Privacy Policy

1. Who We Are

InsuranSync is a lead and team management platform for life insurance agents and agencies in the Philippines, operated by Quintara Technologies Inc. (Avocado Dr., Talon Singko, Las Piñas, Metro Manila, Philippines). In this policy, “we”, “us”, and “our” refer to Quintara Technologies Inc..

Our role depends on the data involved. We act as the personal information controller for the account, billing, and usage data of the agents and agencies who subscribe to the Service. For the lead, client, and beneficiary information that agents upload into the platform, the subscribing agent or agency is the personal information controller and we act as their personal information processor, handling that data only to provide the Service.

You may reach our Data Protection Officer at hello@insuransync.com.

2. Personal Data We Collect

We collect the following categories of personal data:

Account & profile data

• Your name, email address, password (stored only as a secure hash), role, agent code, and the team or organization you belong to.
• Optional profile details you choose to add, such as an avatar, your BIR withholding-tax rate (used for commission computations), and a saved electronic signature image.

Lead, client & beneficiary data (uploaded by agents)

When you use the platform to manage your prospects and clients, you may store personal data about those individuals, including:

• Identity and contact details — full name, date of birth, gender, civil status, nationality, government ID type and number, email, phone numbers, and address.
• Employment and financial details — employment status, employer, occupation, and annual income.
• Health information relevant to insurance — smoking status, height and weight, pre-existing conditions, and family medical history. This is sensitive personal information.
• Beneficiary details — names and relationships of the persons your leads or policyholders designate as beneficiaries.

Policy data

• Policy owner, insured, and beneficiary details, coverage amounts, premiums, payment schedules, and commission records you record against a policy.

Billing & payment data

• Your billing name, email, address, and Tax Identification Number (TIN) used to issue invoices.
• Proof-of-payment uploads — screenshots or files you submit for GCash or bank transfers, along with the reference number and amount you enter.
• We do not use a third-party card processor and do not collect or store payment card numbers. Payments are made manually via GCash or bank transfer.

Content & communications

• Messages and file attachments you send through in-app chat, support tickets you open, and documents or files you create or upload (e.g., ISync Docs, ISync Drive, presentations).

Technical & security data

• IP address, browser/user-agent, and a record of key actions (such as creating or changing records) kept in our audit logs and server logs for security and troubleshooting.
• We do not use third-party analytics, advertising, or behavioural tracking.

Public Advisor Portfolio

• If you choose to publish a public Advisor Portfolio, the information you include (such as your name, photo, bio, and contact details) is made publicly visible and may be indexed by search engines. Publishing a portfolio is entirely optional.

3. How We Use Your Data

We process personal data for the following purposes:

• To provide, maintain, secure, and improve the InsuranSync platform
• To manage your subscription, verify payments, and issue invoices and receipts
• To authenticate users and prevent unauthorized access and fraud
• To respond to support requests and inquiries
• To send transactional emails (e.g., password resets, subscription and payment notices) through our mail service
• To operate the referral and rewards program, where you participate
• To comply with our legal, tax, and regulatory obligations under Philippine law

We do not sell, rent, or trade your personal data to third parties for their own marketing purposes.

4. Legal Basis for Processing

Under the Data Privacy Act of 2012, we process data on the following bases:

• Contractual necessity — processing required to deliver the Service you subscribed to.
• Consent — for optional features (such as publishing a public Advisor Portfolio) and any marketing communications; you may withdraw consent at any time.
• Legitimate interests — security monitoring, fraud prevention, and product improvement.
• Legal obligation — compliance with Philippine laws and lawful requests from competent authorities.

Where we act as a processor for the lead, client, and beneficiary data you upload, you are responsible for ensuring you have a valid legal basis (such as the data subject’s consent) for collecting and processing it.

5. Cookies

We use only strictly-necessary cookies required to operate the Service. We do not use advertising, marketing, or third-party tracking cookies. The cookies we set are:

• auth_token — a secure, HttpOnly cookie that keeps you signed in. It cannot be read by JavaScript and is used only to authenticate your requests.
• tenant_slug — a functional cookie that identifies which workspace your requests belong to so they are routed correctly.

6. Data Sharing and Sub-processors

We share data only with the service providers needed to run the platform, subject to confidentiality obligations. These include:

• Cloud infrastructure and hosting providers that store the application and database
• An email (SMTP) delivery service we configure to send transactional emails only
• Our self-hosted real-time messaging service that powers in-app chat and notifications

There is no third-party payment processor — payments are handled manually. We may also disclose personal data when required by law, court order, or other legal process, or to protect the rights, property, or safety of Quintara Technologies Inc., our users, or the public.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Upon account termination, we retain your data for 30 days to allow for data export, after which it is permanently deleted from our systems. Certain records, such as invoices and payment records, may be retained for longer where required for legal, tax, or accounting purposes.

8. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission (HTTPS/TLS), hashed passwords, encryption-at-rest for sensitive configuration secrets, private (non-public) storage for payment proofs and chat/support attachments, role-based access controls, and regular security reviews.

In the event of a personal data breach that may adversely affect you, we will notify the National Privacy Commission (NPC) and affected individuals within 72 hours of discovery, as required by the Data Privacy Act.

9. Your Rights as a Data Subject

Under the Data Privacy Act of 2012, you have the following rights with respect to your personal data:

• Right to be informed — to know what data we collect and how it is used.
• Right to access — to request a copy of the personal data we hold about you.
• Right to rectification — to correct inaccurate or incomplete personal data.
• Right to erasure — to request deletion of your personal data under certain circumstances.
• Right to data portability — to receive your data in a structured, machine-readable format.
• Right to object — to object to certain types of processing, including direct marketing.
• Right to lodge a complaint — to file a complaint with the National Privacy Commission (NPC) at www.privacy.gov.ph.

If you are a lead, client, or beneficiary whose data was entered by an agent, please contact that agent or agency (the controller of your data) directly; we will support them in responding to your request. To exercise your rights with us, contact us at hello@insuransync.com. We will respond within 15 business days.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page with an updated “Last updated” date and, where appropriate, by sending an email notification. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.