1. Introduction
Polixra ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, and disclose personal information in connection with your use of our services. Polixra is the data processor for information you upload to the Service. You (the tenant) are the data controller for your customers' personal data.
2. Information We Collect
We may collect the following categories of information:
- Personal identifiers (name, email address, phone number, role, company)
- Client and policy-related data entered by users (customers, policies, claims, payments)
- Transactional data (payments, renewals, communications)
- Usage data (login times, IP, user-agent, audit log, interaction with the platform)
- Payment metadata (via our payment processor; we never store full card numbers)
3. Use of Information
We use collected information for legitimate business purposes, including:
- Providing and maintaining our services
- Authenticating users and enforcing plan limits
- Managing insurance-related workflows
- Sending transactional communications
- Preventing abuse and generating aggregated analytics
- Improving platform functionality
- Complying with legal obligations
4. Communications and Consent (TCPA Compliance)
By providing a phone number and using our services, you expressly consent to receive communications, including SMS and/or automated messages, related to:
- Payment reminders
- Policy renewals
- Account notifications
- Service-related updates
👉 Message frequency may vary.
👉 Message and data rates may apply.
You acknowledge that consent is not a condition of purchase.
5. Opt-Out Rights
You may opt out of SMS communications at any time by:
- Replying STOP to any message
- Contacting us directly at privacy@polixra.com
Upon opting out, you will no longer receive SMS communications, except for essential service-related messages where permitted by law.
6. Third-Party Service Providers
We use third-party providers to facilitate services, including:
- Twilio — messaging delivery (SMS)
- Resend / SendGrid — transactional email
- Stripe — payment processing
- MongoDB Atlas — database hosting
- Cloud infrastructure providers
These providers process data solely on our behalf and under contractual obligations. A current sub-processor list is available on request.
7. Data Sharing and Disclosure
We do not sell personal data.
We may disclose information:
- To comply with legal obligations
- To protect rights and security
- To service providers acting on our behalf
8. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect personal information. Data is encrypted in transit (TLS) and at rest. Access is restricted via role-based access control and audit logs. Tenant data is isolated at the application layer.
9. Data Retention
We retain data only as long as necessary to fulfill business and legal obligations. Tenant data is retained while the subscription is active and for 30 days after termination (grace period for export), after which it is permanently deleted. Audit logs are retained for 7 years for compliance. Anonymous usage analytics may be retained longer.
10. User Rights
Depending on your jurisdiction (GDPR, LGPD, CCPA), you may request:
- Access to your data
- Correction or deletion
- Limitation of processing
- Data portability / export
- Objection to processing
Submit requests to privacy@polixra.com. International transfers, when required, rely on Standard Contractual Clauses or equivalent legal mechanisms.
11. Cookies & Children
We use strictly-necessary cookies for authentication and session management. No third-party tracking or advertising cookies. The Service is not directed at children under 16 and we do not knowingly collect data from minors.
12. Changes to Policy
We may update this policy periodically. We will notify you of material changes at least 15 days in advance via in-product notice and email. Continued use after the effective date constitutes acceptance of updates.
13. Contact Information
Privacy inquiries: privacy@polixra.com
Legal inquiries: legal@polixra.com