Privacy Policy

Last Updated: September 28, 2026

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.

• White Swan Browser Extension: If you are an advisor using our browser extension, it handles information as described in the "White Swan Browser Extension" section below.

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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.

• Amazon Web Services (AWS): As hosting infrastructure for our platform, including the service the White Swan browser extension connects to.

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. This does not apply to cases where parents or legal guardians are applying for insurance on behalf of 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).

For data requests, email support@whiteswan.io for help.

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. White Swan Browser Extension

The White Swan browser extension helps licensed advisors complete insurance carriers' online applications using the answers already collected in White Swan. This section explains what the extension handles and adds to the rest of this Privacy Policy.

• Who can use it: Advisors with a White Swan account that belongs to a firm. The extension shows an advisor only the applications they created in White Swan or on which they are the agent, within the firm they chose when signing in.

• Sign-in: The extension signs you in through White Swan's own sign-in page and never sees your password. To keep you signed in, it stores an encrypted sign-in token and your name and email address in your browser profile.

• Application information: When you choose to fill a form, the extension retrieves that application's answers from White Swan. These can include names, dates of birth, addresses, identification numbers, health information and financial information about the people on the application. The extension uses them only to fill the form you are working on and does not save them in your browser.

• The carrier's application form: The extension reads the structure of the carrier's application page (field labels and names) in your browser to know where each answer goes. To suggest the matching White Swan application, it compares the insured's name and date of birth shown on that page with your applications inside your browser; this comparison is not sent to White Swan. To keep your White Swan application's status up to date, the extension may send White Swan the carrier platform's case reference and the case status it shows (for example, that the application was submitted), linked to the application you filled.

• You stay in control: You review every filled field and decide whether to submit. The extension never submits or signs an application on your behalf.

• What we record: To keep sign-ins secure, we record when each extension sign-in was created and last used, the IP address of sign-in requests, and the browser type. Each time the extension retrieves an application, we record which application and how many fields were filled, not the answers.

• Your controls: You can see every browser where you are signed in to the extension and revoke any of them in White Swan under Settings, General, Browser extension sign-ins. Signing out, resetting your password, or leaving your firm also ends extension sign-ins. Removing the extension from your browser deletes the information stored in it.

• No other use: We do not sell information handled by the extension, share it with advertisers, or use it for any purpose other than completing and tracking the applications you choose. White Swan's use of information received through the extension adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements.

13. 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.

14. Contact Information

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