How we handle your clients' information

What we handle

Policy and loss-run PDFs contain personal information: names, addresses, driver's license numbers, VINs, and claim details. That is personal information (PII). It is not health information.

If a file has medical details, we will tell you up front, before we go further with it.

Before we start

Before you send any real file, you and we will sign two documents: a mutual NDA, and a data handling agreement.

The data handling agreement will say:

• what we keep
• for how long
• who can see it
• how we will tell you if there is a breach

Signing is on a screen. You read each document, you sign, and we sign. You get a copy. A real client file does not come in until both sides have signed.

How files come in

You will be able to send files with a secure upload link, or by email if you prefer.

The upload link puts the file in storage we control. That makes it easier to limit who can open it, and easier to delete later. Email is there if that is how your office already works. The tradeoff is that email can be forwarded, left in more than one inbox, and is harder to remove from every place it landed.

While we work

While a check is underway, the plan is:

• Files are kept in encrypted storage.
• The AI providers that read the files do not train on your data.
• A named person checks the output: Nick Ulrich, in Folsom.
• An access log records who opened a file.

After we're done

We will delete the files after [X] days. If you ask, we will send a deletion confirmation.

Laws we follow

These are the laws this handling is meant to follow. Naming them is not a certification.

• California Insurance Information and Privacy Protection Act
• GLBA
• CCPA

Questions

Questions go to hello@rundocflow.com.