Privacy Policy

Pixelated Agents LLC, doing business as Brokermatic.ai ("Brokermatic," "we," "us," or "our"), operates the certificate automation platform at brokermatic.ai and its associated applications (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website or use the Service.

By accessing or using the Service, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Account Information

When you register for an account, we collect:

• Full name and email address
• Agency or company name
• Job title and role
• Phone number (optional)
• Login credentials (passwords are hashed and never stored in plain text)

1.2 Insurance Documents & Extracted Data

When you use the Service to process certificates of insurance, we receive and process:

• Uploaded documents (PDFs, images, and other file formats containing COI requests, endorsements, and policy documents)
• Data extracted by our AI from those documents, including policyholder and insured names, policy numbers, coverage types and limits, carrier information, additional insured details, endorsement language, and effective/expiration dates
• Compliance validation results and exception flags

1.3 Third-Party Personal Information

The documents you upload and the data you submit may contain personal information belonging to individuals who are not direct users of the Service. In those cases, Brokermatic generally processes such information on behalf of, and under the instructions of, the relevant agency customer or other business customer using the Service. You are responsible for ensuring that you have the right and any required consents to submit this information to the Service.

1.4 Usage & Activity Data

We automatically collect information about how you interact with the Service and marketing website, including page views, referring pages, campaign parameters, button and link clicks, scroll depth, form funnel events, browser and device metadata, and performance signals. We use PostHog to help measure marketing effectiveness and improve the website experience. Demo form fields are masked for replay purposes, and we do not intentionally record sensitive form contents in session playback.

• Task completions, delivery receipts, and audit trail records
• Certificate generation and delivery history
• Feature usage patterns and session duration
• API request logs (for API-integrated accounts)

1.5 Device & Technical Data

• IP address and approximate geolocation
• Browser type, version, and operating system
• Device identifiers
• Referring URL and pages visited

1.6 Payment Information

When you subscribe to a paid plan, our third-party payment processor collects billing information (credit card number, billing address). Brokermatic does not directly store full payment card numbers on our servers.

2. How We Use Your Information

We use the information we collect to:

• Provide the Service — process certificate requests, extract document data, validate compliance, generate and deliver certificates, and maintain audit trails
• Operate AI-powered features — run automated extraction, compliance checking, endorsement analysis, and exception flagging on your uploaded documents
• Manage your account — authenticate users, manage subscriptions, process payments, and provide customer support
• Improve the Service — analyze de-identified usage patterns, diagnose technical issues, and improve extraction accuracy and platform performance
• Communicate with you — send service updates, renewal reminders, security alerts, and support responses
• Ensure security and compliance — detect fraud, prevent unauthorized access, and comply with legal obligations

3. AI & Automated Processing

Brokermatic uses artificial intelligence to extract data from insurance documents and perform compliance validations. You should be aware of the following:

• Document processing: When you upload a document, our AI models analyze it to extract structured data (policy details, coverage limits, endorsement language, additional insured information). This processing is automated and occurs in real time.
• Compliance checks: AI models compare extracted data against your configured compliance rules and flag exceptions that may require human review.
• No training on your data without consent: We do not use your uploaded insurance documents or extracted data to train or fine-tune AI models unless you have provided explicit, written opt-in consent.
• Human review: Flagged exceptions and low-confidence extractions are surfaced for human review. Automated processing does not replace professional judgment.

4. Data Retention

Retention periods vary based on plan tier, feature usage, customer instructions, system architecture, security requirements, backup practices, legal obligations, and dispute-resolution needs. Upon account cancellation, you may have a limited period to export certain data. After that period, we generally delete or de-identify customer data in accordance with our standard retention practices, except where retention is reasonably necessary for security, backup recovery, fraud prevention, legal compliance, enforcement of our agreements, or dispute resolution.

5. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

• Service providers: We use third-party vendors for cloud hosting, payment processing, email delivery, analytics, and AI document processing.
• Legal requirements: We may disclose information if required by law, subpoena, court order, or government request.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
• With your consent: We may share information with third parties when you have given us explicit permission to do so.

6. Data Security

We implement technical and organizational measures designed to protect your information, including:

• TLS encryption for all data in transit
• Encryption at rest for stored documents and extracted data
• Role-based access controls and least-privilege principles
• Single sign-on (SSO) support for Enterprise accounts
• Regular security assessments and vulnerability monitoring
• Access logging and anomaly detection

No method of transmission or storage is 100% secure. Our current SOC control status is published at trust.brokermatic.ai.

7. Cookies & Tracking Technologies

We use essential cookies for session management and authentication, functional cookies for user preferences, and analytics tools like PostHog for website and platform usage metrics. PostHog may set cookies or similar identifiers to understand repeat visits, campaign attribution, CTA engagement, form funnel performance, web vitals, and aggregate product usage. We do not use third-party advertising cookies.

8. Your Rights & Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to legal retention requirements.
• Data export: Request an export of your data in a machine-readable format.
• Opt-out of communications: Unsubscribe from non-essential emails at any time.

To exercise any of these rights, contact us at privacy@brokermatic.ai. We will respond within 30 days.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know, delete, opt-out, and correct personal information. To submit a CCPA/CPRA request, email privacy@brokermatic.ai with the subject line "California Privacy Request."

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page and notify active account holders via email at least 15 days before changes take effect.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at:

Pixelated Agents LLC d/b/a Brokermatic.ai
Email: privacy@brokermatic.ai
Security & SOC control status: trust.brokermatic.ai