Privacy Policy

This Privacy Policy explains how EasyPFA LLC, a Utah limited liability company (“EasyPFA”, “we” or “us”), collects, uses and shares information when you visit easypfa.com, use the EasyPFA app, submit a deposit through a QR code link, or contact us. Our Terms of Service also apply.

EasyPFA is a business service for insurance agencies. When your agency puts information into EasyPFA, such as deposits, bank statement lines and document images, we handle it on your agency’s behalf, as its service provider, and only to provide the Service. Your agency decides what goes in and remains responsible for its own obligations to its customers.

One thing described here is not in use yet: Google Analytics and the Meta Pixel on our marketing website. Where this policy describes them, it describes how they will work once we turn them on.

• Your bank login. EasyPFA never connects to your bank. Everything comes from photos and from numbers you type.
• Full account or routing numbers. We keep only the last four digits of your Premium Fund Account number, and the software refuses a “last four” that is any longer.
• Card numbers. You enter your card on Stripe’s payment page, and the number never reaches our servers.
• Original photos. The unredacted photo is held in memory only for as long as it takes to read it, then discarded. Only the redacted copy you confirm is stored (see How document photos are handled).
• Customer names and policy numbers as data. We don’t extract them into your records, and the software strips long strings of digits out of descriptions. On images, they are covered by the black boxes you confirm.

Your account

Your name, email address and password, and your role in your agency. Your password is stored by our sign-in provider in hashed form; we cannot read it.

Your agency

Your agency’s name and insurer; each office’s name, type and state, and the agent code and holding code your insurer gave it; your Premium Fund Account’s nickname, bank name and the last four digits of its number; and the states your insurer sweeps premium for.

Your records

What you and your team confirm: deposit dates and amounts, cash and check totals and check counts, how each deposit splits by state, bank statement dates, balances and transaction lines, reconciliation results, the reasons and notes you record, and the names typed in as who prepared or deposited a deposit.

Document images

Redacted copies of the deposit reports, bank receipts and bank statements you confirm, where each black box was placed, and a fingerprint of each file used to catch duplicates; plus the reconciliation reports the Service produces.

Security and activity records

An append-only audit log of log-ins and other actions, such as viewing a document, posting an entry or closing a reconciliation. Each record shows the time, who did it, their IP address and their browser’s user agent (a line of text naming the browser and device type).

To stop misuse of the try-it demo, the contact form, invitation links and the QR code page, our database counts the requests each IP address makes in the current hour or day, keeping each count next to the address itself, and deletes old counts automatically, usually within eight days.

QR code submissions

The deposit details, the redacted image, the name the person types, and the IP address and user agent of the device that sent it.

Billing

Stripe collects your card and billing details. We receive only what we need to manage your subscription, such as your Stripe customer ID, plan, subscription status and billing dates.

How the app is used

We see how EasyPFA is used from the records it already keeps, such as how many deposits an agency has recorded and whether it has closed a month, so we can tell where agencies get stuck. Nothing extra is recorded for this, and it never includes document images.

Our marketing website

On your first visit, a cookie of our own notes how you found us: the campaign tags in the link (UTM parameters), the site that referred you, the page you landed on and any promo code. If you sign up, we save that with your agency’s record so we know which marketing works. With your consent, we also use Google Analytics, and possibly the Meta Pixel, on the marketing website (see Cookies and analytics).

We sometimes test two or three versions of a marketing page to see which one explains EasyPFA better. Our own cookies remember which version you were shown, under a random number, so you see the same one each time. Our servers count, without your name, email, IP address or browser details: that a version was shown, that the signup page was opened and that the signup form was sent, with the day, the page and how you first found us. If you sign up, the version you saw is saved with your agency’s record, so we can tell which version led to agencies that use EasyPFA. No other company is involved, and nothing is counted inside the signed-in app.

In the same way, our servers count visits to the marketing website, under the same random number. When a page opens in your browser, the page tells our server its own address and nothing else; our server notes the day, the page, how you first found us, whether you use a phone, a tablet or a computer, and the country, state and city our host works out from your connection. We do not keep your IP address, your exact location or your browser details, and the counts are deleted after 180 days.

The try-it demo

Trying EasyPFA at easypfa.com/try needs no account. A photo you choose there is read exactly as in steps 1 and 2 of How document photos are handled, and then thrown away: we keep neither the photo nor what was read, the black boxes are drawn only on your screen, and the sample month end runs only in your browser. Like a visit, and under the same random number, our servers count whether you started the demo and whether you pressed Reconcile, nothing more.

Help inside the app

Help answers questions about using EasyPFA. When you ask one, our server sends Anthropic your question, the last few questions and answers in that conversation, and the text shown on the page you are on, with long numbers and email addresses taken out, plus the page’s address, your role in the agency and your agency’s name for the account. Never photos, and never what is typed in a form. Anthropic’s AI writes the answer and we keep none of it: the conversation stays in that browser tab until you close it. We count questions per login and per agency to limit use. “Ask a person” sends us your question, the page you were on and your login, like a problem report.

Notifications on your device

Notifications are optional, and each person chooses them for each phone or computer. If you turn them on, your browser gives us a push address and encryption keys for that device, and we keep those with your login and which notifications you chose. A notification says which office, the day or month and a deposit’s total, and never a customer’s name, a policy number or an account number. It can appear on a locked screen, where anyone near the device could read it.

When you contact us

Whatever you send us, such as support emails and messages from our contact form (your name, email address and message). When you report a problem from inside the app, we also keep the page you were on, the time, your browser’s user agent (and the device model, if your browser offers it), the app version and your agency and login, so we can find what went wrong. Never a screenshot or anything that was on the page.

1. Your phone or computer shrinks the photo and sends it to our server over an encrypted connection.
2. Our server holds it in memory and sends it to Anthropic, whose AI reads the numbers and suggests black boxes over sensitive details. The result goes back to your screen and our server discards the photo. It is never written to disk, storage, logs or error reports.
3. You check the numbers and the boxes, change anything that needs it, and confirm.
4. Your browser burns the black boxes into the image, and only that redacted copy is uploaded and stored, in private storage. If you leave before confirming, nothing is saved.

Anthropic receives the original photo only to read it. Anthropic does not train its models on it, and deletes it within 30 days unless it must keep it longer to enforce its usage policy or by law.

Your agency chooses whether the redacted copy is kept at all (Settings, Photos): with “Don’t keep photos” we keep the numbers you confirm and no photo, and a QR deposit keeps its photo only until it is approved or rejected.

Because the original is never kept, an over-redacted or blurry image cannot be recovered; retake the photo. If you notice after saving that a box missed something sensitive, contact us at contact@easypfa.com and we will help.

• To provide the Service: read documents, record deposits, reconcile, produce reports, and email reports to the people you choose.
• To keep it secure: sign you in, keep each agency’s data separate, keep the audit trail, prevent fraud and abuse (including of QR links), and investigate problems.
• To run your account: trial and billing messages, receipts, notices that a deposit was recorded, security alerts, and answers to your questions.
• To fix and improve it: error reports, and product usage looked at in aggregate.
• To understand our marketing: which campaigns bring agencies to EasyPFA, from the marketing website only.
• To meet legal obligations and enforce our Terms.

We do not sell your information. Nothing from the signed-in app is shared with advertising or analytics companies. We don’t use your agency’s documents or records to train AI models, and neither does our AI provider under its commercial terms.

We send the service emails needed to run your account. If we ever send product news, every message will have a one-click unsubscribe.

These companies process information for us. Each may use it only to provide its service to us, under its own terms and privacy commitments.

Supabase

Database, sign-in and file storage, in the United States (US East).

Receives: Everything stored in EasyPFA: account details, agency records, redacted images and the audit log.

Vercel

Hosts the website and app and runs our server code.

Receives: Every request to the site, including IP addresses. Document photos pass through our server code there, in memory, on their way to Anthropic, and are not stored.

Anthropic

AI reading of documents, and the answers in the app's Help.

Receives: The original document photo, with the name of your insurer and, if you correct it, what kind of document it is, only to read the numbers and suggest black boxes. When you ask Help a question: the question, the conversation so far, the text on the page you are on and its address, your role in the agency and your agency's name for the account (never photos), only to write the answer. Not used to train models under Anthropic's commercial terms.

Stripe

Payments and subscriptions.

Receives: Your card and billing details, which you enter on Stripe's own payment page, plus your email address, your agency's name and its EasyPFA ID, any discount code you type, and, if you cancel, the reason you choose and any note you write.

Resend

Sending email.

Receives: Recipient addresses and message contents, including any reconciliation report you choose to email. Reports show amounts and the last four digits of the account only.

Sentry

Error monitoring.

Receives: Technical details when something breaks, such as the page, the browser type and the error. Set up never to capture images or document contents.

Google (Google Analytics)

Visitor statistics for the marketing website, only if you accept analytics cookies.

Receives: Pages you visit on the marketing website, device and browser type, approximate location and how you arrived. Never loaded in the signed-in app.

Meta (Meta Pixel), if we use it

Measuring our Facebook advertising, only if you accept advertising cookies.

Receives: Similar information to Google Analytics, from the marketing website only. Never loaded in the signed-in app.

On the marketing website we may also use our host Vercel’s cookie-free page-view statistics. If we change providers, we will update this list.

If you turn on notifications, your browser’s maker delivers them through its own push service: Apple for Safari and iPhones, Google for Chrome and most Android browsers, Microsoft for Edge, Mozilla for Firefox. We don’t choose these services, and they run under the terms of your browser or device. We send the service a message encrypted so that only your browser can read it, addressed to the push address your browser gave us. The service can see that a message went to that address, when, and how large it was, but not what it says.

• Within your agency. People in your agency see its data according to their role. Reports go only to the email addresses your agency owner or a manager enters.
• When the law requires it. To respond to a valid legal request, such as a subpoena or court order, or to protect the rights, property or safety of EasyPFA, our customers or others. Where we are allowed to, we will tell your agency first.
• If our business changes hands. If EasyPFA is merged, acquired or sold, information may transfer as part of that deal, still subject to this policy.
• With your permission. Anywhere else, only when you ask us to.

• Log-in cookies keep you logged in. The app cannot work without them, and only EasyPFA uses them.
• Our attribution cookie records how you first found the marketing website (see What we collect). It lasts up to 90 days and is not shared with advertising networks.
• Our page-test and visit cookies remember which version of a marketing page you were shown, and a random number that stands for your browser, so a visit is counted once a day (see What we collect). They are set on the marketing website only, are not set for search engines and other automated visitors, last up to 90 days, and are read only by EasyPFA. No testing service or third-party script is used.
• Analytics and advertising cookies from Google Analytics and, if we use it, the Meta Pixel are set on the marketing website only, and only if you accept them in our cookie banner. If you decline, they are not set. You can change your mind at any time in the cookie settings on our website, or by clearing cookies in your browser.

The signed-in app has no third-party trackers, analytics or advertising scripts. Even its fonts are served from our own domain.

Your agency’s data is stored in the United States, with Supabase in its US East (Northern Virginia) region. Vercel delivers the website and app through its global network, so a request may pass through the Vercel location nearest you. Some of our other providers may process information in other countries under their own safeguards. EasyPFA is designed for agencies in the United States.

• While your account is open, we keep your agency’s data, including its full history, so the Service works. The ledger and audit trail are append-only by design.
• When the owner asks us to delete the agency, we delete its data, including redacted images and reports, within 30 days. Copies in our backups expire and are overwritten within a further 30 days.
• After a subscription ends, we keep the agency’s data for 90 days, read-only, so the owner can view and download it or restart the subscription. We email the owner before the 90 days are up, and then delete the data permanently.
• Some records we must keep, such as billing records and a record that a deletion happened, for as long as the law or a legitimate need (resolving a dispute or preventing fraud, for example) requires.
• Original photos are not kept by EasyPFA at all. Anthropic deletes them within 30 days unless it must keep them longer to enforce its usage policy or by law (see How document photos are handled).
• A device’s notification details are deleted when you turn its notifications off, when your browser ends the subscription (logging out on that device does this), when you are removed from the agency, or when the agency is deleted.
• Our attribution cookie expires after 90 days.
• Our page-test cookies expire after 90 days, and the anonymous counts they feed are deleted after 180 days. The version saved with an agency’s record is kept with that record.

Our Security page explains this in full. In brief:

• Every connection uses HTTPS, and data is encrypted at rest by our hosting providers.
• The database itself keeps each agency’s data separate (row-level security), so one agency’s users cannot read another’s records.
• Images are kept in private storage and opened through links that expire after 60 seconds.
• Every action is checked against the person’s role on our server.
• The ledger and the audit log are append-only.
• Two-step sign-in (a code from an authenticator app) is available to everyone, and we recommend it.

No system is perfectly secure. If a breach affects your information, we will notify you as the law requires.

• See and correct. Your records are in the app. You can change account details in the app or by emailing us. Ledger entries are not edited in place: a correction is a reversal plus a new entry, so the record shows both.
• Export. The owner can download everything from Settings → Your data: records as CSV files, the redacted images and every report PDF.
• Delete. The owner can delete the agency from Settings → Your data. For 7 days after the request we can stop the deletion if the owner asks; after that it is final, and we finish within 30 days. If you are a member and want your own login removed, ask your agency’s owner or us. Records of what you did in the agency’s books (who posted an entry, for example) stay in the agency’s audit trail, which cannot be altered, until the agency itself is deleted.
• Cookies. Decline analytics and advertising cookies, or withdraw your consent, at any time (see Cookies and analytics).
• Emails. Service emails are part of having an account. Any marketing email will have an unsubscribe link.

Depending on where you live, state law may give you other rights, such as to know what we hold about you or to ask us to delete it. To make any request, email contact@easypfa.com from the address on your account. We will verify your identity, respond within the time the law requires, and never treat you differently for asking.

If your information is in EasyPFA because an agency put it there (for example, your name was typed in as who prepared a deposit), that agency controls it. We will pass your request to the agency and help it respond.

EasyPFA is a business service and is not meant for anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.

We will update this policy as EasyPFA changes, and the date at the top always shows the latest version. If a change materially affects how we handle information we already hold, we will tell your agency’s owner by email or in the app before it takes effect.

Questions about privacy, or a request about your information? Get in touch: