Privacy for requests sent through AI assistants

OfficeHubb is software that independent insurance agencies use to run their office. A person can ask an AI assistant (for example the OfficeHubb app in ChatGPT, the OfficeHubb connector in Claude, or another assistant that connects to OfficeHubb AI Access) to find an agency that uses OfficeHubb, ask it for an insurance quote, or ask it for help with a policy. This notice explains what we collect when that happens. It adds to our Privacy Policy, which still applies.

Finding an agency, reading its facts, and checking which questions it asks use only what the assistant sends: the agency name or town, a state, a line of insurance and similar search words. These lookups store no personal information. The agency facts they return are the same ones on each agency's public OfficeHubb page.

A quote or service request is sent only after the person agrees to share their details with the agency. With it we receive and store:

• The person's name and a phone number or email address the agency can use to reach them.
• Their answers to the agency's own questions for that line of insurance, such as the property or vehicle details, a mailing address and a date of birth when the agency asks for them, and any note they asked to pass along.
• For a service request: what they need help with and, if they give them, the policy number, the insurance company and a date that matters.
• The consent record: the exact words the person was shown, that they agreed, and when.
• Which assistant sent the request, as the assistant names itself.
• A one-way hash of the network address the request came from, used to spot abuse.

We never take a Social Security number, a driver license number, a Medicare number, a card number or a bank account number; a request that carries one is refused before anything is stored. Medicare and health plan requests are not taken through assistants: the person is sent to the agency, where a licensed agent gives the required disclosures first.

An assistant platform may send technical details with each call. ChatGPT, for example, sends an anonymized user id and a coarse location. We use the anonymized id only to limit how many requests one person can send in a short time, in memory, and we do not store it or the location. We do not ask an assistant for the person's conversation history.

• To deliver the request to the agency the person chose, as a lead or a service request in that agency's OfficeHubb account, so a licensed agent or the office can contact them.
• To answer the assistant when it checks on the request, by the request number it was given.
• When the agency has Instant Quotes turned on, to send the quote answers to the agency's own comparative rater so it can prepare quotes.
• To keep the service safe: rate limits, refusing sensitive numbers, and investigating abuse.

A quote is not coverage. Nothing is covered until a licensed agent takes an application and the policy is bound.

• The agency the person chose, and the people at that agency who work its leads and requests. The agency decides how to use the information to serve the person and is responsible for it as the controller; OfficeHubb processes it on the agency's behalf.
• Our service providers, only as needed to run OfficeHubb: Supabase (database), Vercel (hosting) and Resend (the email that tells the agency a request arrived), and, only when the agency connects them, the agency's own rater or software and the service that connects it (such as Zapier).

We do not sell personal information or share it for advertising. An assistant can never sign the person up for text messages: the agency reaches them by phone or email, and the person can choose texts with the agency directly.

A request becomes part of the agency's records in OfficeHubb and is kept for as long as the agency keeps it and its account is active. When an account is deleted, we remove personal data within 30 days, except where retention is required by law or for legitimate business purposes such as audit logs, as Section 10 of our Privacy Policy describes.

Questions about this notice: our contact page.