Privacy Policy

HawkSoft Policy Uploader · Last updated 2026-07-05

Template pending legal review. This is a good-faith starting draft describing how the service actually handles data. Have it reviewed by counsel before relying on it.

Who we are

The HawkSoft Policy Uploader ("the Service") is operated by TCDS Insurance Agency. The Service lets an insurance agency upload policy declarations pages, have them read by AI, review the results, and write the policy into the agency's own HawkSoft management system.

What we process

HawkSoft credentials. Your HawkSoft agency ID, username, and password are used once at sign-in to obtain a temporary access token from HawkSoft. The password is never stored. Only the short-lived token is held in your server-side session (expires ~1 hour) to make requests on your behalf.
Uploaded documents. Declarations pages / policy PDFs you upload. These typically contain personal information about your insureds (names, addresses, dates of birth, vehicle/property details).
Account & usage data. Agency name, admin email, plan/status, and counts of uploads and writes.

Third-party AI processing (important)

To extract fields from an uploaded document, the document is sent to Anthropic, PBC (the "Claude" AI) for processing. This means declarations-page contents, including any personal information they contain, are transmitted to and processed by Anthropic under their terms and data-processing commitments. We send only what is needed to perform the extraction, and we do not use uploaded documents to train any model.

How long we keep documents

Uploaded PDFs are held only as long as needed to complete review and write-back. Once a document is successfully filed to your HawkSoft client record, the local copy is deleted. Documents that are never completed are automatically purged after a short retention window (default 7 days). We retain a tamper-evident audit record of each write (who/when/which policy and the document's cryptographic hash) for accountability and E&O purposes.

Storage & security

Data is stored on encrypted-at-rest cloud infrastructure, isolated per agency. Access is over HTTPS only. Passwords are not stored; access tokens are short-lived. We apply sign-in rate limiting and keep an authentication event log.

Your choices

You may request export or deletion of your agency's account data and any retained documents by contacting us. Because the Service writes into your own HawkSoft system, records written there are governed by your HawkSoft agreement.

Contact

Questions or data requests: tconn@insurebham.com.

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