Privacy Policy

1. Overview

OneagencyOS LLC ("OneagencyOS," "we," "us," or "our") provides an agency management platform for insurance agencies. This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit oneagencyos.com, request a demonstration, create or use an account, connect an email provider, or otherwise use our services.

Insurance agencies generally determine why and how information about their clients, prospects, employees, and business is processed. For that information, the agency is the data controller or business and OneagencyOS acts as its service provider or processor. Agencies are responsible for their own privacy notices, lawful collection practices, permissions, and instructions to OneagencyOS.

2. Information We Collect

• Account and agency information: names, business names, addresses, telephone numbers, email addresses, license information, user roles, permissions, authentication records, and account preferences.
• Insurance and client information: application data, policy and coverage information, property and vehicle information, claims history, documents, notes, tasks, signatures, invoices, recordings, and other information entered or uploaded by an agency.
• Communications: emails, attachments, email metadata, signatures, text messages, call records, transcripts, demo requests, support communications, and related client correspondence.
• Connected-service information: OAuth access and refresh tokens, account identifiers, folders or labels, and information made available through services that a user chooses to connect.
• Billing information: subscription status, product selection, payment status, invoice information, and transaction identifiers. Payment card details are processed by our payment provider and are not intended to be stored directly by OneagencyOS.
• Technical information: IP address, browser and device information, timestamps, session information, activity logs, error information, and security events.

3. How We Use Information

We use information to provide, secure, maintain, and improve OneagencyOS; authenticate users; isolate agency workspaces; process insurance workflows; synchronize communications; generate documents and signatures; facilitate billing; provide customer support; detect fraud or misuse; comply with legal obligations; and communicate about the service.

We may use automation and artificial intelligence to extract information from documents, organize agency records, prioritize communications, draft user-requested content, summarize calls or emails, identify workflow items, and provide other user-facing assistance. Users should review AI-generated output before relying on it for insurance, legal, underwriting, compliance, or client decisions.

4. Google Workspace and Gmail Data

When an authorized agency user connects Gmail, OneagencyOS may access the user's email address, profile information, Gmail messages, threads, headers, folders or labels, attachments, inline images, sent items, trash status, and email signature settings. We use this information only to provide user-facing email and agency-management functions requested by the user, including displaying, organizing, sending, replying to, forwarding, prioritizing, and associating communications with client records.

OneagencyOS's use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We do not sell Google user data, use it for advertising, or use or retain it to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models. Google user data may be processed by automated systems or approved service providers only as necessary to provide or secure the user-requested OneagencyOS functions, comply with law, or as otherwise permitted by the Google policies.

A user may disconnect OneagencyOS through their Google Account permissions. Disconnecting stops future API access but does not automatically delete information that the agency previously chose to save in its OneagencyOS workspace. Authorized agency administrators may request deletion as described below.

5. Microsoft and Other Connected Services

When a user connects Microsoft Outlook or another supported service, we process account information, access tokens, messages, attachments, folders, signatures, and related data as needed to provide the requested integration. Access is limited to the permissions presented during authorization. Users may revoke access through the applicable provider or disconnect the integration within OneagencyOS when that option is available.

6. How We Disclose Information

We may disclose information to the agency that controls the workspace; authorized users designated by that agency; vendors that provide hosting, databases, authentication, email delivery, communications, payment processing, document processing, security, analytics, support, and AI services; professional advisers; and government authorities or other parties when required by law or necessary to protect rights, safety, and security.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. Service providers may process information only for contracted services and subject to applicable confidentiality, security, and data-protection obligations.

7. Data Retention

We retain information for as long as needed to provide the service, maintain agency records, satisfy contractual requirements, resolve disputes, enforce agreements, and comply with legal, regulatory, insurance, tax, and accounting obligations. Retention periods may be configured by an agency or governed by its instructions. Backup copies and security logs may remain for a limited period after deletion.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, agency isolation, role-based permissions, server-side credential handling, transport encryption, monitoring, and authentication controls. No method of storage or transmission is completely secure, and we cannot guarantee absolute security. Users are responsible for safeguarding credentials, enabling available multifactor authentication, and promptly reporting suspected unauthorized access.

9. Cookies and Sessions

OneagencyOS uses cookies, browser storage, and similar technologies for authentication, session continuity, security, user preferences, and essential application functions. We may also use limited analytics or performance technologies to understand and improve service reliability. Browser controls may restrict these technologies, but doing so may prevent parts of the service from working.

10. Your Choices and Privacy Rights

Depending on your location, you may have rights to request access, correction, deletion, portability, restriction, or objection regarding personal information. Agency clients and employees should generally submit requests to the insurance agency that controls their information. We will assist agencies with valid requests as required by applicable law and our agreements.

To submit a request directly to OneagencyOS, email darrell@oneagencyos.com. We may need to verify your identity and authority before completing a request. Certain information may be retained when required or permitted by law.

11. Children's Privacy

OneagencyOS is a business service and is not directed to children under 13. We do not knowingly collect personal information directly from children for their own use of the service. Insurance agencies are responsible for ensuring that any dependent or household information they process is collected and used lawfully.

12. Changes to This Policy

We may update this Privacy Policy as our services, providers, and legal obligations change. We will post the updated policy on this page and revise the effective date. We may provide additional notice when a change is material.

13. Contact Us

OneagencyOS LLC
Tampa, Florida
darrell@oneagencyos.com