Privacy Policy

OnePass Systems LLC owns and operates OnePass, software for insurance agencies to manage accounts, intake, documents, submissions, communications, and renewals. This policy covers the OnePass website and service. An agency also makes its own decisions about the insurance files it handles and may provide its own privacy notice. If you are an applicant or insured, contact your agency first about your insurance file.

What we collect

We handle names, business and contact details, sign-in and access records, insurance application answers, messages, documents, subscription and payment records, and technical records such as device, browser, IP address, usage, and security logs. Insurance files may include sensitive business or personal information. We receive this information from users, agencies, applicants, service integrations, and other people involved in an agency's work.

How we use and share it

We use information to run accounts and workflows, prepare and review forms and submissions, deliver messages and documents, provide support and billing, protect the service, and meet legal obligations. Agency users decide what insurance information to send to applicants, brokers, wholesalers, carriers, and other authorized parties.

Service providers help us with hosting, storage, authentication, communications, payments, document processing, and optional AI features. They receive the information needed to provide those services. We may also disclose information when required by law, to protect the service or its users, or as part of a business transaction with appropriate safeguards. We do not sell personal information or use it for cross-context behavioral advertising.

Carrier email and Gmail forwarding

OnePass sends carrier messages through the agency's verified OnePass email address and routes replies back to the appropriate file. OnePass does not connect to a broker's Google or Microsoft mailbox and does not request Gmail read or send access.

A broker may configure a Gmail forwarding rule in Gmail to forward selected carrier messages to their OnePass address. Forwarding is controlled entirely in the broker's Gmail settings and stops when the broker deletes that rule. Forwarded email that cannot be matched to a submission or known carrier is not kept. Messages and attachments already saved to an agency file remain there under that file's retention rules.

AI-assisted work

When an agency uses document reading or another AI-assisted tool, relevant file content may go to a processing provider to produce extracted facts or suggestions. A broker must review the result. An AI result is not a coverage decision.

Cookies and security

We use cookies and local storage to keep users signed in, remember preferences, and protect the service. We use access controls, agency separation, and encryption for sensitive service credentials. No system can guarantee absolute security. OnePass is for business and insurance use and is not directed to children.

How long we keep information

We keep account and subscription records while an account operates and afterward when needed for billing, disputes, or legal duties. Insurance answers, messages, and documents follow the agency's instructions and applicable insurance and recordkeeping requirements; closing a file does not automatically erase it. We keep technical and security logs as needed to investigate misuse, maintain reliability, or meet legal duties. Correspondence already saved to a file stays with that file.

Your choices and questions

You may stop Gmail forwarding at any time in Gmail. You may request access to, correction or deletion of, or a copy of personal information, and exercise other rights available under applicable law. We verify requests and respond as required by law. We do not discriminate for exercising applicable privacy rights.

For an insurance file, contact the agency shown in your intake or portal first; it controls the file and may need to keep records. Agency account holders can reach OnePass through their account support channel.

Changes

We update the effective date when this policy changes. The policy version recorded with an applicant's intake consent identifies the version shown at that time.