Privacy Policy

01Scope of this policy

This Privacy Policy explains how RiskMind Insurance LLC ("RiskMind," "we," "us") collects, uses, discloses, and protects information when you visit our website, request a risk snapshot, contact us, or use the RiskMind client portal. It applies to prospective clients, clients, and visitors.

RiskMind is a licensed commercial insurance brokerage. Placing insurance is a regulated activity, and some information handling described here is required to perform that service.

02Information we collect

We collect information you provide directly, information generated as you use the platform, and a limited set of technical information collected automatically.

• Contact and business details. Name, work email, phone, company name, role, industry, and revenue band, submitted through forms such as the risk snapshot or the contact form.
• Insurance and risk information. Current policies, declarations pages, loss runs, applications, schedules, and contracts that you or your team upload, along with the answers you give during intake.
• Account information. Credentials and profile details for users of the client portal, and records of team members you invite.
• Usage information. Pages viewed, features used, and actions taken within the platform, used to operate and improve the service.
• Technical information. IP address, browser type, and device characteristics, collected automatically and used for security, fraud prevention, and basic analytics.

03How we use information

We use information to provide and operate the RiskMind platform, to market and place insurance coverage on your behalf, and to meet our legal and regulatory obligations.

• To prepare risk analysis, identify coverage gaps, and produce indicative benchmarks.
• To assemble submissions and market your account to carriers whose appetite matches your profile.
• To service active policies. Certificates, endorsements, renewals, and claims support.
• To communicate with you about your account, submissions, and requests.
• To secure the platform, prevent fraud and abuse, and maintain audit records.
• To comply with insurance regulation, recordkeeping requirements, and lawful requests.

04Documents and policy data

Documents you upload. Including policies, loss runs, applications, and contracts. Are stored encrypted and are accessible only to authorized RiskMind personnel and to the users you authorize within your account.

We use the contents of these documents to perform the brokerage and analytical services you have requested. We do not sell your documents, and we do not use the contents of one client's documents to benefit another client except in the form of fully anonymized, aggregated benchmarks described below.

05ARIA and AI processing

ARIA, our AI Risk Intelligence Advisor, processes policy text and account information to produce analytical output such as gap flags, summaries, and benchmark comparisons. ARIA's analysis supports. And does not replace. Review by a licensed Risk Strategist.

AI inference is performed through our model provider under contractual terms that prohibit the provider from retaining your data or using it to train its models. ARIA's output is analytical insight, not legal or coverage advice.

06How we share information

We share information only as needed to deliver the service and to meet legal obligations. We do not sell personal information.

• Insurance carriers and wholesalers, to obtain quotes and place coverage you have asked us to market.
• The Smart Choice Insurance network, which provides carrier-access infrastructure that supports our placements.
• Service providers: vendors that host our infrastructure, process documents, deliver email, provide AI inference, and support security and monitoring, each bound by a data processing agreement.
• Legal and regulatory recipients, where disclosure is required by law, regulation, subpoena, or to protect rights and safety.
• Successors, in connection with a merger, acquisition, or sale of assets, subject to this policy.

07Peer benchmarks

RiskMind produces peer benchmarks from placement data. Benchmark datasets are anonymized and aggregated so that no individual client can be identified, and no client-identifying information is shared with other clients or third parties. You may opt out of contributing to benchmark datasets by contacting us.

08Data retention

We retain information for as long as needed to provide the service and for the periods required by insurance regulation and recordkeeping rules, after which it is deleted or further anonymized. Clients may request export of their account data at any time.

09Security

We protect information with encryption in transit (TLS 1.3) and at rest (AES-256), role-based access enforced server-side, audit logging on regulated data, and contractual controls over our subprocessors. No system is perfectly secure, but security is a first-order priority and is described further on our Trust page.

10Your rights and choices

Depending on your jurisdiction, you may have the right to access, correct, delete, or export personal information, and to object to or restrict certain processing. To exercise any of these rights, contact us using the details below. We will respond consistent with applicable law.

11Cookies and analytics

Our website uses a limited set of cookies and similar technologies necessary to operate the site and to understand aggregate usage. We do not use advertising cookies or sell browsing data. You can control cookies through your browser settings.

12Children

RiskMind serves businesses. The platform is not directed to children, and we do not knowingly collect information from anyone under 18.

13Changes to this policy

We may update this policy as the platform and our legal obligations evolve. Material changes will be reflected in the "last updated" date above and, where appropriate, communicated to account holders.

14Contact us

Questions about this policy or about how your information is handled can be sent to privacy@riskmindinsurance.com, or by mail to RiskMind Insurance LLC. We will route your request to the right team and respond promptly.