Simahi Agent Hub – Privacy Policy

Last Updated: November 9, 2025

This Privacy Policy explains how Simahi Agent Hub (“Simahi”, “Dot H Digital”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal information. It applies to our websites, subdomains, and the Simahi Agent Hub CRM and related services (collectively, the “Services”).

By using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Services. Our Services are intended for licensed insurance agents and agencies and are not directed to individuals under the age of 18.

1. Information We Collect

We collect personal information that is reasonably necessary to provide and improve the Services. This may include:

• Account & Profile Information: Name, email address, phone number, mailing address, company/agency name, role/title, and insurance license information (where applicable).
• Customer & Policy Data (entered by agents): Customer names and contact details, policy numbers, coverage details, renewal dates, beneficiaries, notes, and uploaded documents. You are responsible for ensuring you have a lawful basis to input client data into Simahi.
• Financial & Billing Information: Subscription plan details, invoices, payment status, and transaction history. Full payment card data is handled by our payment processors (e.g., Stripe) and is not stored on Simahi servers.
• Communications & Support Data: Emails, support tickets, chat logs, CRM interactions, appointment details, and notes related to demos, onboarding, and training.
• Usage & Technical Data: IP address, browser type, device information, operating system, pages visited, actions taken in the platform, login history, timestamps, and error/crash logs.
• Cookies & Similar Technologies: Session cookies and other technologies used to keep you logged in, remember preferences, enhance security, and analyze usage.

2. How We Use Your Information

We use personal information for purposes that are reasonable and necessary to provide and improve the Services, including to:

• Provide, operate, and maintain the Simahi Agent Hub CRM and related features.
• Manage user accounts, organizations, roles, and permissions.
• Personalize your experience and improve workflows, dashboards, and user interface.
• Communicate with you about updates, new features, support, and administrative messages.
• Facilitate integrations such as email, calendar, telephony/SMS, and document management tools.
• Process payments, manage subscriptions, and send invoices and receipts.
• Monitor and enhance security, prevent abuse, and investigate suspicious activity.
• Analyze aggregated usage trends to improve and develop our products and services.
• Comply with legal, regulatory, tax, and contractual obligations.

3. Sharing of Your Information

We do not sell your personal information. We may share your information in the following limited circumstances:

• Service Providers: With trusted third parties that help us operate the Services (e.g., cloud hosting, data storage, email/SMS delivery, payment processing, analytics, monitoring, and support tools).
• Subscribing Organizations: If you use Simahi as part of an agency or brokerage, certain information may be accessible to other authorized users within that organization, depending on your organization’s settings.
• Legal & Compliance: When we are required to comply with laws, regulations, court orders, or lawful requests from authorities, or to protect our rights, property, or the safety of users and the public.
• Business Transfers: In connection with a merger, acquisition, financing, reorganization, or sale of all or a portion of our business, your information may be transferred as part of the transaction.
• With Your Consent: When you explicitly authorize us to share information with a third party or integration.

4. Data Security

We take the security of your data seriously and implement industry-standard measures to protect it from loss, misuse, and unauthorized access:

• Encryption in Transit: All connections to Simahi use HTTPS secured with modern TLS.
• Encryption at Rest: Databases, file storage, and backups are encrypted using strong encryption via AWS.
• Access Controls: Role-based and least-privilege access for internal staff, with authentication, logging, and monitoring.
• Network & Infrastructure Security: Use of firewalls, security groups, private networking, and hardened configurations.
• Backups & Resilience: Regular automated backups and redundancy to support integrity and recovery.

While we cannot guarantee absolute security, we work continuously to safeguard your information and reduce risk.

5. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Provide and maintain the Services and your account.
• Support your organization’s operational needs.
• Comply with legal, tax, and regulatory requirements.
• Resolve disputes, enforce our agreements, and maintain accurate records.

When information is no longer needed, we will delete or anonymize it, subject to any legal retention obligations.

6. Your Rights and Choices

Depending on your jurisdiction (for example, GDPR in the EU/EEA, or similar laws), you may have rights such as:

• Accessing the personal information we hold about you.
• Requesting correction or updating of inaccurate or incomplete information.
• Requesting deletion of your personal information, subject to legal retention requirements.
• Requesting restriction of or objecting to certain types of processing.
• Requesting a copy of your data in a portable format, where technically feasible.
• Withdrawing consent where we rely on consent as the legal basis for processing.

To exercise these rights, please contact us at privacy@dothdigital.com. We may need to verify your identity before fulfilling your request.

You may opt out of marketing emails at any time by using the unsubscribe link in our emails. We may still send you transactional or service-related communications (e.g., security alerts, billing notices).

7. Data Location

We host the core Simahi Agent Hub application and primary databases in Canada using reputable cloud infrastructure providers with Canadian data centres.

In order to provide certain features, we may also use third-party service providers (for example, payment processors, email and SMS providers, security and analytics tools) that process data in other countries, including the United States. These providers are selected carefully and are contractually required to protect personal information.

When personal information is processed outside of Canada, it may be subject to the laws of those other jurisdictions. Regardless of location, we apply protections consistent with this Privacy Policy and take reasonable steps to ensure an appropriate level of security.

8. Third-Party Links and Services

Our Services may include links or integrations with third-party websites and services (for example, Stripe, Gmail, Outlook, telephony/SMS, analytics, or document signature providers). We are not responsible for the privacy practices or content of these third parties. We encourage you to review their privacy policies before providing personal information or enabling integrations.

9. Children's Privacy

The Services are intended for licensed insurance agents and are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have collected personal information from a minor, please contact us immediately and we will take steps to delete such information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, technologies, or legal obligations. When we make material changes, we will update the “Last Updated” date at the top of this page and, where required, provide additional notice (such as email or in-app notification).

Your continued use of the Services after any changes become effective means you accept the updated Privacy Policy.

11. Breach Notification

If we become aware of a data breach that is likely to result in a significant risk to your rights and freedoms, we will:

• Investigate and work to contain and remediate the incident.
• Notify relevant authorities where required by law.
• Notify affected users within legally required timelines and provide information about the nature of the breach, potential impacts, and steps we are taking to address it.

12. Data Processing Agreements (DPA)

If you are using Simahi Agent Hub as a business customer and require a Data Processing Agreement (DPA) for GDPR or other regulatory compliance, you may request one by contacting us at info@dothdigital.com or privacy@dothdigital.com.

13. GDPR Compliance

For users located in the European Economic Area (EEA), United Kingdom (UK), or where GDPR applies, we process personal data in accordance with principles such as:

• Lawfulness, fairness, and transparency in data processing.
• Purpose limitation and data minimization.
• Accuracy and storage limitation.
• Integrity and confidentiality through appropriate technical and organizational measures.

14. Termination Policy

We reserve the right to suspend or terminate access to the Services if:

• You materially violate our Terms and Conditions or other agreements.
• You misuse the platform, engage in fraudulent or abusive activities, or compromise the security or integrity of the Services.

Upon termination, we may delete or deactivate your account and associated data in accordance with our data retention practices and legal requirements.

15. Contact Information

Dot H Digital / Simahi Agent Hub

Address: 302 West Tower, 2233 Argentia Rd, Mississauga, ON L5N 6A6, Canada

Privacy & Data Protection: privacy@dothdigital.com

General Inquiries: info@dothdigital.com