Privacy Policy

Last Updated: October 22, 2024

At White Swan Insurance Solutions, Inc. (“White Swan,” “we,” “us,” or “our”), we are committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information.

1. Information We Collect

• Personal Information: We collect personal information such as your name, contact details, health information, financial information, and preference information when you use our Services.

• Automatically Collected Information: We use cookies and similar technologies to collect information about your interaction with our Services, including IP address, browser type, and pages visited.

2. How We Collect Information

• Directly from You: Through online forms and applications within our platform.

• Cookies and Tracking Technologies: For authentication, session management, analytics, advertising, personalization, and security purposes.

• Third-Party Integrations: Information may be collected through integrations with third-party services like Zapier, APIs, and direct integrations.

3. Use of Information

We use your information for the following purposes:

• Service Delivery: To process insurance cases, provide customer support, and facilitate case communications.

• Marketing: To send updates and promotional materials (you may opt-out at any time).

• Improvement: To enhance our Services and user experience.

4. Disclosure of Information

• Legal Requirements: We may disclose your information to comply with legal obligations or respond to lawful requests.

• Business Transfers: In the event of a merger, acquisition, or asset sale, your information may be transferred.

• No Sale of Personal Information: We do not sell, trade, or rent your personal information to third parties.

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Subprocessors: We share information with trusted subprocessors to facilitate our Services, including but not limited to:

• CognitoForms: For processing applications in a HIPAA-compliant environment.

• Back9 Insurance, Wealthbox, Paperclip: For integrations and service enhancements.

• Bubble.io: As infrastructure for our web app, which may contain non-HIPAA personal information.

• Third-Party Software: Such as EBIX Winflex, iPipeline, and Ensight for quotes and applications when we write business ourselves.

• Global Relay: For email logging.

• Third-Party Integrations: Information may be shared through integrations built by clients or through our direct integrations. The use of data in these contexts is governed by the respective third-party privacy policies.

5. Data Security

We employ robust security measures, including encryption, secure servers, access controls, and authentication protocols to protect your data.

6. User Rights

• Access and Correction: Business users can access and update their information by logging into their accounts. Clients can access their case information through provided links and may need to complete two-factor authentication.

• Deletion: You may request the deletion of your personal information by contacting support@whiteswan.io.

• Opt-Out of Marketing Communications: You may opt-out of receiving marketing or promotional emails by clicking the “unsubscribe” link provided in the email. Alternatively, you can contact us at support@whiteswan.io to request removal from our mailing list.

7. Cookies and Similar Technologies

• Types of Cookies: Authentication cookies, session cookies, tracking/analytics cookies, and security cookies.

• Third-Party Cookies: We use third-party services like Google Analytics, which may place cookies on your device.

• Managing Cookies: You can manage your cookie preferences through your browser settings.

8. Children’s Privacy

Our Services are not intended for individuals under 13 years of age. We do not knowingly collect personal information from children under 13.

9. California Privacy Rights

In compliance with the California Consumer Privacy Act (CCPA), California residents have the right to:

• Access: Request disclosure of personal information collected.

• Deletion: Request deletion of personal information.

• Opt-Out: Opt-out of the sale of personal information (note: we do not sell personal information).

10. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required by law.

• Retention Periods: We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Active cases are retained indefinitely unless deletion is requested. Abandoned cases are deleted after one year of inactivity.

• Data Deletion: Users may request deletion of their data at any time by contacting support@whiteswan.io. Upon verification, we will delete your data within a reasonable timeframe, subject to legal and regulatory retention requirements.

11. International Users

Our Services are intended for users within the United States. If you access our Services from outside the U.S., you consent to the transfer and processing of your information in the U.S.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes via email. Your continued use of the Services after such modifications constitutes your acceptance of the new Privacy Policy.

13. Contact Information

For questions or concerns about this Privacy Policy, please contact us at support@whiteswan.io.