Privacy Policy

Amphibian handles account, support, security, and service-usage information for its own business purposes. When we process information from an advisory firm’s AMS360 account or other connected systems, we act on that firm’s behalf and according to its instructions.

The advisory firm controls the insurance records it makes available to the service and determines why and how its personnel use them. Its own privacy notice governs those records.

We process account and organization details, authentication and session information, support communications, service activity, and the insurance records customers choose to make available through connected systems (collectively, “Customer Data”). Customer Data may include customer, contact, policy, certificate, claims, loss, billing, vehicle, property, and related document information.

The categories of information we may process include:

• Names, business contact details, organization membership, and account permissions.
• Authentication records, session details, IP addresses, devices, and security events.
• Support requests, feedback, and other communications with Amphibian.
• Feature usage, diagnostic events, and product analytics.
• Customer Data retrieved from AMS360 or another system connected by the customer, together with instructions, drafts, conversations, and generated results created through the service.

Depending on the customer’s records, Customer Data may contain sensitive information such as claim or loss details, financial information, driver information, signatures, free-form notes, attachments, or health-related information.

Customers control the insurance information retrieved from AMS360 and other connected systems. Amphibian uses that information only to provide, secure, support, and improve the contracted service and as otherwise instructed by the customer.

A customer determines which systems to connect, which authorized personnel may use the service, and which records those personnel may access. Customers are responsible for having appropriate authority to provide Customer Data and for responding to requests concerning the insurance records they control.

We use information to:

• Authenticate users and administer customer organizations.
• Retrieve, organize, analyze, and present information requested by authorized users.
• Prepare insurance-workflow drafts, recommendations, and supporting records.
• Operate, maintain, secure, troubleshoot, and improve the service.
• Provide support and communicate about service or security matters.
• Comply with law and enforce our agreements.

When a customer enables AI-assisted features, the service may send relevant instructions, portions of Customer Data, prior conversation context, and tool results to contracted AI service providers. Those providers process the information to produce requested summaries, classifications, recommendations, or drafts.

Amphibian does not sell Customer Data, use it for behavioral advertising, or use it to train generalized AI models for Amphibian’s own benefit. We require AI service providers to handle Customer Data for the requested service under applicable contractual and configured privacy controls.

AI output may be inaccurate or incomplete. Authorized personnel remain responsible for reviewing consequential output and approving changes to connected systems. The service is not intended to make autonomous final decisions about coverage, eligibility, pricing, underwriting, employment, or claims.

We may disclose information:

• To the customer organization and its authorized users and administrators.
• To service providers supporting hosting, databases, identity, communications, analytics, security, and AI functionality.
• When reasonably necessary to comply with law, protect rights or safety, investigate abuse, or secure the service.
• In connection with a financing, acquisition, reorganization, or similar transaction, subject to appropriate confidentiality protections.

We do not sell personal information or share it for cross-context behavioral advertising.

The service uses cookies and similar technologies needed to authenticate users, maintain sessions, prevent misuse, remember service state, and understand product usage. Analytics help us evaluate feature performance and diagnose problems; they are not used to build advertising profiles from Customer Data.

We retain account and organization information while needed to provide the service and for legitimate security, support, contractual, and legal purposes. Customer Data is retained as directed by the customer and the applicable agreement, including any agreed return or deletion process after termination.

Deletion from active systems and backup rotation may occur on different schedules. We may retain limited information when required by law, necessary to resolve disputes, or needed to protect the service, and will restrict its use during that period.

We maintain administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. These safeguards include access controls, tenant separation, encryption protections, and monitoring appropriate to the service. No system can guarantee absolute security.

Customers are responsible for managing their users, connected-system permissions, and the information they choose to submit.

Authorized users may ask Amphibian about personal information associated with their service account. We may need to verify identity and authority before acting on a request.

Policyholders, insureds, applicants, beneficiaries, claimants, dependents, and other people whose information appears in Customer Data should ordinarily direct privacy requests to the advisory firm that controls the relevant records. We will assist that firm as required by our agreement and applicable law.

Amphibian and its service providers may process information in the locations where they operate. When applicable law requires transfer protections, we use appropriate contractual or legal safeguards.

The service is intended for organizations and their authorized professional users, not for use by children. Customer Data may nevertheless contain information about minors or dependents when a customer has collected that information for a legitimate insurance or benefits purpose.

We may update this Privacy Policy as the service and our practices change. The date at the top identifies the current version. We will provide additional notice of material changes when required.

Questions about this Privacy Policy or account information can be sent to Amphibian AI, Inc. at info@amphibianai.com.