Terms of Service

Last updated: March 2025

1. Acceptance of Terms

By accessing or using PolicyPing (a product of PolicyPing), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the service. These terms apply to all users, including insurance brokers, agents, and any other professionals using PolicyPing to manage their insurance operations.

2. Description of Service

PolicyPing is a full insurance operations platform for insurance professionals in Ghana. The service allows you to:

  • Upload and manage client policy data across all classes of business
  • Calculate NIC Ghana-approved premiums using the built-in quotation engine
  • Send automated WhatsApp renewal reminder messages to your clients
  • Track claims, commissions, and client accounts
  • Receive daily morning summaries of upcoming renewals
  • Export and report on your policy portfolio

3. Account Registration

To use PolicyPing, you must register for an account using a valid email address. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activity that occurs under your account
  • Notifying us immediately of any unauthorised use of your account
  • Providing accurate and complete registration information

You must be at least 18 years old and have the legal authority to enter into these terms on behalf of yourself or your organisation.

4. Acceptable Use

You agree to use PolicyPing only for lawful purposes. You must not:

  • Use the service to send unsolicited messages or spam
  • Upload data for individuals who have not consented to receive WhatsApp communications from you
  • Attempt to gain unauthorised access to other users' accounts or our systems
  • Use the service in any way that violates WhatsApp's Terms of Service or policies
  • Resell, sublicense, or distribute access to the service without our written consent
  • Use automated tools to scrape, extract, or misuse data from the platform
  • Impersonate any person or entity or misrepresent your affiliation

5. Client Data and Consent

You are solely responsible for ensuring that:

  • You have obtained valid consent from your clients to contact them via WhatsApp
  • The personal data you upload (names, phone numbers, policy details) is accurate and lawfully obtained
  • You inform your clients that renewal reminders will be sent via WhatsApp on your behalf
  • You promptly honour any opt-out requests from clients who reply STOP

PolicyPing acts as a data processor on your behalf. You remain the data controller and bear full responsibility for compliance with applicable data protection laws.

6. Credits and Payments

PolicyPing operates on a credit-based model. Ping AI credits are used to power AI queries, document scans, and prospect searches. By purchasing credits:

  • Credits are purchased as one-off top-ups and never expire
  • All purchases are non-refundable except where required by applicable law
  • We reserve the right to change pricing with 30 days' notice
  • Every new account receives a free starting credit balance upon registration

Payment processing is handled by Paystack. By making a payment, you also agree to Paystack's terms of service.

7. Service Availability

We aim to maintain high availability of the PolicyPing service, but we do not guarantee uninterrupted access. The service may be temporarily unavailable due to:

  • Scheduled maintenance (we will notify users in advance where possible)
  • Unexpected technical issues or outages
  • Changes to WhatsApp's platform or API that affect message delivery
  • Third-party service provider disruptions

We are not liable for any losses arising from service unavailability or interruptions.

8. Intellectual Property

All content, features, and functionality of PolicyPing — including but not limited to the software, design, text, graphics, and logos — are owned by PolicyPing and protected by intellectual property laws. You may not copy, modify, distribute, or reverse engineer any part of the service without our prior written consent.

You retain ownership of all data you upload to PolicyPing. By uploading data, you grant us a limited licence to process and store it solely to provide the service to you.

9. Limitation of Liability

To the maximum extent permitted by law, PolicyPing shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

  • Loss of revenue, profits, or business opportunities
  • Failed or delayed WhatsApp message delivery
  • Data loss or corruption
  • Losses arising from your clients' failure to renew policies

Our total liability to you for any claim arising from your use of PolicyPing shall not exceed the total fees you paid in the three months preceding the claim.

10. Disclaimer of Warranties

PolicyPing is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the service will be error-free, uninterrupted, or that all messages will be delivered successfully. WhatsApp message delivery is subject to WhatsApp's infrastructure and policies, which are outside our control.

11. Termination

You may cancel your account at any time from the Billing section of your dashboard. We reserve the right to suspend or terminate your account immediately if you:

  • Breach these Terms of Service
  • Use the service in a way that could harm us, other users, or third parties
  • Engage in fraudulent use of the credit or payment system

Upon termination, your access to the service will end. You may export your policy data before termination using the Export function. Data will be deleted in accordance with our Privacy Policy.

12. Changes to Terms

We may update these Terms of Service from time to time. We will notify you of significant changes by email or by a prominent notice within the platform. Your continued use of PolicyPing after the effective date of the revised terms constitutes your acceptance.

13. Governing Law

These Terms of Service are governed by the laws of the Republic of Ghana. Any disputes arising from these terms or your use of PolicyPing shall be subject to the exclusive jurisdiction of the courts of Ghana.

14. Contact

For any questions about these Terms of Service, please contact us: