Privacy policy

Assurna (“Assurna,” “we,” “our,” or “us”) is a software company in Austin, Texas. We license a customer relationship management system with a built-in dialer to insurance agencies and licensed agents in the United States. Assurna is software. We do not underwrite, sell, solicit, or advise on insurance. See our disclosures.

This policy covers two different things, and the difference matters:

• This website. Information we collect from visitors to assurna.com and from people who request a demo, contact us, or otherwise send us their details. Here we decide what is collected and why. Sections 3 through 7 describe it.
• The software. Information inside a customer’s Assurna instance, including their producers, their leads, and the recordings and transcripts of their calls. There, the customer decides what is collected and why, and we act on their instructions. Section 8 describes it.

We collect the following, and nothing on this site asks for more:

• Your contact details. First and last name, work email, phone number, and the name of your agency or company.
• What you tell us about your agency. When you request a demo or write to us, whatever you choose to give: your website, roughly how many producers you have, the lines you write, the system you use today, how many seats you would need, and anything you type into a message field. None of it is required to be accurate and none of it is verified.
• Your contact preference and, where you give it, your consent to be texted. See Section 7.
• Documents you send us. If a form invites you to upload a file, we store it in private storage and delete it after 30 days.
• Marketing attribution identifiers. If you arrive through an advertising link, we capture the click identifier in the URL and the campaign parameters (source, medium, campaign, content, term) along with the address of the page you landed on. We keep two records in your browser: your first qualifying visit and your most recent one. Both expire 90 days after capture. When you submit a form, the first-touch record is sent with your submission so we can tell which marketing produced the inquiry.
• Advertising and analytics identifiers. Cookies and similar identifiers used to measure our advertising, including an identifier this site generates in your browser itself rather than reading from an advertising platform. These expire after 90 days. See Section 5.
• Site usage information. IP address, browser user agent, device type, pages viewed, referring URL, and timestamps. Some of this is collected by analytics tools that also record how a page was used.

We do not ask for a National Producer Number, a Social Security number, a date of birth, a government identifier, or bank details anywhere on this site. If you send one to us in a free-text field, please do not.

We use the information above to:

• Reply to you, prepare for a demo, and scope seats, modules, and telephony usage for your agency.
• Onboard and support customers, and send service and account communications.
• Measure which marketing produced an inquiry, and improve our campaigns.
• Keep the site working and defend it, including rate limiting and blocking automated submissions.
• Meet our legal obligations.

We do not sell personal information for monetary consideration. We do not use anything collected here to build a profile of you outside the context of your inquiry.

We share information only with the categories of recipient below, and only as needed to run the business:

• Our customer relationship management provider, which is the system of record for every inquiry made through this site.
• Advertising and measurement platforms, to attribute and improve our campaigns. See Section 5 for exactly what goes to them.
• Analytics and product-usage providers, including a tool that records how a page was used so we can find problems in a form.
• Infrastructure providers, for hosting, database and file storage, and logging.
• Scheduling, when you book a call, so the meeting can be created. Your name and email are passed to the scheduling service in the booking link.
• Legal and regulatory, when required by law, in response to a lawful request, or to protect rights, safety, or property.
• A successor, if Assurna is acquired or merged, subject to this policy.

We do not name these providers here. If you want to know which company sits behind a category, ask us at privacy@assurna.com and we will tell you.

Depending on where you live, our sharing with advertising platforms may count as “sharing” for cross-context behavioural advertising under California law and similar state laws. You can opt out on our Do Not Sell or Share My Personal Information page.

This site does not currently show a cookie banner and does not gate its tags on a consent choice. Analytics and advertising tags load on every page except a private quote link. We say this plainly because the alternative is to imply a choice that is not offered.

What actually happens when you visit:

• A tag manager loads, and through it our analytics and advertising tags. One of those tools records page interactions, which can include how you moved through a form.
• Advertising click identifiers in the URL are stored in your browser for 90 days. Where an advertising platform’s own identifier is absent, this site generates one itself and stores it for the same period, so that a conversion can still be matched. We disclose this because it is not what a reader would assume.
• When you submit a form, the details you entered are passed to our tag manager for onward delivery to advertising platforms, and are separately sent from our servers to an advertising platform’s measurement interface with your name, email, and phone number hashed before they leave us. Your IP address and browser user agent are sent unhashed, because that interface requires it.
• Submissions from our own staff and from disposable email addresses are excluded from advertising measurement. They still reach our customer relationship management system as ordinary inquiries.

You can configure your browser to refuse cookies, which may affect how forms behave, and you can opt out of the advertising sharing on our Do Not Sell or Share My Personal Information page.

Where a form offers an SMS-consent checkbox and you tick it, you authorize us to text you about your inquiry: scheduling, reminders, and follow-up from a specialist. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe or HELP for help. Carriers are not liable for delayed or undelivered messages.

We record the mobile number you give us and whether you consented, as part of your record in our customer relationship management system. Messages to you are sent by our team.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Mobile opt-in data and consent are excluded from the sharing described in Section 4.

This section is about messages we send you. It has nothing to do with messages a customer sends their own prospects using the software.

When an agency licenses Assurna, its instance holds records the agency creates and controls, not records we collect. Those typically include:

• Producer records. The agency’s agents and staff: names, contact details, sign-in credentials, and their calling activity, including dials, talk time, appointments, business written, persistency, and chargeback history. Reporting is built around the producer, so an agent’s record is also a performance record.
• Lead and pipeline records. The consumers the agency calls, the consent and do-not-call state carried on each record, quotes, applications, and issued policies. In final expense and simplified-issue business these records can include information a consumer gave while being qualified for coverage.
• Call recordings and transcripts. Where the agency records, the recording and the real-time transcript are attached to the lead record, and completed calls can be reviewed by AI features to produce coaching notes.

For all of that, the agency decides what is collected, why, and for how long, and we act on the agency’s instructions under the written agreement between us. The agency is responsible for its own privacy notices, for the consent its calls and recordings require, and for responding to requests from the people in its pipeline. We assist as that agreement provides.

We do not use a customer’s producer records, lead records, recordings, or transcripts to market to anyone or to sell to anyone.

If you are a consumer who was called by an agency using Assurna and you want your information accessed or deleted, contact that agency: it holds the record and the relationship. If you cannot identify who called you, write to privacy@assurna.com and we will help where we lawfully can.

If you are an agent whose agency uses Assurna, your account exists because your agency created it. Ask your agency first; we will not change or remove a producer record without the agency’s instruction.

We use encryption in transit, access controls scoped to role, private storage that is not publicly readable, rate limiting on every form, review of the providers we use, and incident-response procedures. Personal information sent to an advertising platform’s measurement interface is hashed before it leaves us. Credentials for the systems we use are held server-side and are never exposed to the browser.

We do not currently claim a third-party security certification or attestation. No method of transmission or storage is completely secure. We will notify affected individuals and regulators of a security incident as the law requires.

Where a period is enforced automatically, it is stated:

• Marketing attribution records and advertising identifiers in your browser: 90 days from capture.
• Documents you upload: 30 days.
• The short-lived records used to rate limit form submissions, which include the email address submitted: one day.

Inquiries and the contact records created from them are kept for as long as we are pursuing or servicing the relationship, and afterwards where we need them for legal or record-keeping reasons. You can ask us to delete yours at any time under Section 10 and we will, unless we are required to keep it.

Retention of the records inside a customer’s instance is set by that customer’s agreement with us, not by this policy.

Depending on where you live, you may have the right to know what we hold about you, to get a copy, to correct it, to delete it, to take it elsewhere, and to opt out of the sale or sharing of it. State laws that may apply include the California Consumer Privacy Act as amended by the California Privacy Rights Act, and the comparable statutes in Virginia, Colorado, Connecticut, Utah, Texas, and other states.

• Email privacy@assurna.com with your request and the state you live in.
• To opt out of sale or sharing, use our Do Not Sell or Share My Personal Information page.

We will verify who you are before we act, so that we do not disclose your information to somebody else. We do not treat you differently for exercising a privacy right.

If your request concerns records inside a customer’s instance rather than this website, see Section 7: the customer holds those records and we will route your request to them.

This site is for businesses and adults. We do not knowingly collect personal information from anyone under 18 through it.

We may update this policy. The updated version is posted here with a revised “Last updated” date, and we will email active customers about a material change.

Privacy questions or rights requests: privacy@assurna.com. General contact: hello@assurna.com. Mail: Assurna, 9442 Capital of Texas Highway North, Suite 500, Austin, TX 78759.