Privacy Policy

1. Introduction

This Privacy Policy explains how PolicyPat ("we", "us") collects, uses and protects information when your organisation ("you", "your tenant") uses the PolicyPat platform to administer funeral policy records. It covers both your organisation's account data and the policyholder data your team enters into the system.

2. Information we collect

• Account & billing information — company name, admin username and email, and subscription details, collected when you sign up.
• Policy data you enter — policyholder, spouse, child, extended family and beneficiary details, banking details, payment records and uploaded documents (e.g. ID copies, signed forms) that your team captures in the system.
• Usage data — basic access logs (timestamps, IP address, browser) generated as part of normal operation of a hosted web application.

3. How we use it

We use this information to operate the platform, process payments and subscriptions, send account-related email (invites, password resets, service notices), and to provide support when you contact us. We do not sell your data or your policyholders' data to third parties.

4. Data storage & security

Application infrastructure runs on Google Cloud. Uploaded documents are stored in a private cloud storage bucket and served only via short-lived, signed URLs — nothing is public by default. Every policy record, payment and document is scoped to your organisation's tenant; there is no shared visibility across accounts.

5. Third-party processors

We use a small number of specialist providers to run the service: a payment processor to handle subscription billing, a transactional email provider to deliver account and invite emails, and a cloud infrastructure provider for hosting and storage. Each only receives the information it needs to perform its function.

6. Data retention

We retain your organisation's data for as long as your account is active. If you close your account, we retain data for a limited period to allow recovery from accidental deletion, after which it is permanently removed, except where we're required to keep records for longer to meet a legal obligation.

7. Your rights

You may request access to, correction of, or deletion of your organisation's data by contacting us. Requests relating to a specific policyholder's data should generally go through the funeral insurer or burial society that holds that policy, since they are the data controller for their policyholders.

8. Cookies

We use a session cookie to keep you signed in. We don't use third-party advertising or analytics trackers on this site.

9. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the date at the top of this page.

10. Contact

Questions about this policy can be sent to our support team through your account, or via the contact details on our homepage.