1. Introduction
CommissionPilot ("CommissionPilot", "we", "us", or "our") is committed to protecting the privacy of your financial and business data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our commission tracking platform.
Data Roles: CommissionPilot acts as a data processor regarding the commission statements, policy data, and agent information you upload. We act as a data controller regarding your account, billing, and usage information.
2. Information We Collect
2.1 Information You Provide to Us
- Account Data: Name, email, phone number, agency name, NPN (National Producer Number).
- Financial & Commission Data: Commission statements (PDF/Excel), carrier contracts, compensation schedules, bank deposit records (if entered for reconciliation), and policyholder details contained within statements.
- Agent Data: Information about downline agents if you use the Platform for hierarchy management.
- Support Data: Content of messages sent to customer support.
2.2 Information Automatically Collected
- Usage Data: Features used, time spent on reconciliation screens, reports generated.
- Device Info: IP address, browser type, operating system.
- Cookies: Used for session management and analytics (see Section 7).
2.3 Information from Third Parties
We may receive data from:
- Payment Processors: Subscription transaction details.
- Integrations: If you connect a CRM or bank feed, we collect data authorized by that connection.
3. How We Use Your Information
3.1 Service Delivery
- Parsing & Processing: Extracting data from uploaded commission statements.
- Reconciliation: Matching expected commissions against received payments.
- Reporting: Generating income reports, projections, and agent split calculations.
- Account Management: Processing subscriptions and authentication.
3.2 Communication
- Sending alerts regarding missing commissions or statement processing errors.
- Product updates and support responses.
3.3 Analytics & Improvement
- Analyzing parsing accuracy to improve our algorithms.
- Aggregating anonymized data (e.g., "Average industry commission rates") without identifying specific users or agencies.
4. How We Share Your Information
We do not sell your Personal Information or Financial Data.
4.1 Service Providers
We share data with secure third parties who perform services on our behalf:
- Cloud Hosting: (e.g., AWS, Google Cloud) for secure data storage.
- OCR/Parsing Services: To extract text from PDF statements.
- Payment Processors: For subscription billing.
4.2 Legal Requirements
We may disclose information if required by court order, subpoena, or law enforcement.
4.3 Aggregated Data
We may share aggregated, non-identifiable industry trends (e.g., "Carrier X average processing time") that cannot be traced back to you or your clients.
5. Data Security
We treat commission data as highly sensitive. Our security measures include:
- Encryption: Data is encrypted in transit (TLS) and at rest (AES-256).
- Access Controls: Strict internal access controls; employees cannot view your specific commission statements unless necessary for support and authorized by you.
- Backups: Regular data backups to prevent loss.
Note: No system is 100% secure. You are responsible for securing your login credentials.
6. Data Retention
- Active Accounts: We retain your financial data for the life of your subscription to provide historical reporting.
- Deleted Accounts: Upon account termination, data is retained for a grace period (30-90 days) for recovery, then permanently deleted or anonymized.
7. Cookies
We use essential cookies for authentication and performance cookies to analyze platform stability. You can control cookies via your browser settings.
8. Your Rights
- Access & Export: You may export your commission data (CSV/Excel) at any time via the Platform.
- Correction: You can edit parsed data directly within the interface.
- Deletion: You may request account deletion by contacting support.
9. International Transfers
Your data may be processed in the United States. We ensure appropriate safeguards are in place for cross-border transfers.
10. Contact Us
Email: support@quotedeck.app
Website: commissionpilot.app