PolicyTools Privacy Policy
Last updated: October 16, 2026
This policy explains what information the PolicyTools mobile app and related services (together, “PolicyTools”) process, why, and what choices you have. PolicyTools is operated by Policy Tools LLC (“we”, “us”).
1. Who this applies to
PolicyTools is a customer relationship management (CRM) and calling tool for insurance agents and agencies. The app is meant for adults who have been given an account by their organization. You cannot create an account on your own in the app.
- Agents and other users of PolicyTools: we are responsible for the account information we collect to run the service.
- The agent’s clients and prospects: your agent or agency (“the organization”) decides what information about you is stored in PolicyTools and why. We process it on the organization’s behalf. If you are a client, contact your agent or agency first for questions about your information.
2. Information we process
| Category | Examples |
|---|---|
| Account information | Name, email address, organization, role and permissions, sign-in and two-step verification data. |
| Client and prospect records | Contact details, date of birth, policy and quote details, income, employment and immigration information, payment information, documents, signatures and consents, and Social Security number when an agent records it. |
| Communications | Call history, text and WhatsApp messages, email and internal chat messages handled in the app, and call recordings when the organization enables them. |
| Voice | Audio of calls made or received in the app through the organization’s phone system. |
| Device and technical data | An installation identifier and a push notification token, so we can deliver notifications to the right device. |
We do not include advertising or analytics tracking in the app.
3. How we use information
- To provide the service: sign you in, show your organization’s records, place and receive calls, send messages and deliver notifications.
- To keep the service secure, prevent misuse and troubleshoot problems.
- To meet legal obligations and respond to valid legal requests.
We do not sell personal information and we do not use it for advertising.
4. Device permissions
- Microphone: used for voice calls. The app asks when you first place or answer a call.
- Camera: used only to scan the QR code that sets up your phone extension. The image is not saved or sent.
- Notifications: used to alert you about messages and calls.
- Network access: used to connect to the PolicyTools server and the organization’s phone system.
The app does not read your phone’s contacts or location. It accesses files only when you choose to attach or import them.
5. Information stored on your device
- Your sign-in session and phone credentials are kept in the secure storage of your operating system (Android Keystore or iOS Keychain).
- To show recently viewed records without a connection, the app keeps a limited number of recent records on the device. This information is deleted when you sign out or switch servers.
- The app asks Android not to include its data in device backups.
6. Who we share information with
We share information only as needed to run the service, and only with:
- Service providers that host our systems and deliver calls, text messages and notifications on our behalf, under contracts that limit their use of the information. Push notifications are delivered through Expo’s push service and Google (Android) or Apple (iOS), which receive the device token and the notification content.
- The organization that gave you access, which controls the records stored for it.
- Authorities or other parties when the law requires it, to protect rights and safety, or in a business transfer where the receiving party continues to protect the information.
7. Call recording and messaging
Calls are recorded only when the organization turns recording on. The organization is responsible for telling the people on the call and for getting their consent where the law requires it. Recordings are available to users the organization authorizes. Text and WhatsApp messages are sent only with the recipient’s consent, and recipients can reply STOP to opt out of text messages.
8. Security
Data travels encrypted between the app and our servers (HTTPS), and voice calls use TLS and SRTP by default. Access requires signing in, with two-step verification where the organization requires it, and permissions limit what each user can see. No system is completely secure, so we cannot guarantee absolute security.
9. How long we keep information
We keep account information while the organization’s account is active. The organization decides how long client records and call recordings are kept, within the retention periods set by law. After an account is closed we delete or anonymize the information within a reasonable period, unless the law requires us to keep it.
10. Your choices and rights
Depending on where you live, you may have the right to ask for access to your information, to correct it, to delete it, or to object to certain uses. To exercise these rights:
- If you are a client or prospect, contact your agent or agency, or write to us at the address below and we will pass the request to the organization.
- If you are an agent or other user, write to us at the address below.
Accounts are created and removed by the organization. To ask for your account and its data to be deleted, contact your organization’s administrator or write to us. We will verify your identity before acting on a request, and we will not treat you differently for making one.
11. Children
PolicyTools is not directed to children and is intended for users aged 18 and over. We do not knowingly create accounts for children.
12. Changes to this policy
We may update this policy. When we make material changes we will update the date at the top and, where appropriate, notify users in the app.
13. Contact us
Policy Tools LLC 1851 NW 123RD AVE, Pembroke, FL 33026 US Email: privacy@policytools.com