Privacy Policy
Review how Prudens handles information across the platform and related services.
Privacy Policy
Our mission is to build software that makes insurance operations faster, smarter, and more reliable. This Privacy Policy explains what information we collect, how we use it, and how we protect it when you use our platform and related services (collectively, "Services").
This policy applies to users of our platform. If you are a business customer accessing our Services under a separate agreement, the data handling terms in that agreement govern your use. By using the Services, you agree to this policy in full.
1. Personal Data We Collect
Information you provide directly:- Account information. When you register, we collect your name, email address, company name, and login credentials.
- Configuration data. Settings, preferences, and workflow configurations you create within the platform.
- Communications. If you contact us by email or through the platform, we collect the contents of those communications.
- Log data. Your IP address, browser type, device identifiers, and the date and time of your requests.
- Usage data. How you interact with the platform, features you use, actions you take, and session activity.
- Authentication logs. Records of login events and access activity for security purposes.
Because the platform automates insurance workflows, you may upload or generate business information including client intake records, insurance policies and proposals, carrier documentation, certificates of insurance, and customer communication records. You are solely responsible for determining what data you enter, for ensuring you have the legal right to do so, and for compliance with any laws applicable to that data. We accept no responsibility or liability arising from data you choose to upload or process through the platform.
2. How We Use Personal Data
We use the information we collect to:
- Provide, operate, and maintain the platform and its features
- Execute automation workflows and generate system outputs on your behalf
- Improve and develop the Services, including improving system performance, refining automation workflows, and enhancing AI capabilities
- Train, refine, and improve machine learning and artificial intelligence models used within the platform
- Monitor system performance, troubleshoot issues, and ensure platform security
- Communicate with you about the Services, including updates and support
- Communicate with you about the Services, including updates, support, and operational notices
- Comply with legal obligations and protect the rights, safety, and integrity of the platform, our users, and third parties
We may aggregate or de-identify data so that it no longer identifies you, and use that information for the purposes described above.
3. AI-Generated Outputs Disclaimer
The platform uses artificial intelligence to generate outputs, including policy summaries, comparisons, recommendations, automated communications, and extracted data. These outputs are provided as assistance tools only and do not constitute professional, legal, insurance, financial, or regulatory advice.
AI-generated content may be inaccurate, incomplete, or incorrect. You must independently review and verify all outputs before relying on them in any business, legal, or operational context.By using the Services, you expressly acknowledge and agree that:
- You will not rely on AI-generated outputs as a sole or primary source of information
- You assume full responsibility for any decision made on the basis of platform outputs
- We are not liable for any loss, damage, or consequence - direct or indirect - arising from your use of or reliance on AI-generated content
- We make no warranty, express or implied, as to the accuracy, fitness for purpose, or completeness of any AI-generated output
4. Disclaimer of Warranties
The Services are provided "as is" and "as available" without warranty of any kind, whether express, implied, or statutory. To the maximum extent permitted by applicable law, we expressly disclaim all warranties, including but not limited to warranties of merchantability, fitness for a particular purpose, satisfactory quality, non-infringement, and uninterrupted or error-free operation.
We do not warrant that the Services will meet your specific requirements, that outputs will be accurate or reliable, or that any errors will be corrected. Your use of the Services is entirely at your own risk.
5. Limitation of Liability
To the maximum extent permitted by applicable law, we and our affiliates, officers, directors, employees, and service providers will not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages - including but not limited to loss of profits, revenue, data, business, or goodwill - arising out of or in connection with your use of the Services, even if we have been advised of the possibility of such damages.
Our total aggregate liability to you for any claim arising out of or relating to these Services or this policy will not exceed the greater of the total amount you paid us in the three months preceding the claim, or one hundred euros (€100).
Nothing in this section limits liability for fraud, wilful misconduct, or any liability that cannot be excluded under applicable law.
6. Your Responsibilities and Indemnification
You are responsible for your use of the Services and for any content or data you upload, transmit, or process through the platform. You represent and warrant that you have all necessary rights, licences, consents, and permissions to use and submit any data you provide to the platform.
If you are using the Services on behalf of a business or organisation, you agree - to the fullest extent permitted by law - to indemnify, defend, and hold harmless us, our affiliates, and our personnel from and against any claims, liabilities, losses, damages, costs, and expenses (including reasonable legal fees) arising out of or relating to: your use of the Services; data you upload or process through the platform; your violation of this policy or any applicable law; or any claim that data you submitted infringes or violates the rights of a third party.
7. Disclosure of Personal Data
We do not sell your personal data. We may share it in the following circumstances:
Service providers. We share data with third-party vendors who help us operate the platform, including cloud infrastructure providers, AI service providers, communication services, analytics tools, and integration platforms. These providers process data only as needed to perform services on our behalf.
AI providers. The platform uses artificial intelligence services provided by OpenAI to generate responses, process documents, analyze information, and support automation features within the platform. Data submitted through the platform may be transmitted to and processed by OpenAI systems for the purpose of generating outputs and performing requested tasks.We currently use OpenAI as the primary AI provider for these capabilities.
Information regarding OpenAI’s policies, security practices, and terms can be found at:
https://openai.com/policies/terms-of-use/
https://openai.com/policies/privacy-policy/
https://openai.com/trust-and-transparency/
https://openai.com/security-and-privacy/
OpenAI maintains industry security standards and compliance programs, including SOC security frameworks. By using the Services, you acknowledge that data submitted to the platform may be processed by OpenAI systems in order to provide AI-powered functionality.
Legal requirements. We may disclose data to comply with applicable law, respond to lawful requests from authorities, protect our rights and property, or prevent fraud or harm.
Business transfers. If the company is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
8. Third-Party Services - No Liability
The platform integrates with or relies on third-party providers to deliver functionality, including but not limited to cloud infrastructure, AI services, telephony, email, CRM and AMS systems, and analytics tools. We are not responsible for the availability, accuracy, security, or practices of any third-party service. Your use of third-party services is at your own risk and subject to their own terms and privacy policies.
Any failure, error, outage, or data incident caused by a third-party provider does not give rise to any liability on our part.
9. Data Retention
We retain personal data for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and maintain platform security. Retention periods vary depending on the type of data and the purpose for which it was collected.
Certain data may be retained after a deletion request where required for legal compliance, security logging, fraud prevention, or system integrity. We are under no obligation to retain data beyond what is required for the above purposes.
10. Data Security
We implement reasonable technical and organisational measures to protect your data from unauthorised access, loss, or misuse. However, no internet-connected system can guarantee absolute security. You acknowledge and accept that use of online services involves inherent security risks, and that we are not liable for any unauthorised access, breach, or loss of data that occurs despite our reasonable security measures.
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.
11. Cookies and Tracking Technologies
The platform website may use cookies and similar technologies to support functionality, security, and analytics. Where required by applicable law, you will be provided with notice or choices regarding their use.
12. Legal Basis for Processing (GDPR)
Where the GDPR or similar laws apply, we process personal data on the following legal bases: contractual necessity to deliver the Services; legitimate interests including service improvement, security monitoring, and fraud prevention; compliance with legal obligations; and consent where required.
13. Your Rights
Depending on where you are located, you may have the right to access, correct, delete, or restrict the processing of your personal data, or to request a copy of it in portable form. To submit a request, contact us using the email provided in the Contact section below. We will respond within the timeframe required by applicable law.
We reserve the right to verify your identity before actioning any request and to decline requests that are manifestly unfounded, excessive, or repetitive.
14. International Data Transfers
The platform is operated by a company incorporated in Estonia. All platform infrastructure and customer data are currently stored and processed in the United States. We currently support customers located in jurisdictions that maintain recognized data protection frameworks or reciprocal data transfer arrangements with the United States, specifically the United States, Canada, and the United Kingdom.
Where required by applicable law, we implement appropriate safeguards to support lawful international data transfers. By using the Services, you acknowledge and consent to the transfer, processing, and storage of your data in the United States in accordance with this policy and applicable law.
15. Governing Law and Disputes
This policy and any dispute arising out of or in connection with it shall be governed by and construed in accordance with the laws of the Republic of Estonia, without regard to conflict of law principles.
Any dispute arising out of or in connection with this policy or the Services shall be subject to the exclusive jurisdiction of the courts of Estonia, unless otherwise required by mandatory local law.
16. Changes to This Policy
We reserve the right to modify, update, or replace this Privacy Policy and any related policies, terms, or documentation governing the Services at any time, at our sole discretion.
Updates may be made to reflect changes in our business operations, legal requirements, security practices, platform functionality, third-party providers, or other operational needs.
When we make changes, we will publish the updated version on our website and update the effective date of the policy. The updated version becomes effective immediately upon publication unless otherwise stated.
Your continued access to or use of the Services after any update constitutes your acceptance of the revised policy and any related terms referenced by it.
It is your responsibility to review this policy periodically to stay informed of any changes. If you do not agree with any updated version, you must discontinue use of the Services.
We may also modify, update, or replace any referenced documents, including but not limited to:
- Terms of use
- Data Management or Data Processing documentation
- Platform usage policies
- Security or compliance documentation
Any such documents may be updated from time to time and will become effective when published.
17. Contact
Questions or requests related to this policy or your personal data may be directed to us through the email: legal@getprudens.ai