Privacy Policy

This Privacy Policy explains how Insurance Cloud Limited collects, uses, stores, shares, and protects personal information when users access or use InsCloud Go, including the mobile application, web portal, and related services.

By using InsCloud Go, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Who We Are

InsCloud Go is operated by:

For purposes of applicable data protection laws, Insurance Cloud Limited may act as a data controller where it determines how and why personal data is processed, and as a data processor where it processes data on behalf of insurers, agencies, associations, or other partners.

2. Information We Collect

We may collect the following categories of information:

a) Account and Identity Information

• Full name
• Phone number
• Email address
• National ID or other identification details where required
• KRA PIN where applicable
• Agency, insurer, or association details
• Membership number
• Login credentials or OTP verification details

b) Insurance and Business Information

• Client or customer details entered by agents
• Policy details
• Quotation information
• Premium register details
• Renewal information
• Claims or service request information
• Membership subscription information
• Event booking and attendance information
• Payment references and transaction records

c) Device and Technical Information

• Device type
• Operating system
• App version
• IP address
• Login activity
• Usage logs
• Error logs
• Security and audit logs

d) Payment Information

Where payments are made through InsCloud Go, we may collect transaction references, payment status, amount paid, payer details, and related confirmation data. We do not store sensitive card details unless explicitly stated and handled through an approved payment provider.

e) Support and Communication Data

When you contact us, we may collect your name, contact details, issue description, screenshots, attachments, and communication history.

3. How We Use Your Information

We use personal information for the following purposes:

• To create and manage user accounts
• To verify users through OTP or other authentication methods
• To provide insurance quotation, policy, membership, event, and related services
• To process payments and reconcile transactions
• To support AKPIA or other association membership services where applicable
• To provide customer support
• To improve system performance and user experience
• To prevent fraud, unauthorized access, abuse, or misuse of the platform
• To maintain audit trails and activity logs
• To comply with legal, regulatory, tax, accounting, and insurance industry obligations
• To send service notifications, system updates, and important account information

We may also use anonymized or aggregated data for analytics, reporting, service improvement, and business planning.

4. Legal Basis for Processing

We process personal data where one or more of the following applies:

• The processing is necessary to provide the service requested by the user
• The user has given consent
• The processing is required for compliance with legal or regulatory obligations
• The processing is necessary for legitimate business interests, such as security, fraud prevention, service improvement, and audit logging
• The processing is necessary for performance of a contract with users, agencies, insurers, associations, or partners

5. Sharing of Information

We may share personal information with:

• Associations such as AKPIA where membership or event services are used
• Payment service providers
• SMS, email, hosting, cloud, and technology service providers
• Regulators, law enforcement, courts, or government authorities where legally required
• Professional advisers such as auditors, lawyers, or consultants
• Internal staff and authorized administrators who require access to provide support or manage the platform

We do not sell personal data to third parties.

6. User Activity Logs

InsCloud Go may record user activity logs for security, accountability, compliance, and support. These logs may include login activity, records created or updated, reports generated, filters used, approvals, payment confirmations, and other important system actions.

These logs help answer questions such as who accessed, created, changed, approved, downloaded, or generated specific records or reports.

7. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, legal compliance, audit, accounting, dispute resolution, and regulatory obligations.

Where data is no longer required, we may delete, anonymize, archive, or securely restrict access to it in accordance with applicable law.

8. Data Security

We apply reasonable technical and organizational safeguards to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

• User authentication
• Role-based access control
• Secure hosting environments
• Audit trails
• Encryption where appropriate
• Regular backups
• Access monitoring
• Security reviews
• Administrative access controls

However, no system can guarantee absolute security. Users are responsible for keeping their login details, OTPs, and devices secure.

9. Your Rights

Subject to applicable law, you may have the right to:

• Access your personal data
• Request correction of inaccurate or outdated data
• Request deletion of data where legally allowed
• Object to certain processing
• Request restriction of processing
• Request data portability where applicable
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Office of the Data Protection Commissioner

To exercise your rights, contact us at [Insert Privacy Email]. We may need to verify your identity before acting on your request.

10. Children’s Privacy

InsCloud Go is intended for use by insurance agents, agencies, insurers, associations, and other authorized business users. It is not intended for use by children.

We do not knowingly collect personal information from children without appropriate legal basis or required consent.

11. Third-Party Services

InsCloud Go may contain integrations or links to third-party services, including payment providers, SMS providers, email providers, insurer systems, or association systems.

We are not responsible for the privacy practices of third-party services. Users should review the privacy policies of those third parties where applicable.

12. International Data Transfers

Where necessary, personal information may be stored or processed outside Kenya by our service providers or technology partners. Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place in accordance with applicable data protection laws.

13. Marketing and Service Communications

We may send users service-related messages such as OTPs, transaction confirmations, system updates, renewal reminders, event notifications, and important account alerts.

Where we send marketing or promotional messages, users may opt out where applicable. Important service or security communications may still be sent even if a user opts out of marketing messages.

14. Data Breach Notification

If we become aware of a personal data breach that is likely to result in risk to users’ rights and freedoms, we will take appropriate steps in accordance with applicable law, including notifying relevant parties where required.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the “Last Updated” date above.

Where changes are material, we may notify users through the app, email, SMS, or other appropriate communication channels.

16. Contact Us

For questions, requests, or complaints about this Privacy Policy or how we handle personal data, contact: