Privacy Policy

1. Overview

PolicyDesk OS respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit our website, create an account, start a trial, subscribe, contact support, connect integrations, or use PolicyDesk OS.

PolicyDesk OS is designed to track business operating records, not official application files or sensitive document archives.

2. Information We Collect

We may collect the following categories of information:

3. Information You Should Not Enter

Do not enter, upload, import, paste, store, or transmit:

• Social Security numbers
• bank account numbers
• full card numbers
• driver's license numbers
• passwords
• carrier login credentials
• full medical records
• signed applications
• policy PDFs
• legal documents
• protected health information
• claim documents with sensitive health information
• any information you are not authorized to collect, store, or process

Use approved carrier, agency, and compliance systems for official records.

4. How We Use Information

We may use information to:

• provide and maintain PolicyDesk OS
• create and manage accounts
• process subscriptions and trial access
• authenticate users
• operate workspaces
• provide dashboards, reports, reminders, notifications, imports, and integrations
• respond to support requests
• improve product performance and reliability
• monitor security and prevent abuse
• communicate service updates
• comply with legal obligations
• enforce our Terms
• analyze usage and improve the service

5. How We Share Information

We do not sell personal information.

We may share information with trusted service providers that help us operate PolicyDesk OS, such as:

• Stripe for payment processing
• hosting and infrastructure providers
• authentication providers
• analytics or error-monitoring providers
• communication and support tools
• integration providers you choose to connect

These providers may process information according to their own terms and privacy policies.

We may also disclose information if required by law, to protect rights and safety, to prevent fraud or abuse, to enforce our Terms, or in connection with a business transfer such as merger, acquisition, restructuring, or sale of assets.

6. Team and Workspace Visibility

If you use PolicyDesk OS inside a team or agency workspace, workspace owners or authorized administrators may be able to view workspace records, user activity, assigned work, and reports according to the workspace permissions.

7. Third-Party Integrations

If you connect a third-party account, you authorize PolicyDesk OS to access and process information necessary to provide the connected feature.

You are responsible for connecting only accounts you own or are authorized to use.

You may disconnect integrations where supported.

PolicyDesk OS is not responsible for third-party services, outages, terms, privacy policies, or data practices.

8. Cookies

PolicyDesk OS uses essential cookies for authentication, security, session management, and Stripe payment processing.

We may also use basic analytics or performance tools to understand website usage and improve the service.

You can control cookies through your browser settings, but disabling essential cookies may affect functionality.

9. Data Retention

We retain information for as long as needed to provide the service, maintain accounts, comply with legal obligations, resolve disputes, enforce agreements, protect security, and support business operations.

After cancellation, account data may be retained for up to 90 days for account recovery, legal, security, tax, or operational purposes, unless a longer period is required by law.

Some records may remain in backups for a limited period before deletion according to ordinary backup cycles.

Billing, tax, security, audit, and transaction records may be retained longer when required or reasonably necessary for legal, accounting, security, or dispute purposes.

10. Data Deletion

You may request deletion of account data through the Support page.

We may need to retain certain information when required by law, for legitimate business purposes, for security, for billing records, to resolve disputes, or to enforce agreements.

Deletion of data may affect your ability to use PolicyDesk OS.

11. California Privacy Rights

California residents may have rights under California privacy laws, including the right to request access to certain personal information, request deletion, request correction, and receive information about how personal information is collected, used, disclosed, sold, or shared.

PolicyDesk OS does not sell personal information.

To submit a privacy request, use the Support page and include "Privacy Request" in the subject line.

We may need to verify your identity before processing a request.

12. Security

We use reasonable technical and organizational measures designed to protect information from unauthorized access, disclosure, alteration, or destruction.

However, no internet transmission, storage system, or software service can be guaranteed to be fully secure.

You are responsible for protecting your login credentials and for using PolicyDesk OS appropriately.

13. Security Incident and Breach Notification

If we become aware of a security incident affecting your information, we will investigate and notify affected users as required by applicable law and without unreasonable delay.

If you believe your account or data has been compromised, contact support through the Support page with the subject line "Security Disclosure."

14. Children's Privacy

PolicyDesk OS is not intended for children under 13. We do not knowingly collect personal information from children under 13.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new "Last updated" date.

Your continued use of PolicyDesk OS after changes are posted means you accept the updated Privacy Policy.

16. Contact

Questions or privacy requests may be submitted through the Support page.