Privacy Policy

1. Information We Collect

We collect information you provide directly to us and information gathered automatically through your use of the Service.

AscendHub supports Life insurance and Property & Casualty exclusively. Health insurance, Medicare, and Medicaid are not supported. Do not provide protected health information, medical records, diagnoses, or medication histories through forms, notes, imports, uploads, messages, integrations, or AI features, including for Life underwriting. AscendHub is not offered as a HIPAA-compliant system; use the carrier's approved secure system for medical underwriting.

• ●Account Information: Your name and email, with credentials and sessions managed by the authentication platform. Google sign-in supplies the account information permitted by its scopes. We also keep versioned agreement records containing the account ID, server timestamp and acceptance method, plus the plan, seats, billing disclosure and authority confirmation for purchases. New acceptance records do not collect an IP address.
• ●Lead & Business Data: Contacts, notes, pipeline stages, policies, renewals, commission records, licenses and appointments, activities, documents, invoices, and campaign data you create within the Service.
• ●Calendar Data: If you connect Google Calendar or Calendly, we access your event titles, times, and locations solely to display upcoming meetings in your dashboard. We do not store calendar event data beyond your session.
• ●Email Data: If you connect Gmail or Outlook, we read recent message headers and previews to display your inbox in the app and send messages you compose. We do not store your mailbox contents.
• ●Call & Message Data: If you use the calling and SMS features, we store call and message metadata (numbers, timestamps, direction, status) and the text of messages you send, so they appear on the client timeline. Calls and texts are placed through Twilio.
• ●Usage Data: Device type, browser type, pages visited, referral source, and interaction data used to improve the Service and measure marketing campaigns.
• ●Billing Information: Processed securely through Stripe, including your subscription plan and seat count. We do not store your full credit card number.

2. How We Use Your Information

We use your personal information to provide, maintain, and improve the Service, including:

• ●Creating and managing your account
• ●Displaying your leads, clients, policies, commissions, activities, and calendar events
• ●Sending automated follow-up emails and text messages you configure, and placing calls you initiate
• ●Processing subscription payments and managing your subscription tier and seat count
• ●Sending service-related emails (e.g., password resets, account updates)
• ●Monitoring usage to detect, prevent, and address technical issues or fraud
• ●Aggregated, de-identified analytics to understand how users engage with the Service

3. Google API Data and Limited Use

AscendHub uses Google APIs, including Google Sign-In, Google Calendar API, and Gmail API. If you connect your Google account, the following terms apply in accordance with Google's API Services User Data Policy and Limited Use requirements:

• ●We only request the minimum scopes necessary to provide the requested features (e.g., calendar access to display and sync your meetings, or Gmail access to show and send messages you initiate).
• ●We do not transfer Google API data to any third party except as necessary to provide the core functionality you requested.
• ●We do not use Google API data for advertising, including for personalized or contextual advertising.
• ●We do not sell or share Google API data with any third party.
• ●We do not use Google API data to develop, improve, or train generalized AI or machine learning models.
• ●You may disconnect your Google account at any time from your settings, after which we will no longer access your calendar or Gmail data.

4. Cookies and Local Storage

We use cookies and browser local storage to maintain your session, remember preferences, and understand how you use the Service. You can disable cookies in your browser settings, but some features of the Service may not function properly.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share data in limited circumstances:

• ●Service Providers: Third parties that help us operate the Service — Stripe (payments), Google and Microsoft (authentication, calendar, and email), Calendly (scheduling), Twilio (calls and text messages), Resend (transactional email), Zapier (optional workflow connections), and AI providers used to generate content you request. These providers are bound by confidentiality obligations.
• ●Team Access: Data you create is scoped to your workspace. On plans that support multiple users (Pro and Enterprise), other members of your workspace may see records according to their assigned role and permissions. Free and Standard are single-user plans.
• ●Legal Compliance: If required by law, court order, or to protect our rights and the safety of others.
• ●Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to you.

6. Data Retention and Deletion

You can submit a deletion request from Profile and view its status. The request is not immediate or complete erasure. Platform identity removal, stored files, billing, backups, required retention and agency ownership require review. Shared agency records are preserved while ownership and retention are assessed. Billing cancellation is separate. No fixed completion deadline or complete erasure of all associated data is promised.

Agreement and purchase evidence is retained separately to document accepted versions and billing terms. Historical public document URLs are not made private or revoked by deleting their database records. Operational-record retention rules are separate from account deletion and do not establish a backup or restore guarantee.

7. Data Security

Our hosting platform, Base44, reports that app data is encrypted at rest with AES-256 and in transit with TLS 1.2+. HTTPS is enforced on connected domains, and certificates are issued and renewed automatically. These are Base44-reported infrastructure controls; they are not a separate AscendHub certification. The app also uses platform-managed authentication, workspace access rules and server-side record checks. New client-document uploads use private storage, with viewing and downloading authorized against the stored document and parent client before a short-lived link is issued. A signed link can be used by anyone holding it until expiry; do not forward it. Previously public uploads remain public until separately migrated or removed from storage.

New application-signing links use cryptographically generated tokens and expire seven days after issuance. Existing outstanding links have a transition window ending November 17, 2026. Signing responses contain only the fields needed for review; signing consumes the token and records a server timestamp, without collecting a new IP address. Historical signature records may still contain an IP address.

No system is guaranteed secure, and these descriptions are not a certification, an assurance of legal compliance, or a substitute for an agency's own obligations. Revised security and deletion language is draft pending attorney review. Any DPA or security addendum is separate from signup acceptance.

8. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• ●Access: Request a copy of the personal data we hold about you.
• ●Rectification: Request correction of inaccurate or incomplete data.
• ●Erasure: Request deletion of your personal data (also known as the "right to be forgotten" under GDPR).
• ●Portability: Request your data in a structured, machine-readable format.
• ●Opt-Out of Sale: Under CCPA, you have the right to opt out of the "sale" of your personal information. We do not sell your personal information.
• ●Withdraw Consent: Revoke any consent you previously granted (e.g., disconnecting your Google Calendar).

9. Children's Privacy

The Service is not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it.

10. International Data Transfers

Your information may be processed in countries other than your own, including the United States. By using the Service, you consent to such transfers. We take steps to ensure your data is protected in accordance with this policy and applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this page periodically.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us through the Support agent available in the app or at AscendHub LLC.