Privacy · Updated 20 October 2026
Your information.
A clear explanation.
This notice explains how personal information is handled when you visit Robo-Insure AI, request access or use a policy review. A policy review is not an insurance or coverage decision.
Who is responsible
Robo-Insure AI is a product of CTF Consultants Ltd, company number 17230085. Our registered office is 2nd Floor, Grove House, 55 Lowlands Road, Harrow, Middlesex, England, HA1 3AW.
CTF Consultants Ltd is the data controller for our website, enquiries, pilot administration and service-security records. It is registered with the UK Information Commissioner's Office as a data controller under reference ZC235365. Contact us about privacy at info@roboinsure.ai.
If an organisation asks us to review documents on its instructions, that organisation remains responsible for deciding why those documents are processed and whether it has authority to share them. In that situation we process the review content on its behalf. Contact us to agree the applicable data-processing terms before using the service for client or employee personal information.
What information is used
- Enquiries and access: your name, work email, organisation, message, access requests and any optional marketing choice.
- Scanner sign-in: the work email you enter to open the scanner, an optional company name, one-time-code verification records including expiry and attempt counts, each sign-in, failed attempt and sign-out with its date and time, and whether your access is active or withdrawn.
- Review inputs: policy wording, schedules or other documents you choose, business descriptions and client/entity lists. These may contain names, contact details, business relationships or other personal information.
- Public website details: information fetched from a website address you supply, used to propose a business profile for you to check.
- Microsoft 365: account details and document or email metadata used to show possible policy documents, plus the selected files you choose to import.
- Results and technical records: draft findings, quotations, business context, session identifiers, usage allowances and limited diagnostic/security information.
Only share documents you are authorised to use. Remove personal information that is not needed for the review. Do not submit medical records, criminal-offence data or similarly sensitive personal information unless an appropriate service arrangement and lawful basis have been agreed.
Why we use information and the legal bases
| Purpose | Legal basis where we act as controller |
|---|---|
| Respond to enquiries and arrange requested access | Steps requested before entering a contract, or legitimate interests in responding to business enquiries. |
| Verify your email before opening the scanner, keep an access register and audit trail, and withdraw access where needed | Legitimate interests in controlling access to the pilot, preventing misuse and keeping security records, subject to your interests and rights. |
| Provide the review service requested by an individual customer | Performance of our contract with that customer. Where our customer is an organisation, legitimate interests in administering that business relationship apply to its representatives' contact details. |
| Manage sessions, usage allowances, reliability and misuse | Legitimate interests in operating and securing the service, subject to your interests and rights. |
| Send optional marketing updates | Consent where requested. You can withdraw it without affecting your ability to use a review. |
| Meet legal obligations and handle legal claims | Legal obligation where applicable; legitimate interests in establishing or defending legal claims. |
Where we act as a processor for your organisation, we follow its documented instructions rather than choose a separate controller legal basis for the review content. The organisation must establish its own lawful basis, provide any required notices and deal with sensitive-data conditions.
Service providers and AI processing
We use service providers to deliver the website and requested reviews. They receive information relevant to their role:
- Anthropic: the Claude API processes selected document content and business context to generate and check draft findings. We do not train models on your documents. Anthropic states that commercial API inputs and outputs are not used for model training by default; explicit opt-in programmes, feedback and safety exceptions have separate terms. Read Anthropic's training policy.
- Our hosting provider: runs the review service and its configured AI connection.
- Netlify: serves the public website and handles submitted contact-form enquiries.
- Airtable: holds our scanner access register, code-verification records and sign-in log.
- Make: provides the automation that sends your one-time code and access notifications through our Microsoft 365 email service.
- Microsoft: authenticates an optional Microsoft 365 connection and provides access to the account information and files you choose through its APIs. It also provides our business email service.
Anthropic's standard API policy provides for deletion of inputs and outputs within 30 days, with exceptions such as legal requirements and usage-policy enforcement. We do not promise zero retention by every provider. Read Anthropic's retention policy.
Providers may process information outside the UK. Applicable arrangements need a valid UK transfer mechanism, such as adequacy regulations or approved contractual safeguards, where required. Contact us for the processing locations and safeguards relevant to your proposed use before transferring client or sensitive information. We do not describe this service as UK-only hosted.
Microsoft 365 is optional and read-only
You sign in with Microsoft, review the permissions and choose which documents to import. The connector requests identity, mail-read and file-read permissions; it does not request permission to send mail, delete messages or edit files.
Read permissions can cover more than the individual document ultimately selected, because the connector needs to list and search candidates. Only documents you select are imported for the review. The service is not a continuous mailbox monitor. You can disconnect in the scanner and revoke the app's permission in your Microsoft account; downloaded reports or imported content already processed are subject to the retention rules below.
Sign-in cookie
When you verify your email, we set a cookie named ri_gate in your browser for up to 30 days so you do not need a new code on each visit. It is essential for the service and contains signed access-record and session identifiers plus your email address, not your documents. Signing out removes it.
The cookie only keeps you signed in; it does not extend how long reviews or reports are kept. Reports and private review sessions have their own expiry, which may be sooner. Withdrawing access prevents new access tokens from being issued; an already-issued token can remain usable for up to 16 minutes.
How long information stays
- Scanner access register: kept while access remains active, subject to withdrawal or deletion requests and any necessary security or legal exceptions.
- What we record when you use the scanner: when you sign in we record your email address, the company you give us, the time, and the approximate location (country and city) your browser connects from. While you use the scanner we record which parts you use, for example that a scan was started or a report was opened, and the domain of any business website you connect. We do not store your IP address, your policy documents or the content of your report in these records. They are kept for 12 months and help us understand how the scanner is used and support you if something goes wrong.
- One-time codes and sign-in logs: codes expire after 15 minutes. We store a verification hash, not the raw code. Expired code records are eligible for deletion after 30 days and sign-in logs after 12 months. Cleanup runs automatically every day and also when new codes are requested, so deletion normally follows within a day of a record becoming eligible. The sign-in cookie does not extend a code's validity.
- Uploaded policy wording: removed from the review service after a scan completes or fails. Unused uploads expire after two hours and are cleared during routine cleanup.
- Reports and portfolio records: access expires after 24 hours. Routine storage cleanup runs every 30 minutes, so physical deletion can follow expiry by up to 30 minutes. Reports include quotations and business details; deleting the original file does not immediately delete those excerpts.
- Short-lived reading cache: a session-restricted cache may retain a reusable reading for up to eight hours to keep repeat reviews consistent. Cleanup runs about once a minute; this is not model training.
- Temporary import choices: staged email-import candidates expire after 30 minutes. Microsoft access is also subject to the token lifetime and your account permissions.
- Enquiries, access administration and security records: these are separate from policy-file deletion. We retain them only for as long as needed to answer you, administer the service, investigate an issue or meet an applicable legal requirement. The period depends on the purpose, any ongoing relationship and legal obligations; contact us for the retention applicable to your record.
- Your own copies and provider records: downloads, copied reports and source files in your Microsoft account remain under your control. Provider retention, backups and legal or safety exceptions are separate from the review-service limits.
Security and browser storage
The service uses HTTPS, session-based access checks and time-limited processing. Access to Microsoft 365 is optional and read-only. These measures reduce risk but no internet service can promise absolute security.
Essential session or sign-in state may be held in your browser while you use the service. Browser and Microsoft sign-in storage can differ between the standalone site and an embedded preview. We do not require agreement to marketing to run a scan. The website also requests fonts from Google Fonts; those requests reveal the usual connection details, such as your IP address, to the font provider.
Your choices and rights
Depending on the circumstances, UK data protection law gives you rights to access, correct, erase or restrict use of personal information and obtain a portable copy. Where we rely on consent, you can withdraw it at any time. Some rights have exceptions.
Your right to object
You can object to processing based on legitimate interests because of your particular situation. You can always object to direct marketing. Tell us at info@roboinsure.ai.
Use the same address for any other privacy request, including asking us to withdraw your scanner access and remove your access record. We may need to confirm your identity. Requests are normally handled within one month; we will explain if a lawful extension applies. If your organisation is the controller for an uploaded document, we will direct the request to it and provide appropriate assistance.
Providing information is optional, but we cannot review a policy without the document and relevant business details, or reply to an enquiry without a contact address. You do not have to connect Microsoft 365 or agree to marketing.
You can complain to the Information Commissioner's Office. Please also tell us about a concern so we can try to resolve it. ICO fee registration, where required, is not an approval or certification of this product.
No automated insurance decisions
Robo-Insure AI produces draft analysis for people to check. It does not decide whether an insurer will pay a claim, bind insurance or make a legally significant insurance decision about you. AI can make mistakes: check the wording and take the findings to a regulated insurance adviser.
Changes to this notice
We update this notice when the service or its data handling changes. The date at the top identifies this version.