behalf of brokers.
Process transactions and usage billing.
Debug and verify transaction accuracy using temporary diagnostic data.
Monitor system reliability and usage performance.
Analyze how brokers interact with our tools to improve user experience (with any personal or policyholder data masked or anonymized).
Communicate with customers regarding services and support.
Ensure compliance with regulatory requirements.
Enhance security, prevent fraud, and protect system integrity.
We do not process or share personal data for marketing, resale, or advertising purposes.
4. How We Process Personal Data
DataBraid processes personal information through the following methods:
Credential Storage: Broker credentials are stored securely in a managed secret storage service, referenced only through encrypted identifiers.
Broker Identity and Activity: Broker login emails are stored in our secure database to associate users with credentials and activity logs.
System Logs and Analytics: Transaction logs may contain broker identifiers and policy numbers. These are processed for operational monitoring and system analytics.
Session Analytics: User interactions within the DataBraid interface may be recorded for usability and reliability analytics, with any form input data automatically masked.
Debugging Artifacts: During system troubleshooting, temporary diagnostic files (e.g., videos, screenshots, or HTML captures) may be generated. These may include visible policyholder data and are deleted automatically after a limited retention period.
All diagnostic and logging data are retained only for as long as necessary to fulfill operational or debugging purposes and are then automatically deleted.
5. How We Collect Personal Data
We collect personal data through:
Broker-provided login information during authentication.
Automated job executions that access carrier portals on behalf of brokers (authorized by the broker).
Analytics and logging systems that collect metadata about usage and performance.
Temporary diagnostic tools used by our engineering team for troubleshooting and error resolution.
Any data incidentally collected from carrier portals during these processes (e.g., policyholder details displayed on-screen) is handled securely, used only for debugging, and subject to deletion after expiry.
6. Where Data Is Stored
DataBraid stores and processes data within secure, access-controlled environments, including:
Credential Storage Service: Encrypted credential identifiers.
Application Database: Broker emails, session data, and credential references.
Object Storage: Temporary debugging artifacts that may include limited policyholder data.
Monitoring and Analytics Systems: Logs and dashboards containing broker usage data (e.g., emails, policy numbers).
Session Analytics Tools: Interaction analytics, with sensitive form data masked by default.
We do not retain or store unencrypted raw credentials, and no system retains personal data indefinitely.
7. Data Sharing and Access
DataBraid does not share personal information with third parties for marketing, resale, or advertising.
Data may be shared only with:
Carrier systems — through broker-authorized logins to perform transactions.
Internal engineering teams — to debug and ensure service reliability.
Cloud and infrastructure service providers — that securely host or monitor our systems.
During debugging, limited personal data visible within carrier portals may be viewed by authorized engineers solely for issue resolution. Such data is transient and deleted automatically after a defined period.
8. Data Ownership and Control
Customers retain ownership of all policyholder and insurance data processed through the platform.
DataBraid acts solely as a service provider/processor under PIPEDA and applicable provincial privacy laws.
DataBraid does not independently use or verify Customer Data except as required to deliver the Services.
Upon termination, customers may request return or deletion of their data per our retention and deletion policies.
9. Security Measures
We apply industry-standard administrative, technical, and physical safeguards to protect all stored and transmitted data, including encryption, access controls, audit logging, and periodic security assessments.
10. Data Retention
DataBraid retains Customer Data only as long as necessary to provide the Services, comply with legal obligations, resolve disputes, or enforce agreements.
Operational data (e.g., logs, debugging files) are automatically deleted after their defined retention period.
Credentials are retained only for as long as required to support authorized automation.
No data is retained indefinitely.
11. International Data Transfers
Data may be stored and processed in Canada or other jurisdictions where our service providers operate. Where transfers occur, we implement safeguards to ensure compliance with applicable privacy laws.
12. Individual Rights
Individuals may request to:
Access or correct their personal information.
Withdraw consent where applicable.
Request deletion of personal information (subject to legal or contractual limits).
Requests should be directed to the contact listed below.
13. Breach Notification
If an unauthorized access or disclosure of Customer Data occurs, DataBraid will notify affected customers without undue delay and, where feasible of becoming aware of the breach, consistent with legal obligations.
14. Regulatory Compliance
DataBraid complies with all applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and requirements set by provincial insurance regulators such as FSRA in Ontario.
15. Updates to this Policy
We may update this Privacy Policy periodically. Material updates will be communicated via email or on our website.
