Privacy Policy

Last updated: 9 September 2026

Who we are

PolicyProof is a business of Quilbern Pty Ltd (ACN 701 735 926, ABN 72 701 735 926), an Australian proprietary company, and provides policy-checking services to independent US commercial-lines insurance agencies. Quilbern Pty Ltd is the data controller for the purposes of this policy. Contact: info@policyproof.net or the postal address in the footer.

This policy covers our website, business outreach and policy-checking service. The website cookie controls described below apply to website analytics; they do not change how information supplied for the checking service is processed.

What data we hold and why

Business contact information. We maintain a database of US insurance agencies and their principals — names, business roles, agency names, business addresses, business emails and phone numbers — compiled from public regulatory sources (state Department of Insurance open data) and licensed commercial data providers. We use it for one purpose: contacting agency decision-makers about our services (B2B outreach).

Email interaction data. Our sending platform, Apollo.io, records delivery and replies so we can honor opt-outs and stop emailing people who aren't interested.

Client documents. If you become a client, insurance policy documents you send us are used solely to deliver the checking service under the terms of our engagement, are not shared with third parties except as needed to provide the service, and are deleted on request or at engagement end.

Website analytics and cookies

Cookies are small pieces of information stored by your browser. This website uses a cookie to remember your choice and an optional cookie to help estimate visits. We do not use advertising cookies on this website.

If analytics is enabled for your visit, we count page views, approximate visits and clicks on booking, email and navigation links to understand and improve this website. These statistics are not used for advertising, individual profiles or matching website activity to customer or outreach records.

Analytics runs automatically for visits our service locates in Australia, the United States or the United Kingdom, unless you turn it off. For visits located in the European Economic Area, or where the country cannot be determined, optional analytics stays off until you accept it using the cookie banner or Cookie settings. In other locations outside Australia, the United States and the United Kingdom, analytics stays off and no cookie banner is shown. Location comes from the network connection and may not reflect where you live. These are our collection rules, which may be more restrictive than local law. A recognised Global Privacy Control or Do Not Track signal switches analytics off. Use Cookie settings to reject, withdraw consent or change your choice where analytics is available. Saved refusals are respected. If configuration is unavailable, analytics stays off without a consent prompt. The site remains usable with analytics off.

Cookies used on this website

__Host-pp_choice — your preference

Set when you choose to allow or reject optional analytics. It stores that choice for 180 days. This preference cookie helps us respect your decision; it is not used to count visits.

__Host-pp_visit — optional analytics

Contains only the value 1, with no unique visitor identifier. It helps avoid counting every page view as a new visit. It expires 30 minutes after its last refresh and is refreshed while a page is visible and on measured activity. Visit counts are approximate, not a count of identifiable people.

Both cookies are set by PolicyProof for www.policyproof.net and sent only over HTTPS. Browsers may delete or block them sooner.

Changing your cookie choice

Open Cookie settings in the footer of any page to reject optional analytics or change your choice where analytics is available. Your choice applies to this browser on this device. Make the same choice in each other browser or device you use.

You can also block or delete cookies using your browser settings. Deleting the preference cookie removes the saved choice, including a refusal, so the regional default applies on a later visit. In an automatic region, this can switch analytics back on unless a privacy signal or other safeguard prevents it. To keep a refusal, leave the preference cookie in place or reject optional analytics again. Blocking storage keeps this website's analytics off.

Our analytics application stores daily totals by page category and event type. It does not store individual event records, names, email addresses, form contents, full URLs, query strings, referrers, IP addresses or browser identifiers. Cloudflare hosts the site and analytics service and processes network information to deliver and protect them; this is separate from our stored statistics. Its services may process information internationally, as described in its privacy policy.

Daily totals are scheduled for deletion after about 90 days. Cloudflare's database recovery history may retain deleted totals for up to a further 30 days. We cannot identify and remove one person's contribution from these aggregate totals. Turning analytics off stops further measurement from this browser; it does not undo counts already recorded. Other privacy requests remain available using the contact details below.

Links to other services

The booking link opens Google Calendar, and email links open your email application. Those services process information under their own privacy notices. PolicyProof's Cookie settings controls this website's optional analytics; it does not control cookies or information processed by another service after you follow a link.

Use of AI in policy checking

We use a combination of AI systems to assist with policy checking. Where necessary to provide our services, policy documents and related information are securely transmitted to and processed by our AI service providers. We do not sell client information to these providers or make it publicly available. We use these services with optional model-training and improvement settings switched off.

These settings do not prevent providers from processing or retaining information where necessary for service operation, security, abuse prevention or legal compliance, in accordance with their applicable terms and privacy policies.

Legal basis and compliance

Our outreach is business-to-business, directed at conspicuously published business contact details relevant to the recipient's role. We comply with the US CAN-SPAM Act (accurate headers, a physical postal address, and a functioning opt-out honored promptly) and have regard to the Australian Spam Act 2003. We do not sell or rent contact data.

Your choices

To stop marketing emails: reply to a marketing email and ask us to stop, use the unsubscribe page, or email info@policyproof.net. To ask what we hold about you, or to have it corrected or deleted, email the same address — we respond to verified requests within 10 business days.

Data security and retention

Contact data lives in access-controlled commercial platforms (Apollo.io, our CRM); we keep it only while it serves the purpose above and re-verify or remove stale records in the ordinary course. Opt-outs are retained indefinitely so we don't contact you again.

Changes

We may update this Privacy Policy at any time without prior notice, except where notice is required by applicable law.