Effective date: October 11, 2026. This policy explains how Provident Financial Group, doing business as CoverMatch ("CoverMatch", "we", "us"), handles information when you use covermatch.insure, the CoverMatch web app, the CoverMatch mobile app, or contact us by email, text or phone (together, the "Service"). CoverMatch runs on its own systems; the information described here is not shared with other brands or agency systems operated by Provident Financial Group, except for the one yes/no check described in section 5.
1. Information we collect
Information you give us.
- Account and contact details: name, email address, mobile number, sign-in method (Apple, Google or an emailed code), and your language preference.
- Business details: legal and trade names, address, what the business does, size, revenue range, years in business, website, number of employees, and, where a line of coverage needs them, payroll figures, vehicle and driver details, and tax identification numbers.
- Documents: policies, declarations pages, certificates, leases, contracts, quotes, binders, loss runs and anything else you upload, scan, or forward to your private intake email address.
- Quote applications, answers to underwriting questions, and prior-loss information.
- Certificate holder details you enter: a holder's name, address and email.
- Signatures, initials and the consents you give, with the exact wording and version shown to you.
- Messages you send us in chat, email, text or by phone, and payment details you give at checkout (card and bank numbers go to our payment processor and are not stored by us).
Information we collect automatically.
- Device and usage data: device type, operating system, app version, browser, IP address, pages and screens viewed, actions taken, and approximate location derived from your IP address.
- Message delivery data: whether an email, text or push notification was delivered, opened or clicked.
- Crash and error reports from the app and website, with personal data removed before they leave your device where possible.
Information from others.
- Carriers and wholesalers: quotes, declinations, binders, policies, endorsements, cancellation notices, commission statements and status updates on your requests.
- Your current agent or carrier, when you ask us to become your agent of record.
- Partners whose sites embed our quote form: that you arrived from their site, so we can account to them. Partners receive aggregate counts only.
- Public business records used to confirm what a business does or where it is located.
2. How we use information
- To provide the Service: store and read your documents, keep your wallet current, calculate coverage gaps, issue and share certificates, prepare quote requests, send submissions to carriers, compare quotes, complete purchases and agent-of-record changes, and service your policies.
- To communicate with you about your account, requests, policies, renewals and signed documents, and, with your separate consent, to call or text you.
- To operate the Service securely: authenticate you, prevent fraud and abuse, enforce our terms, and keep an audit trail of what happened on your account.
- To improve the Service: measure how features are used, fix errors, and evaluate the accuracy of our document reading and automation. We do not use your documents to train AI models.
- To meet our legal duties as a licensed insurance agency, including record-keeping, licensing and regulatory requests.
- With your consent, to send occasional product news; you can opt out at any time.
3. Automated processing and AI
Much of the Service is performed by software, including AI models, rather than by a person: classifying and reading documents, drafting plain-language explanations, choosing which carriers to approach based on their stated appetite, comparing quotes, routing service requests, and answering chats, emails, texts and calls. We tell you when you are dealing with AI. Automated steps record their inputs, checks and outcome in an append-only log. Some steps are always checked by a licensed agent, and you can ask for a person at any time. Our AI provider processes your content under contract terms that do not permit it to be used to train models or to be retained beyond what is needed to return a result.
4. Who we share information with
- Insurance carriers, wholesalers and premium-finance companies you ask us to approach for quotes, coverage, a policy change or an agent-of-record change. They receive the application, documents and contact details needed for that request, and use them under their own privacy policies.
- Certificate holders you choose: the business name, address, coverage summary and holder status shown on the live certificate page, plus the certificate PDF. Holders you have asked us to notify receive status-change notices.
- People you invite to your business's account, according to the role you give them.
- Service providers that work for us under contract and may use information only to provide their service: cloud hosting and storage (Amazon Web Services), email delivery and inbound mail (Resend), text messaging and voice (Twilio), payments (Stripe), AI processing (Anthropic), product analytics (PostHog), error monitoring (Sentry), app distribution and push notifications (Apple, Google and Expo), and professional advisers.
- Partners whose sites embed our form receive aggregate counts (how many requests started, how many policies were placed) and payments due, never your contact details or documents.
- Regulators, courts and law enforcement when required by law, to respond to lawful requests, or to protect the rights, safety and property of our customers, the public or us.
- A successor in a merger, acquisition or sale of the agency, in which case this policy continues to apply to your information.
We do not sell personal information, share it for cross-context behavioral advertising, or provide it to data brokers or lead buyers.
5. The one connection to our other systems
CoverMatch keeps its own database, accounts and records. The only exchange with our other agency systems is a duplicate check: before we offer to quote or move a policy, we send a one-way salted hash of the business tax ID and of the carrier and policy number and receive back only yes or no, so the same business is not worked twice. No names, contact details or documents cross in either direction. CoverMatch also receives from those systems a reference list of carriers, appointments and licensed states that contains no customer data.
6. Cookies and analytics
The website and web app use cookies and similar technologies that are needed to keep you signed in, protect forms, remember your language and attribute a visit to a partner or campaign. With analytics enabled we use PostHog to understand how the Service is used; personal data in page content is masked before it is recorded, and we do not use third-party advertising cookies or pixels. You can control cookies in your browser settings; the Service may not work without the essential ones. We honor the Global Privacy Control signal where a state law gives it effect.
7. Calls, texts and email
We ask separately before we call or text you, and we store the wording and version of the consent you gave. Reply STOP to any text to stop texts and HELP for help; message and data rates may apply. You can change your contact preferences in the account screen. Messages needed to provide the Service, such as notices about your policies, requests and signed documents, are sent regardless of marketing preferences. Calls answered by our AI voice agent say so at the start and may be recorded and transcribed to complete your request; you can ask for a person at any time.
8. How we protect information
Documents are stored in private cloud storage that is not publicly reachable and are opened through links that expire within minutes. Tax identification numbers, Social Security numbers and payroll figures are encrypted at the field level with keys held in a managed key service separate from the database. Every record belongs to a business, and every request is checked against the businesses you belong to. Staff use separate accounts with multi-factor authentication, and support access is read-only and logged. Personal data is removed from logs, crash reports and analytics. No system is perfectly secure; if a breach affects your information we will notify you and regulators as the law requires.
9. How long we keep information
We keep information while your account is open and for as long as needed for the purposes above. When you close your account we delete what we hold except records that state insurance law requires a licensed agency to retain, typically records of policies placed and serviced, signed documents and their audit trails, consents, and the activity log, which are kept for the period our regulators require and then deleted. Backups are overwritten on a rolling schedule.
10. Your choices and rights
From the account screen you can update your details, change contact preferences, export everything we hold about your businesses, and close your account. Depending on where you live, state law may also give you the right to know what personal information we hold, to correct or delete it, to obtain a copy, to opt out of sales or targeted advertising (we do neither), and to appeal a decision on a request. To exercise a right, use the account screen or contact us as described below; we will verify the request through your account or sign-in method and respond within the time the law allows. We will not treat you differently for exercising your rights. If you are not satisfied with our response you may contact your state attorney general or insurance department.
Information covered by the federal Gramm-Leach-Bliley Act and state insurance privacy laws is handled under those laws, and some state consumer privacy laws do not apply to it; we honor the choices above regardless.
11. Children
The Service is for businesses and the adults who run them. We do not direct it to children and we do not knowingly collect personal information from anyone under 13, or from anyone under 18 without a business purpose. If you believe a child has given us personal information, contact us and we will delete it.
12. Where information is processed
CoverMatch operates in the United States and stores information there. If you use the Service from outside the United States, your information will be transferred to and processed in the United States.
13. Changes to this policy
We may update this policy. When we do, we will change the effective date above and, for material changes, tell you in the app or by email before they take effect. Earlier versions are available on request.
14. Contact
Provident Financial Group, doing business as CoverMatch. Email the support address shown in the footer of every page; our mailing address for privacy requests is available on request through that address. Privacy requests are read by a person.