Privacy Policy

Last updated: May 2026

1. Who We Are

PolicyPing is a product of PolicyPing, an insurance technology company based in Ghana. We provide a full insurance operations platform for insurance professionals in Ghana — covering policy management, premium quotations, automated WhatsApp renewal reminders, claims tracking, commission management, and more.

For privacy-related enquiries, contact us at support@policyping.net.

2. What Information We Collect

We collect the following types of information:

  • Account information: Your name, email address, company name, NIC licence number, and WhatsApp number when you register.
  • Policy data: Client names, phone numbers, policy numbers, insurer names, policy types, expiry dates, and premium amounts that you upload or enter.
  • Quotation data: Premium calculations, risk details, and quotation records you generate on the platform.
  • Payment information: Billing details are processed by Paystack. We do not store credit card or mobile money account details directly.
  • Usage data: Information about how you use the platform, including reminders sent, login times, and feature usage.
  • Communications: Support enquiries and messages you send to us.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the PolicyPing service
  • Send WhatsApp renewal reminders to your clients on your behalf
  • Send you daily morning renewal summaries and platform notifications
  • Process credit top-up payments through Paystack
  • Send you transactional emails (password resets, payment confirmations)
  • Power the Ping AI assistant to respond to your queries
  • Respond to your support requests
  • Improve and develop the service

4. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We share data only with:

  • Paystack — for payment processing. Paystack's privacy policy applies to all payment data.
  • WhatsApp / Meta — messages sent to your clients are delivered through WhatsApp's infrastructure. Meta's policies apply to message delivery.
  • Anthropic — the Ping AI assistant is powered by Anthropic's Claude API. Conversation messages sent to Ping may be processed by Anthropic's systems. Anthropic does not use API data to train its models by default.
  • DigitalOcean — our cloud infrastructure provider. All data is hosted on servers in the Frankfurt, Germany (EU) data centre.
  • Legal requirements — where disclosure is required by Ghanaian law, regulation, or court order, or to protect our legal rights.

5. Where Your Data Is Stored

All PolicyPing data is stored on dedicated servers hosted by DigitalOcean in the Frankfurt, Germany data centre. The database is not publicly accessible — it is only reachable by the application server. All data is transmitted exclusively over HTTPS (TLS encryption).

6. Your Client Data

As a PolicyPing user, you act as a data controller for your clients' personal information. You are responsible for ensuring you have the right to upload and process your clients' personal data through PolicyPing. You should inform your clients that their contact details may be used to send them WhatsApp renewal reminders on your behalf. Your clients may opt out of reminders at any time by replying STOP to any message.

7. Data Security

We implement industry-standard security measures including:

  • HTTPS-only access — all traffic is encrypted in transit
  • Passwords are bcrypt-hashed — never stored in plain text
  • Authentication via short-lived JWT tokens (15-minute expiry)
  • Database not exposed to the public internet
  • Optional two-factor authentication (2FA) for your account

No system is completely secure. We cannot guarantee absolute security but we take all reasonable steps to protect your data.

8. Data Retention

We retain your account data for as long as your account is active. If you close your account, we will delete your data within 30 days, except where we are required to retain it for legal or regulatory reasons. Policy and quotation data you delete is removed immediately from the platform.

9. Your Rights

Under the Ghana Data Protection Act 2012 and applicable law, you have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Request deletion of your account and data
  • Export your policy data at any time via the Export function in the platform
  • Object to processing of your data for marketing purposes
  • Withdraw consent where processing is based on consent

To exercise any of these rights, email us at support@policyping.net. We will respond within 14 days.

10. Cookies

PolicyPing uses only essential cookies and browser storage required for authentication and session management (e.g. keeping you logged in). We do not use advertising, analytics, or tracking cookies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by a notice within the platform. The "Last updated" date at the top of this page will always reflect the most recent revision. Continued use of PolicyPing after changes constitutes acceptance of the updated policy.

12. Contact

For any questions, concerns, or requests relating to this Privacy Policy or how we handle your data: