Privacy Policy

Information We Process

Caseharbor may process account and agency details, user information, customer contact details, policy workflow data, message delivery metadata, uploaded documents, communication preferences, consent and opt-out records, subscription and transaction identifiers, support requests, activity history, and technical information such as IP address, browser user agent, device, timestamps, and security logs.

How We Use Information

We use information to provide and secure Caseharbor, create and administer workspaces, process subscriptions, document acceptance of legal terms and recurring-billing authorization, support agency workflows, deliver operational messages, maintain audit history, troubleshoot service issues, prevent abuse, comply with legal or carrier requirements, and communicate about account or service matters.

Agency Data and Processing Role

Insurance agencies determine what customer and policy information they place in Caseharbor and how they use it. Caseharbor processes that information on the agency’s behalf to provide the subscribed service, follow authorized instructions, maintain operational and consent history, secure the platform, and comply with law. Agencies remain responsible for their own notices, consents, insurance operations, recordkeeping, and legal bases for processing.

Deidentified and Aggregated Information

We may create and use aggregated or deidentified information to operate, secure, analyze, benchmark, and improve Caseharbor. We do not present that information as identifying an agency, agency user, or individual customer and do not attempt to reidentify it.

Payments

Subscription payments are processed by third-party payment providers such as Stripe. Caseharbor may receive customer, subscription, price, invoice, payment-status, and transaction identifiers but does not store complete payment-card numbers.

SMS Privacy

SMS Consent and Opt-Out Records

Caseharbor may store operational metadata showing whether a recipient opted in, opted out, requested help, or received delivery-related SMS events. These records are used to honor consent choices, prevent unwanted messages, support carrier compliance, and maintain audit history.

Service Providers

We may use trusted service providers to host the platform, send email, deliver SMS, process payments, secure the service, and operate core infrastructure. These providers may process information only as needed to perform services for Caseharbor and are not permitted to use SMS opt-in data for their own promotional or marketing purposes.

Security and Retention

We use administrative, technical, and operational safeguards designed to protect information. No online service can guarantee absolute security. We retain information as needed to provide Caseharbor, maintain billing, consent, opt-out, audit, security, and legal-acceptance records, comply with legal obligations, resolve disputes, prevent fraud, and enforce agreements. After a trial or subscription ends, workspace data may be deleted after a reasonable post-termination period, subject to backup cycles, legal requirements, legitimate business needs, and any available export period. Retention periods may differ by record type and legal requirement.

Security Incidents

If we confirm a security incident involving agency data, we will notify affected agencies as required by applicable law and will reasonably cooperate with legally required response efforts. Agency users should promptly report suspected unauthorized workspace access to support@thecaseharbor.com.

Your Choices

SMS recipients can reply STOP, END, CANCEL, UNSUBSCRIBE, QUIT, REVOKE, or OPT OUT to opt out. They can reply START to opt back in and HELP for help. Agency users can contact us for privacy or account questions at support@thecaseharbor.com.

Changes to This Policy

We may update this policy as Caseharbor changes or as operational, legal, carrier, or compliance requirements evolve. The updated version will be posted on this page with a revised effective date.