Privacy Policy

OfficeHubb LLC ("OfficeHubb," "we," "us," or "our") operates the OfficeHubb platform at officehubb.net and related subdomains (the "Service"). This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights you have. It applies to three groups of people:

• our customers (insurance agencies and their team members);
• the prospects and clients whose information our customers store in the Service, including people who call, text, email, or chat with an agency that uses OfficeHubb; and
• the businesses and people we contact about OfficeHubb itself (Section 11).

Requests a person sends to an agency through an AI assistant, such as ChatGPT or Claude, are also covered by our privacy notice for AI assistants.

For information our customers provide about themselves and their team (account info, billing, support communications), we act as the data controller.

For information our customers store in the Service about their insurance prospects and policyholders, the customer agency is the data controller and we act as the data processor on the customer's behalf. That includes recordings and transcripts of calls to the agency. We process that data only as instructed by the customer and as needed to operate the Service.

If you are a prospect or policyholder of an OfficeHubb customer agency and want to access, correct, or delete your information, please contact that agency directly. We will work with the agency to honor verified requests.

Account information. Name, email address, profile photo, and authentication credentials managed through Clerk.

Agency information. Agency legal name, brand name, address, phone, website, logo, business hours, license number, and Google Business Profile metadata.

Team data. Roles, memberships, internal chat messages, internal notes, dashboard preferences, sign-in events, daily activity events, and when each person was last active in the app.

Phone numbers. The phone your agency's phone line rings, and any number a team member saves for Take this call. We confirm each one with a call that reads out a code.

Connected mailboxes. When a team member connects their Microsoft 365 or Google mailbox: its address and display name, and encrypted access tokens that let us send email as that person. We never read the mailbox.

Texting registration. When an agency sets up texting: its legal business name and any trade name, EIN, business type, industry, address, website, business email, and the contact person's name, email, and phone, which we send to the mobile carriers' registry through Telnyx.

Alert settings. Each person's notification settings and, where they turn on push alerts, the address their browser gives us for sending them.

API keys. For each key an agency creates, a one-way hash of the key and its last four characters. We never store the full key.

Billing information. Subscription tier, billing cycle, Stripe customer and subscription IDs. Card details are tokenized by Stripe; we do not store full card numbers.

Usage data. Log data such as IP address, browser type, pages visited, feature usage, and error reports, used to operate, secure, and improve the Service.

Support communications. Messages you send through the in-app support chat, including any context (current page, agency settings) we attach to help our team respond.

Our customers use the Service to operate their insurance business. The information they collect through the Service includes:

• Identity (first/last name, date of birth)
• Contact information (phone, email, mailing address)
• Vehicle and property details (make, model, year, address, photos, square footage, year built), including property facts looked up for an address when the agency uses Instant Quotes
• Driver and household information (spouse, additional drivers)
• Policy information (carrier, policy number, effective date, prior coverage)
• Quote and sales records, commission data, and notes
• Files and photos uploaded by the prospect or by the agency (e.g. driver's license images, property photos, declarations pages)
• Chat transcripts between the prospect and the agency or its AI website chat
• Phone calls: the caller's number, and the recording, transcript, and summary of calls answered by the agency's AI receptionist (Daisy or David), or by its team when the agency records those calls (Section 10)
• Renewal lists the agency uploads: client name, phone, and email, policy type and number, carrier, renewal date, premium, and the staff member who looks after the client, plus what was said on each renewal check-in call
• Text and email conversations with the agency, with consent and opt-out records
• Requests sent by a person's AI assistant, with the consent record described in our notice for AI assistants

We process this data only as instructed by the customer agency.

We use cookies and similar technologies for two purposes:

Essential operation. Authentication and session management (set by Clerk and by the Service). Stripe sets its own cookies during checkout for fraud prevention. The app also keeps a few settings in your browser, such as your Light or Dark display.

Visitor analytics and CRM engagement. We use HubSpot's tracking code on our marketing site to understand how visitors find and use our content, and to associate site activity with contacts we already have in our CRM (for example, when a prospect clicks a link from one of our outreach emails). HubSpot runs only on our own marketing pages. It does not run on an agency's public pages, on quote or unsubscribe pages, or inside the app. If you are signed in to OfficeHubb when you visit our marketing pages, HubSpot links those visits to your email address. HubSpot honors the browser "Do Not Track" signal. You can opt out by clearing cookies from hs-scripts.com and hubspot.com, or by enabling DNT in your browser before visiting. Our marketing pages show a cookie notice the first time you visit.

Films and booking. Films on our site play in YouTube's privacy-enhanced player. YouTube may set its own cookies or storage once you play a film. Booking a demo uses Cal.com, which sets its own cookies when you book.

We do not use third-party advertising or retargeting trackers (no Google Ads, Meta Pixel, or similar). We do not sell or share personal information for cross-context behavioral advertising.

• Provide, maintain, secure, and improve the Service
• Answer, record, transcribe, and summarize calls for agencies that use the AI receptionist or record the calls their team takes
• Send texts and emails for agencies, through the checks described in our Terms of Service
• Process subscription payments via Stripe and partner payouts via PayPal
• Power AI features (described in Section 7)
• Send transactional emails (account, billing, security, support), alerts, push notifications, and the weekly recap to our customers' team members
• Facilitate agency-configured integrations such as Google Reviews, Zapier, and Instant Quotes
• Respond to support requests and troubleshoot reported issues
• Detect, prevent, and respond to fraud, abuse, or violations of our Terms
• Market OfficeHubb to insurance agencies (Section 11)
• Generate de-identified, aggregated analytics to operate and improve the Service

We do not sell personal information. We do not use your client data to train third-party AI models.

These features send data to AI providers for processing. Anthropic, PBC processes it under its commercial terms, with no model training on our data.

• Website chat: sends each prospect's answers (name, phone, email, product interest, vehicle and home details, and so on) to Anthropic to choose the next question and write an intake summary.
• The AI receptionist (Daisy or David): call audio goes to Retell AI, which turns speech into text, runs the voice and the language model during the call, and writes a call summary. Retell uses its own speech, voice, and language model providers for this. On the Elite level, the transcript also goes to Anthropic for a fuller after-call note, and a caller's general insurance question may go to a stronger Anthropic model.
• Renewal check-in calls: handled like the receptionist's calls. The client's name, policy type, carrier, and renewal month go to Retell for the call.
• Recorded calls an agency's team takes: the recording goes to Telnyx to be transcribed (with a Deepgram speech model), and the transcript and the team's names go to Anthropic to write the summary.
• Agency AI and the in-app support chat: send the question and the agency data needed to answer it, limited to what the person's role may see, along with non-sensitive account context (role, package, current page).
• Drafts and follow-up suggestions: send the lead's details and message history that a draft needs.
• Dictation: the browser's own speech service (for example Google in Chrome, Apple in Safari, or Microsoft in Edge) turns speech into text. Inside the app, the words then go once to Anthropic, with the agency's carrier list and staff names, to fix punctuation and insurance terms. We do not store the audio or a separate copy of the dictation.
• Imports: a file an agency sends us to import may be read by Anthropic to find the table in it.
• Text enhancement: sends the agency name or description text you submit for polishing.
• Google connection helper: sends the agency name and address fields you supply.

When you provide your mobile phone number through an opt-in surface operated by an OfficeHubb customer agency (the public quote form, the website chat, verbal consent recorded by an agency representative, or another opt-in path), your mobile number and SMS opt-in data are used solely to send you SMS messages about your insurance quote, policy updates, and renewals from the agency you opted in with. The agency is the registered sender (TCR brand) for those messages; OfficeHubb operates as the agency's data processor and SMS infrastructure provider.

Mobile information (including phone numbers and SMS opt-in / consent data) will not be shared with third parties or affiliates for promotional or marketing purposes. Mobile information is shared only with service providers that help the agency serve you, and only as needed to do so: our SMS infrastructure provider (Telnyx), to deliver the messages you opted in to receive; the agency representative responsible for your account; and, when the agency connects them, the agency's own insurance software (such as its agency management or customer-relationship system) and the integration services that connect it to OfficeHubb (such as Zapier), so the agency's records have your contact details and honor your communication preferences, including any opt-out. None of them may use your mobile information for their own marketing.

You can opt out at any time by replying STOP to any message, or by replying in plain words such as "stop texting me," in English or Spanish. Reply HELP for help. Standard message and data rates may apply. Message frequency may vary. Texts that OfficeHubb sends from its own number are covered by our SMS Terms.

Agencies that use OfficeHubb can have calls to their OfficeHubb numbers answered by the AI receptionist (Daisy or David), and can choose to record the calls their own team answers.

• When the receptionist answers, it says the call is on a recorded line. It is an AI and says so if asked.
• When an agency records the calls its team answers, the caller hears that the call is recorded before the agency's phones ring.
• The call is recorded and transcribed and a summary is written, so the agency can help the caller and follow up. The caller's phone number is kept with the call.
• An agency can also have the receptionist call its own clients a few weeks before a policy renews, to check in. These calls say they are on a recorded line and are recorded the same way. A client who asks not to be called again is marked so the receptionist does not call that number again.
• The agency is responsible for these recordings, and we keep them for the agency. Call audio is deleted after the agency's retention period (Section 12). The transcript and summary stay with the agency's records.

To ask about a call or a recording, contact the agency you called or that called you.

This section is about how we market OfficeHubb itself to insurance agencies. It does not cover the data agencies keep in the Service.

• Where we get contact details: from people who contact us, book a demo, start a trial, or sign up for texts on our site; from referrals; and from public sources such as state insurance license records.
• Where we keep them: in our own sales pipeline, which runs on OfficeHubb, and in HubSpot.
• Our emails: our team emails prospective customers from our own mailboxes and through Instantly. Every marketing email says how to stop hearing from us, and we honor it.
• Tracked video links: our emails may include a link to one of our short films. The page that plays the film records, on our pipeline card for you, when it was opened and played, how much of the film was watched, and whether "Book a walkthrough" was pressed, and tells the person on our team who works with you. An open counts only after the page has been on screen in a real browser for a few seconds; link scanners and previews are ignored. We do not store your network address; we keep a keyed hash of it to filter repeat requests. The film plays in YouTube's privacy-enhanced player.
• Returning prospects: when someone already in our sales pipeline fills in one of our forms or chats with us again, we match them to their existing record by email address, then phone number, then their company's email domain together with their first name, and we tell the person on our team who works with them. This happens only in our own pipeline, never in an agency's.
• Texts: if you sign up for texts from us at officehubb.net/sms-optin, our SMS Terms apply.

To stop hearing from us, reply to any of our emails, use the link in it, or reach us through our contact page.

We retain account data for as long as the account is active.

• Call audio is deleted automatically after the period the agency sets: 6 months by default, up to 6 years, never less than 6 months. At an agency that writes Medicare, Medicare calls are kept 6 years. An agency can hold a call to keep its audio longer, for example for a dispute or a claim.
• Transcripts, summaries, and call details stay with the agency's request or lead while the account is active.
• Deleted leads stay in the agency's Lead Archive, where the agency can restore them.
• Email attachments are removed from our storage once the email is sent, and files left behind by an email that was never sent within about a day.
• Mailbox tokens are deleted when a team member disconnects their mailbox.
• Dictation audio is never stored by us.

When an account is deleted, we remove personal data within 30 days, except where retention is required by law or for legitimate business purposes (such as billing records, fraud prevention, or audit logs).

We use industry-standard safeguards including TLS for data in transit, encrypted storage at rest, access controls, audit logging, and authentication via a third-party identity provider. Call recordings are kept in private storage and played only through short-lived links. Tokens for connected mailboxes are encrypted before they are stored and are never sent to a browser. API keys are stored only as a one-way hash. Internal access to customer data is limited to staff who need it to operate or support the Service, and platform-support sessions that view a customer account are audit-logged, read-only, and end after 30 minutes. No system can be guaranteed 100% secure; you remain responsible for keeping your credentials confidential and for setting appropriate roles within your agency.

The Service is operated in the United States and customer data is stored on servers located in the United States. By using the Service from outside the United States you acknowledge that your information will be transferred to and processed in the United States.

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Receive a copy of your information in a portable format
• Withdraw consent where processing is based on consent

To exercise these rights as a customer, contact us through our contact page. As a prospect or client of an OfficeHubb customer agency, please contact that agency directly; we will assist them in honoring verified requests.

If you are a California resident, you have the rights described in Section 15 above, plus the right to know the categories and specific pieces of personal information we have collected, and the right to opt out of the "sale" or "sharing" of personal information. We do not sell or share personal information for cross-context behavioral advertising.

The Service is not directed to anyone under 18 and we do not knowingly collect personal information from children. Our customers are responsible for ensuring that intake forms they configure are not used to collect information from minors without appropriate consent.

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the latest revision. We will notify you of material changes by email or in-app notice and, where appropriate, ask you to re-accept the updated policy.

If you have questions about this Privacy Policy or our practices, reach us through our contact page, or, if you're signed in, through the in-app support chat.