Terms of Use

1. Agreement to Terms

By accessing or using PolicyDesk OS, you agree to these Terms of Use. If you do not agree, do not use PolicyDesk OS.

These Terms apply to the PolicyDesk OS website, software, workspace, trial, subscription, training tools, import tools, integrations, dashboards, reports, and related services.

2. What PolicyDesk OS Is

PolicyDesk OS is an insurance agent operations system designed to help Life, Accident, and Health agents organize operating records, follow-ups, reviews, production, commissions, expenses, lead ROI, training, credentials, and daily action priorities.

PolicyDesk OS is not a carrier portal, e-application system, phone system, dialer, premium collection tool, compliance vault, full accounting system, document vault, official recordkeeping system, or replacement for carrier, agency, legal, tax, insurance, medical, accounting, or compliance systems.

3. Intended Users

PolicyDesk OS is intended for business use by insurance agents, producers, agencies, and authorized team members. It is not intended for use by insurance consumers or clients as a consumer-facing portal.

4. Client-Facing Use Restriction

You may not present PolicyDesk OS as a client portal, consumer insurance portal, official carrier portal, regulator-approved system, or consumer-facing policy service platform unless PolicyDesk OS expressly provides that feature in writing.

5. Eligibility and Account Access

You must be at least 18 years old to use PolicyDesk OS.

You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.

Google login or another authentication method does not automatically grant paid access. Access to the private workspace requires an active trial, active subscription, approved manual access, or approved internal access status.

You may not share your account with unauthorized users.

6. Subscription, Trial, Billing, and Cancellation

PolicyDesk OS may offer paid subscriptions, trials, and other access plans.

Pricing and access terms are shown at checkout or in the access invitation. Pricing and access terms may change when new access plans open.

Payment processing is handled by Stripe or another payment processor. PolicyDesk OS does not store full card numbers.

After any trial period ends, your subscription may automatically renew and your payment method may be charged unless you cancel before the end of the trial.

You are responsible for reviewing the pricing, billing frequency, trial terms, and cancellation terms presented at checkout.

You may cancel from your authenticated dashboard or Stripe billing portal if enabled. Access may end according to your subscription status.

Failed, past due, cancelled, refunded, suspended, or inactive accounts may lose access to the private workspace.

PolicyDesk OS includes a 3-day trial for the Monthly plan. Users may cancel before the trial ends to avoid the first monthly charge. After a subscription payment is processed, payments are non-refundable unless required by law or approved by PolicyDesk OS at its sole discretion. Cancellation stops future billing but does not automatically refund prior payments. If you believe a billing error occurred, you may contact support through the Support page.

7. Promotional or Manually Approved Access

PolicyDesk OS may offer promotional, trial, waitlist, manual, paid, or discounted access at its discretion.

These access types may be changed, limited, revoked, or discontinued if an account violates these Terms, is cancelled, becomes inactive, or no longer qualifies.

8. User Data and Operating Records

You may enter business operating records into PolicyDesk OS, such as lead records, client records, policy tracking information, follow-up dates, review dates, application status, production activity, commission tracking, lead costs, expenses, credentials, training progress, and service notes.

You are responsible for the accuracy, legality, and appropriateness of the data you enter.

PolicyDesk OS is designed to track the business, not store the application.

9. Sensitive Data and User Data Responsibility

You are responsible for the legality, accuracy, authorization, retention, and use of any information you upload, enter, import, store, export, or process through PolicyDesk OS. This includes lead lists, client information, personal information, financial information, health-related information, application information, carrier information, and any sensitive data.

PolicyDesk OS provides workflow, organization, and recordkeeping tools. PolicyDesk OS does not determine whether you are legally permitted to collect, store, use, contact, disclose, export, or retain any specific information. You are responsible for complying with all applicable laws, privacy obligations, HIPAA obligations if applicable, carrier requirements, agency requirements, consent rules, platform terms, and state/federal requirements.

Sensitive data may include Social Security numbers, driver's license numbers, financial account information, health-related information, underwriting information, payment information, signed applications, and carrier credentials. You should avoid storing sensitive information unless it is authorized, necessary, and appropriate for your licensed business purpose. Use carrier-approved, agency-approved, or specialized secure systems where required.

The following must never be stored in PolicyDesk OS under any circumstances:

• Full payment card numbers or CVV codes — use a carrier-approved or PCI-compliant payment system
• Carrier login passwords or credentials — use an approved password manager or secure credential system
• Any information you are not authorized to collect, store, or process

9a. Security Limitation

PolicyDesk OS uses reasonable administrative, technical, and organizational safeguards designed to protect user data. No system can guarantee absolute security. Users are responsible for using strong account security practices, limiting access, protecting credentials, and promptly removing information they no longer need.

10. User Responsibilities

You are responsible for using PolicyDesk OS in compliance with all applicable carrier, agency, state, federal, privacy, data-security, licensing, advertising, marketing, telemarketing, and industry requirements.

You are responsible for determining whether PolicyDesk OS is appropriate for your business, agency, team, licensing status, and compliance obligations.

You are responsible for reviewing any AI-generated, automated, imported, or suggested output before relying on it.

11. State-by-State Insurance Rules

Insurance laws, licensing requirements, marketing rules, privacy obligations, carrier rules, and agency requirements vary by state and product type. You are responsible for confirming the rules that apply to your business, clients, licenses, appointments, and market.

12. Marketing and Telemarketing Responsibility

You are responsible for ensuring your marketing, outreach, calls, texts, emails, social media content, lead use, and client communications comply with applicable laws, rules, carrier requirements, agency requirements, consent requirements, and platform terms.

13. No Professional Advice

PolicyDesk OS does not provide legal, tax, investment, medical, insurance, accounting, or compliance advice.

Any training, scripts, product education, reminders, review prompts, reports, analytics, dashboards, or AI-assisted outputs are for operational and educational use only.

You should consult qualified professionals, carriers, compliance teams, agencies, attorneys, tax professionals, medical professionals, or other appropriate advisors before making professional decisions.

14. AI-Assisted Features and Automation

PolicyDesk OS may include AI-assisted features, import organizers, scripts, summaries, prompts, training suggestions, review prompts, dashboards, or automation.

AI-assisted outputs may be incomplete, inaccurate, outdated, or inappropriate for a particular situation.

You are responsible for reviewing, editing, verifying, and approving any AI-assisted output before using it.

PolicyDesk OS does not guarantee that AI-assisted outputs are compliant, complete, correct, or suitable.

15. Integrations and Third-Party Services

PolicyDesk OS may connect with third-party services such as Stripe, Google, Calendly, or other tools.

Your use of third-party services is governed by those services' own terms and privacy policies.

PolicyDesk OS is not responsible for third-party services, outages, errors, pricing, policies, data handling, or security practices.

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

16. Integration Availability

Integrations may be unavailable, delayed, limited, or discontinued based on third-party service availability, permissions, API changes, user authorization, or account status. PolicyDesk OS does not guarantee uninterrupted access to third-party integrations.

17. No Guarantee of Data Recovery

PolicyDesk OS may provide data export or backup-related features, but does not guarantee that any deleted, corrupted, expired, cancelled, or inaccessible data can be recovered.

18. Acceptable Use

You may not use PolicyDesk OS to:

• violate any law, regulation, carrier rule, agency rule, platform rule, or licensing requirement
• store prohibited sensitive data
• upload malicious code or attempt to disrupt the service
• attempt unauthorized access to another user's account or workspace
• scrape, reverse engineer, copy, resell, or misuse the software
• use the service for spam, unlawful marketing, or unauthorized communications
• misrepresent PolicyDesk OS as a carrier, agency, regulator, legal advisor, tax advisor, medical provider, or compliance authority
• infringe intellectual property or privacy rights
• use PolicyDesk OS to make deceptive, misleading, or noncompliant representations to clients or prospects

19. Intellectual Property

PolicyDesk OS, including its name, design, software, workflows, copy, training content, interface, structure, dashboards, branding, and related materials, is owned by PolicyDesk OS or its licensors.

You may not copy, reproduce, modify, distribute, resell, mirror, reverse engineer, or create derivative works from PolicyDesk OS without written permission.

20. Your Content

You retain ownership of the data and content you enter into PolicyDesk OS.

You grant PolicyDesk OS a limited license to host, process, display, transmit, and use your content only as necessary to provide, secure, maintain, improve, and support the service.

You represent that you have the rights and authorization required to enter and use your content in PolicyDesk OS.

21. Service Availability and Changes

PolicyDesk OS may change, update, remove, suspend, or discontinue features at any time.

PolicyDesk OS does not guarantee uninterrupted or error-free service.

Experimental, AI-assisted, integration, or early-access features may change as the product is developed.

22. Suspension and Termination

PolicyDesk OS may suspend or terminate access if you violate these Terms, misuse the service, fail to pay, enter prohibited data, create security risk, or use the service in a way that may harm PolicyDesk OS, other users, or third parties.

You may stop using the service at any time.

Termination may result in loss of access to your workspace according to account status, retention rules, and applicable law.

23. Disclaimers

PolicyDesk OS is provided on an "as is" and "as available" basis.

To the fullest extent permitted by law, PolicyDesk OS disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, reliability, and security.

PolicyDesk OS does not warrant that the service will be error-free, uninterrupted, secure, compliant with your specific obligations, or suitable for your specific business.

24. Limitation of Liability

To the fullest extent permitted by law, PolicyDesk OS and its owners, operators, suppliers, vendors, contractors, and affiliates will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, revenue, business, goodwill, data, or use.

To the fullest extent permitted by law, the total liability of PolicyDesk OS for any claim related to the service will not exceed the amount you paid to PolicyDesk OS in the three months before the event giving rise to the claim.

Some jurisdictions do not allow certain limitations of liability, so some limitations may not apply to you.

25. Indemnification

You agree to defend, indemnify, and hold harmless PolicyDesk OS and its owners, operators, suppliers, vendors, contractors, and affiliates from claims, damages, losses, liabilities, costs, and expenses arising from:

• your use of PolicyDesk OS
• your data or content
• your violation of these Terms
• your violation of law, regulation, carrier rule, agency rule, or third-party right
• your storage or transmission of prohibited sensitive data
• your professional, insurance, tax, legal, medical, investment, marketing, or compliance decisions

26. Governing Law

These Terms are governed by the laws of the State of California, without regard to conflict-of-law rules.

Any dispute arising out of or relating to these Terms or PolicyDesk OS will be brought in the courts located in California, unless applicable law requires otherwise.

27. Changes to These Terms

We may update these Terms 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 Terms.

28. Contact

Questions about these Terms may be submitted through the Support page.