Privacy Policy

1. Information we collect

Covrion may process account information such as name and email address; organization and subcontractor contact information; payment records imported for audit-readiness analysis; uploaded COIs, W-9s and related evidence; subscription and billing status; and technical logs needed to operate and secure the service.

2. How we use information

We use information to provide authentication, organize subcontractor records, extract document fields, reconcile payments against coverage periods, generate audit-readiness reports, maintain renewal and activity workflows, manage subscriptions, detect operational issues, and improve service reliability.

3. Uploaded documents and AI processing

Uploaded documents are stored privately and may be processed by third-party infrastructure and AI service providers solely to provide features such as field extraction, classification and reconciliation. Covrion is designed to flag uncertain extractions for review rather than treat AI output as authoritative.

Account recovery and security emails

We use the registered email address to send requested password-reset links and password-change notifications through our email delivery provider. Reset-token hashes and expiry times support single-use recovery; request records contain a hash of the normalized email address for abuse prevention. Expired tokens and request records older than 24 hours are eligible for cleanup during reset requests. Daily maintenance is configured but depends on a paid hosting plan; it is currently paused, so unused records can remain longer. Deletion from the active database does not immediately erase provider logs or backups.

The guided support tool on the Help page creates a template in your browser. It does not automatically include your account records, browsing details or uploaded files. Copying a template or opening your email app does not send a support request; you review and send it yourself.

4. Payments

Subscription payments are processed by Stripe. Covrion does not store full payment-card numbers. Stripe may process billing information under its own privacy terms.

5. Service providers and analytics

We use service providers for hosting, database, file storage, AI processing, authentication and payments. Visitor analytics and custom product analytics are disabled in this release. Operational and security logs remain necessary to run the service. Third-party services such as Stripe handle information under their own privacy terms.

Browser storage and local planning

Authentication uses session cookies. Saved resource links, public checklist progress, planning dates, workspace view preferences and theme preferences may be stored in your browser. Public planning selections are not synced to your account. Browser storage remains until you clear it or the browser removes it; it may be visible to others using the same browser profile.

Use the controls above to clear public planning data. Workspace saved views have their own delete controls. Downloaded summaries and calendar files remain wherever you save them and must be removed separately. Clearing local planning data does not delete account or workspace records.

6. Data sharing

We do not sell customer data. We may disclose information to service providers, when required by law, to protect the service or its users, or in connection with a business transaction such as a merger or acquisition.

7. Data retention and deletion

We retain account and workspace information for as long as reasonably necessary to provide the service, maintain records, resolve disputes, enforce agreements and satisfy legal obligations. Authorized users can delete individual evidence files from the workspace; Covrion first requests deletion of the private source object and only removes the document record after storage confirms success. Activity history may retain the filename, document type and subcontractor name. Previously issued upload links remain usable until they expire. To address late uploads, Covrion keeps a separate cleanup record containing the file key and organization identifier. Cleanup records are removed only after a successful recheck at least seven days after deletion. Scheduled storage rechecks are currently paused because they require a paid hosting plan; cleanup records remain pending until maintenance resumes. Failed or conflicting checks retain the cleanup record for further review. This is not immediate revocation or deletion of backups, activity history or downloaded copies. Contact us for a broader erasure request. Customers should maintain their own source records and should not treat Covrion as the sole legal archive of insurance or tax documentation.

Backups, exports and recovery

Database backups and private source files are separate. A database export contains records and file references; it does not include the source-file bytes. Provider-managed database restoration requires coordination with the hosting provider. Deleting a live record does not immediately remove older backup copies, and a restore can reintroduce older records. Restoration must include a review of deletion requests and file references before customer access resumes. Keep independent source copies; recovery of a deleted file is not guaranteed.

8. Security

Covrion uses access controls, tenant-scoped application logic, private document storage and server-side handling of sensitive integrations. No internet service can guarantee absolute security.

9. Your choices

Customers may update workspace records through the service. For access, correction, deletion or other privacy requests, email syndicatehubllc@gmail.com with the subject “Covrion privacy request”. Include your account email and the type of request; do not send passwords, W-9s or other sensitive documents by ordinary email. We may need to verify your identity and authority before acting. Additional rights and exceptions may apply depending on jurisdiction.

Privacy requests about workspace records

If a business uploaded information about you, identify that business when making a request so we can determine who is authorized to act. You may request access, correction, deletion or a portable copy of personal information, subject to applicable law, identity verification and the rights of others. To ask us to reconsider a request decision, reply with the subject “Covrion privacy appeal” and describe the decision; do not include sensitive source documents. We will assess applicable rights and explain any restrictions that prevent us from fulfilling the request.

10. Children

Covrion is a business software service and is not directed to children.

11. Changes

We may update this policy as Covrion evolves. Material changes should be reflected by an updated effective date and, where appropriate, notice within the service.