InsureOS Privacy Policy

What this policy covers

This privacy policy explains how The Caretakers Limited ("we", "us", or "The Caretakers") collects, uses, stores, and protects personal information through our InsureOS software platform ("InsureOS" or "the Platform").

InsureOS is an insurance software platform that enables insurance companies, brokers, and managing general agents to automate premium calculations, generate digital quotes, and process policy purchases. The Platform also includes consumer-facing quote interfaces where applicants submit risk data to receive insurance quotes.

Important notice: If you are an applicant receiving an insurance quote through InsureOS, your information is also collected and governed by the underwriting agency or insurance company issuing the policy. They operate as an independent data controller under applicable privacy laws.

Who we are

The Caretakers Limited
141 Picton Street
Howick, Auckland 2014
New Zealand

Email: studio@caretakers.io
Phone: +64 9 929 1216

Who this policy applies to

This policy applies to:

• Insurance company administrators who use our admin portal to configure products and rating rules
• Dealers and brokers who use our dealer portal to generate quotes and manage policies
• End consumers who submit information through quote forms and purchase workflows
• API users whose systems integrate with InsureOS

What information we collect

The information we collect depends on how you interact with InsureOS:

From insurance company administrators and dealers:

• Account registration details (name, email address, phone number, company information)
• Login credentials (encrypted passwords)
• Product configuration data and rating rules
• Usage analytics and audit logs
• Communication records

From consumers receiving quotes:

• Personal information (name, email address, phone number, physical address, date of birth)
• Insurance-specific information (sum insured, asset details, claims history, risk factors)
• Payment information (credit and debit card details processed through our payment gateway)
• Premium funding application data (if you choose financing options)
• Policy documentation and correspondence

Automatically collected information:

• IP addresses
• Browser type and version
• Device information
• Access times and referring URLs
• Session data and cookies

How we use your information

For insurance operations:

• Calculating insurance premiums based on submitted risk information
• Generating and managing insurance quotes
• Processing policy purchases and payments
• Creating and maintaining policy records in insurance ledger systems
• Managing excess structures and referral triggers
• Processing endorsements and manual adjustments
• Providing levy calculations including Fire and Emergency levies

For platform functionality:

• Authenticating users and managing access controls
• Enabling insurers and dealers to configure products and rating rules
• Providing API access for premium calculations
• Delivering quotes through embeddable website widgets
• Generating reports and analytics on quote performance and conversions

For business operations:

• Responding to inquiries and support requests
• Improving our services and user experience
• Maintaining system security and preventing fraud
• Complying with legal and regulatory requirements
• Communicating important updates about the Platform

Sharing your information with third parties

We integrate with the following third-party services to deliver InsureOS functionality:

Payment processing:

Windcave: We connect to Windcave as a payment gateway to process credit and debit card transactions. Card details are transmitted directly to Windcave using secure tokenization. We do not store full card numbers on our servers.

Premium funding:

RedPlanet: If you choose to finance your insurance premium through monthly instalments, we share necessary information with RedPlanet to process your funding application. This includes personal and financial information required for credit assessment.

Policy ledger systems:

Once a policy binds, we transmit policy data to your insurer's policy ledger system (such as JAVLN or eGlobal) to establish official policy records necessary for ongoing policy administration.

Insurance companies and brokers:

If you are an end consumer, the underwriting agency or insurance company providing your quote receives all information you submit through InsureOS. They are independent data controllers with their own privacy obligations to you.

Legal requirements:

We may disclose personal information if required by law, court order, or regulatory authority, or to protect our legal rights.

We do not sell your personal information to third parties for marketing purposes.

Data security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Restricted access to personal information on a need-to-know basis
• Secure API authentication for system integrations

No internet data transmission can be guaranteed completely immune to interruption. While we maintain rigorous safeguards, we cannot guarantee absolute security of information transmitted to or stored by InsureOS.

Data retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

Insurance regulatory retention: Due to regulatory mandates in the insurance sector, quote and policy records may be retained for extended periods (typically seven or more years) even following policy expiration or cancellation. This is required for:

• Claims handling and disputes
• Regulatory compliance and audits
• Legal proceedings
• Underwriting history and risk assessment

Account data for administrators and dealers is retained while accounts remain active and for a reasonable period afterward to maintain audit trails.

You can request deletion of your personal information, but we may need to retain certain data where we have a statutory obligation to do so.

Cookies and tracking

InsureOS uses cookies and similar technologies for:

• Maintaining authenticated sessions
• Remembering user preferences
• Analytics and performance monitoring
• Improving user experience on return visits

You can control cookie settings through your browser, but disabling cookies may limit functionality of the Platform.

Your rights

You have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Restriction: Request restriction of processing in certain circumstances
• Portability: Request transfer of your data in a structured, machine-readable format
• Object: Object to processing of your information for certain purposes
• Withdraw consent: Where we rely on consent, withdraw it at any time

To exercise these rights, contact us at studio@caretakers.io or +64 9 929 1216.

For consumers: If you received a quote through an insurance company or broker using InsureOS, you should also contact them directly regarding your data rights, as they are independent controllers of your information.

International data transfers

InsureOS is operated from New Zealand. If you access the Platform from outside New Zealand, your information may be transferred to and stored in New Zealand. We ensure appropriate safeguards are in place for any international data transfers.

Children's privacy

InsureOS is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from someone under 18, please contact us immediately.

Changes to this policy

We reserve the right to update this privacy policy at any time. Changes will be posted on this page with an updated "Last Updated" date. Significant changes will be communicated to registered users via email.

The current version will always be available at https://os.insure/privacy-policy/.

API users and developers

If you integrate with the InsureOS API, you are responsible for:

• Ensuring your own privacy policy covers the data collection and use
• Implementing appropriate security measures when transmitting data to InsureOS
• Complying with applicable data protection laws in your jurisdiction
• Informing your users about how their data will be processed by InsureOS

Questions and complaints

If you have questions, concerns, or complaints about how we handle your personal information, contact us:

Email: studio@caretakers.io
Phone: +64 9 929 1216
Mail: The Caretakers Limited, 141 Picton Street, Howick, Auckland 2014, New Zealand

If you are not satisfied with our response, you may lodge a complaint with the New Zealand Privacy Commissioner at www.privacy.org.nz.