PolicySnap Terms of Service

1. What PolicySnap Does

PolicySnap is a software platform that allows insurance agencies and other authorized businesses to request, collect, organize, and retrieve client photos, documents, information, intake forms, and electronic signatures through web-based and mobile applications.

Agencies and agents may send clients secure, time-limited links through text message, email, or other supported communication channels. Clients can use those links to submit requested materials without creating a PolicySnap account. Submitted materials are made available to the requesting agent and authorized agency users.

PolicySnap is a technology provider. We are not an insurance carrier, insurance agency, broker, legal advisor, or custodian of Customer’s official insurance records. We do not provide insurance advice, determine coverage, bind insurance, or guarantee that collected information satisfies any carrier, underwriting, regulatory, or legal requirement.

We may update, improve, or modify the Service from time to time. We will not materially reduce core paid functionality during an active subscription without providing reasonable notice, except where necessary for security, legal compliance, or service integrity.

2. Accounts and Authorized Users

Customer is responsible for maintaining accurate account information and for all activity conducted through its account by its owners, administrators, employees, contractors, and other individuals invited or authorized to use the Service (“Authorized Users”).

All Authorized Users invited by Customer are subject to this Agreement. Customer is responsible for ensuring that each Authorized User is informed of and complies with these Terms. Any act or omission of an Authorized User in connection with the Service will be treated as an act or omission of Customer for purposes of this Agreement.

Customer represents that it has authority to grant Authorized Users access to the Service and to bind its organization to the obligations arising from their use. Authorized Users do not need to enter into separate subscription agreements, but PolicySnap may require them to acknowledge applicable user terms, privacy notices, or acceptable-use requirements before accessing the Service.

Customer’s designated Agency Admin is responsible for managing team-member access, assigning appropriate permissions, removing access when an individual is no longer authorized, and managing the checklist items, templates, and forms configured for the agency.

Each Authorized User must maintain the confidentiality of their login credentials. Accounts may not be shared between individuals. Customer must promptly notify PolicySnap of any suspected unauthorized access or security incident involving its account.

Clients do not create accounts to respond to requests. Access to a client request is provided through a unique, time-limited link or another secure access method supported by the Service.

3. Subscription, Billing, and Payment

The Service is offered under the subscription plan selected during signup or as otherwise agreed in writing. Pricing, included users, request limits, usage allowances, and applicable overage charges are displayed during checkout or in Customer’s billing settings. Current plan information may also be found at getpolicysnap.com/#pricing.

Customer authorizes PolicySnap and its payment processor to charge the payment method on file for subscription fees, applicable overages, and other authorized charges. Subscriptions automatically renew for successive billing periods unless canceled before the next renewal date.

If a free trial is offered, the trial length and applicable terms will be disclosed during signup. Unless otherwise stated, the subscription will begin and the payment method will be charged when the trial ends if Customer has not canceled.

Customer may cancel its subscription through the account billing settings or by contacting support. Cancellation takes effect at the end of the current paid billing period unless otherwise stated. Fees already paid are nonrefundable except as required by law or expressly provided in this Agreement.

Customer is responsible for applicable taxes, excluding taxes based on PolicySnap’s net income. PolicySnap may suspend or restrict access for overdue payments after providing reasonable notice and an opportunity to update payment information.

4. Ownership of Customer Data

“Customer Data” means all information, photos, documents, forms, signatures, files, and other content submitted to or collected through the Service by Customer, Authorized Users, or Customer’s clients.

As between Customer and PolicySnap, Customer and its clients retain ownership of their respective Customer Data. PolicySnap does not claim ownership of Customer Data and will not sell Customer Data to third parties.

Customer grants PolicySnap a limited license to host, process, transmit, store, display, and otherwise use Customer Data solely as necessary to provide, maintain, secure, and support the Service, comply with applicable law, and carry out Customer’s instructions.

Customer is responsible for the accuracy, legality, and content of Customer Data and for obtaining all rights, permissions, notices, and consents necessary to collect and process that data through PolicySnap.

5. Data Retention and Customer Recordkeeping

PolicySnap is a temporary collection and workflow platform, not a permanent records archive.

PolicySnap will not retain request-related client information in its active production systems for more than 30 days after the initial request creation date. Request-related client information includes uploaded photos, documents, completed intake forms, signatures, and other files or information collected from clients through a request.

The 30-day retention period begins when the request is initially created, not when the client completes the request or submits the final item. Customer acknowledges that request-related client information will be permanently deleted from active production systems at the end of the retention period and may not be recoverable.

Customer is solely responsible for downloading, exporting, and securely saving any information or documents it wishes or is required to retain for longer than 30 days. Customer must establish its own procedures to retrieve and retain required records before deletion.

Customer is responsible for complying with all applicable insurance carrier, legal, regulatory, and business recordkeeping requirements. This includes retaining insurance applications, underwriting materials, client communications, signed documents, and any other records that Customer is required to maintain.

PolicySnap does not undertake to maintain Customer’s official records, determine applicable retention requirements, or preserve client information beyond the stated retention period. Customer should not rely on PolicySnap as its sole or permanent storage location for client records.

Limited copies may remain temporarily in secure backups consistent with PolicySnap’s backup and deletion procedures, or may be retained where required by applicable law, security obligations, or legitimate dispute resolution. Such copies are not intended to serve as a customer-accessible archive and may not be available for restoration.

Account-level information, billing records, audit records, and other administrative data may be retained for different periods as described in our Privacy Policy or as required by law.

6. Insurance Carrier Authorization and Compliance

Customer is solely responsible for determining whether its use of PolicySnap is permitted by the insurance carriers, broker-dealers, agencies, networks, or other organizations it represents or with which it is affiliated.

Customer is responsible for obtaining any required permission, approval, authorization, or consent from the insurance carriers it represents before using PolicySnap to collect, transmit, process, or store client information. PolicySnap does not obtain carrier approval on Customer’s behalf and does not represent that any carrier has approved or authorized the Service.

Customer is responsible for reviewing and complying with all applicable carrier agreements, technology policies, data-security requirements, privacy requirements, and restrictions on third-party software or client information.

Customer agrees not to use PolicySnap in a manner that violates any applicable carrier requirement or contractual obligation. PolicySnap is not responsible for Customer’s failure to obtain required approvals or for any disciplinary, contractual, or other consequences arising from unauthorized use.

7. Client Consent and Communications

Before sending a request to a client through PolicySnap, Customer and its Authorized Users must obtain the client’s verbal consent to receive the request and related communications through the contact information provided.

Customer is responsible for obtaining verbal consent from each client before sending a request. PolicySnap does not obtain that consent on Customer’s behalf.

Customer must also obtain any additional consent required by applicable law, regulation, or messaging-provider requirements, including consent for SMS or email communications where applicable. Customer is responsible for providing required disclosures, maintaining appropriate records of consent, and honoring opt-out or withdrawal requests.

Customer represents and warrants that it has a lawful basis to contact each recipient and to collect, transmit, and process the client information requested through the Service. Customer is responsible for ensuring that its Authorized Users follow these consent requirements.

PolicySnap may provide tools to assist with consent documentation and communication preferences, but those tools do not transfer Customer’s legal responsibility to PolicySnap. We may suspend messaging functionality if we reasonably believe communications violate applicable law, provider requirements, or this Agreement.

Message and data rates may apply. Recipients may reply STOP to opt out of text messages at any time. Customer is responsible for honoring opt-out requests and must not attempt to circumvent recipient preferences.

Message delivery is not guaranteed and may be affected by carrier filtering, incorrect contact information, recipient settings, or third-party outages. Applicable messaging and usage charges may be billed according to Customer’s plan.

8. Customer Responsibility for Client Information

Customer is responsible for determining what information it is permitted to request from clients and whether the Service is appropriate for collecting that information.

Customer must ensure that it has all necessary rights, permissions, carrier approvals, and client consents before submitting or collecting information through PolicySnap. Customer is responsible for the accuracy, legality, and content of Customer Data and for its own compliance with applicable privacy, insurance, and recordkeeping requirements.

PolicySnap provides the technology used to facilitate collection and does not independently verify Customer’s authority to collect information, the sufficiency of client consent, or compliance with carrier-specific requirements.

Customer must not submit information to PolicySnap that it is prohibited from collecting, processing, or transmitting through a third-party service.

9. Electronic Signatures and Documents

PolicySnap may provide electronic signature functionality through third-party service providers. Customer is responsible for determining whether electronic signatures are appropriate and legally sufficient for its intended documents and transactions.

Customer must ensure that all required parties consent to electronic transactions and that documents comply with applicable laws, carrier requirements, and Customer’s own policies. PolicySnap does not provide legal advice regarding document enforceability, signature validity, or required retention periods.

Customer is responsible for downloading and retaining completed signed documents, certificates of completion, audit trails, and other signature-related records before they are deleted under the applicable retention policy. PolicySnap does not guarantee that a document will remain available through a third-party signature provider after deletion from PolicySnap.

10. Privacy and Security

PolicySnap will maintain reasonable administrative, technical, and organizational safeguards designed to protect Customer Data against unauthorized access, loss, alteration, and disclosure.

Customer acknowledges that no internet-based service can guarantee absolute security. Customer is responsible for using appropriate account security measures, managing Authorized User access, and ensuring that its own devices and systems are secure.

Customer is responsible for complying with privacy, data protection, insurance, and information-security laws applicable to its business and clients.

PolicySnap’s collection and processing of personal information are further described in our Privacy Policy. Where required, the parties may enter into a separate Data Processing Agreement or other applicable data protection addendum.

11. Acceptable Use

Customer and its Authorized Users may not use the Service to:

• Violate any applicable law, regulation, carrier requirement, or third-party right.
• Request or submit information they are not legally authorized to collect or share.
• Send spam, deceptive messages, or communications without required consent.
• Attempt to access another agency’s data, requests, or account.
• Upload malicious code or unlawful, fraudulent, or harmful content.
• Interfere with the Service or attempt unauthorized access to its systems.
• Reverse engineer, copy, resell, or exploit the Service except as expressly permitted by law or written agreement.
• Circumvent subscription limits, security controls, or usage restrictions.
• Use the Service in a manner that materially threatens the security, availability, or integrity of PolicySnap or its users.

We may suspend or restrict access where reasonably necessary to prevent harm, address a security threat, comply with law, or investigate a material violation.

12. Third-Party Services

PolicySnap relies on third-party providers for certain functionality, which may include payment processing, cloud hosting, SMS and email delivery, electronic signatures, and other integrations.

Customer acknowledges that third-party services may be subject to their own terms, availability, and technical limitations. PolicySnap is not responsible for third-party services outside our reasonable control, although we will use commercially reasonable efforts to maintain and restore functionality within our control.

Customer authorizes PolicySnap to transmit Customer Data to applicable service providers as necessary to perform the Service and in accordance with our Privacy Policy and contractual obligations.

13. Intellectual Property

PolicySnap and its licensors retain all rights, title, and interest in the Service, including software, designs, trademarks, documentation, and related intellectual property.

Subject to this Agreement and payment of applicable fees, PolicySnap grants Customer a limited, nonexclusive, nontransferable right to access and use the Service for its internal business purposes during the subscription term.

Customer grants PolicySnap permission to use feedback or suggestions voluntarily provided about the Service to improve our products, without obligation or compensation, provided we do not publicly disclose Customer’s confidential information.

14. Confidentiality

Each party may receive nonpublic business, technical, or financial information from the other party (“Confidential Information”). The receiving party will use reasonable care to protect Confidential Information and will use it only as necessary to perform or exercise rights under this Agreement.

Confidential Information does not include information that is publicly available without breach, independently developed, lawfully received from another source, or already known without a confidentiality obligation.

A party may disclose Confidential Information where required by law, provided it gives notice when legally permitted and reasonably cooperates with efforts to limit the disclosure.

15. Service Availability and Disclaimer

PolicySnap will use commercially reasonable efforts to make the Service available and functional. However, the Service may experience scheduled maintenance, interruptions, errors, or outages.

Except as expressly stated in this Agreement, the Service is provided “as is” and “as available” to the maximum extent permitted by law. PolicySnap disclaims implied warranties of merchantability, fitness for a particular purpose, and noninfringement.

PolicySnap does not guarantee uninterrupted operation, delivery of every communication, completion of every client request, acceptance of any document by an insurance carrier, or that use of the Service will satisfy Customer’s legal or regulatory obligations.

Customer remains responsible for verifying the accuracy and completeness of information used in its business.

16. Limitation of Liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost business, or loss of goodwill, arising from this Agreement.

PolicySnap’s total aggregate liability arising out of or relating to this Agreement will not exceed the total fees paid or payable by Customer to PolicySnap during the 12 months immediately preceding the event giving rise to the claim.

The foregoing limitations do not apply to liabilities that cannot legally be limited, and do not limit Customer’s payment obligations or either party’s liability for fraud or willful misconduct.

17. Indemnification

Customer agrees to defend, indemnify, and hold harmless PolicySnap and its officers, employees, and affiliates from third-party claims, damages, liabilities, and reasonable expenses arising from Customer’s unlawful use of the Service, Customer Data, violation of third-party rights, failure to obtain required carrier approvals, or failure to obtain required client consents, except to the extent caused by PolicySnap’s own breach, negligence, or misconduct.

PolicySnap will defend Customer against third-party claims alleging that the Service, as provided by PolicySnap, infringes a United States intellectual property right, subject to customary exclusions for Customer Data, unauthorized modifications, and combinations not supplied by PolicySnap.

18. Termination and Suspension

This Agreement remains in effect while Customer maintains an account or subscription. Customer may terminate by canceling its subscription and ceasing use of the Service.

PolicySnap may terminate or suspend the Agreement for a material breach that remains uncured for 30 days after written notice, or immediately where necessary to address unlawful activity, a serious security threat, or circumstances that cannot reasonably be cured.

Upon termination, Customer’s right to access the Service ends. Customer is responsible for exporting required records before termination or expiration. PolicySnap may delete Customer Data according to its retention and deletion policies and is not obligated to maintain access after termination.

Sections intended by their nature to survive termination, including payment obligations, intellectual property, confidentiality, disclaimers, liability limitations, indemnification, and dispute provisions, will survive.

19. Changes to These Terms

PolicySnap may update this Agreement from time to time. We will provide reasonable advance notice of material changes through email, in-app notification, or another appropriate method.

Material changes will take effect on the date stated in the notice. Continued use of the Service after the effective date constitutes acceptance of the updated Agreement. If Customer does not agree to a material change, Customer may cancel its subscription before the change takes effect.

20. Governing Law and Disputes

This Agreement is governed by the laws of the State of Utah, without regard to conflict-of-law principles.

The parties agree to first attempt to resolve disputes through good-faith negotiations. If a dispute cannot be resolved, the state and federal courts located in Salt Lake County, Utah, will have exclusive jurisdiction, and each party consents to those courts.

Nothing in this section prevents either party from seeking emergency injunctive relief to protect confidential information, intellectual property, or security interests.

21. General Terms

This Agreement, together with the Privacy Policy, applicable order or subscription details, and any signed addenda, constitutes the entire agreement between the parties regarding the Service.

Customer may not assign this Agreement without PolicySnap’s prior written consent, except in connection with a merger, acquisition, or sale of substantially all assets. PolicySnap may assign this Agreement in connection with a corporate reorganization, merger, acquisition, or sale of assets.

If any provision is held unenforceable, the remaining provisions will remain in effect. Failure to enforce a provision does not constitute a waiver. Neither party is liable for delays caused by events beyond its reasonable control, excluding payment obligations.

22. Contact Us

Questions about these Terms can be directed to:

PolicySnap LLC
8977 S 1300 W Unit #529
West Jordan, UT 84088
support@getpolicysnap.com
https://www.getpolicysnap.com