Client Portal Privacy Notice
This notice explains how the Loveday Client Portal collects, stores and uses your information. It adds to our Privacy Policy, which covers how we handle your information when arranging your insurance and continues to apply.
What the portal collects
- Your name, email address and the business you act for, so we can invite you and know who has signed.
- Your business details: legal names, ABN, date established, address and website.
- Your answers to proposal forms, including the disclosure questions an insurer relies on, such as claims history, known circumstances and previous refusals of cover.
- Your signature, drawn on screen, together with the date and time you signed, the internet address and browser you signed from, and a fingerprint of the signed document. We keep these so a signed proposal can be verified later.
- Documents you upload, such as previous proposals or supporting information, and the policy documents we file on your account.
- A record of activity on your account: sign-ins, saves, submissions and documents viewed.
- If you notify a claim through the portal, the details you give us about it.
Why we collect it
To prepare and place your insurance, to meet your duty of disclosure to insurers, to keep the records the law requires us to keep, to keep the portal secure, and to contact you about your cover.
Where your information is held
In Australia. The portal runs on a server in Sydney, and its backups are encrypted before they leave that server and stored in Sydney. Your answers and documents are not stored anywhere else.
Who else sees it
- Insurers and others involved in placing your cover, as described in our Privacy Policy.
- Service providers that help us run the portal: our hosting provider (DigitalOcean, Sydney), our backup storage (Amazon Web Services, Sydney), our email delivery service (Postmark, which handles the emails we send you; those emails contain your name, your business name and a link to the portal, never your answers or documents), and Microsoft Teams, which tells your broker when you have submitted a form or notified a claim.
- Your broker may use the portal's document reading feature to pre-fill a form from a document you have supplied. That document is processed by an artificial intelligence service (Claude, on Amazon Web Services) in Australia. It is not retained by that service, and your saved answers are never sent to it. Disclosure questions are never answered for you.
- The portal loads its typeface from Google Fonts, which receives your browser's request but no information from your account.
We do not sell or rent your information, and the portal has no advertising.
Your browser
The portal uses a sign-in cookie and a security cookie; both are essential and neither tracks you across other sites. While you fill in a form, an unsaved copy of your answers may be kept in your browser so nothing is lost if your connection drops; it is removed when your answers save or when you sign out. The portal uses no analytics or advertising cookies.
How we protect it
Access is by invitation only. Your account is protected by a password, and sign-in is locked after repeated failed attempts. Broker accounts also require a second factor. All traffic to the portal is encrypted, and backups are encrypted. Only staff of Loveday Insurance Services can see your account.
How long we keep it
We keep proposals, signed declarations, policies, documents and account records for seven years after our relationship with you ends, and claims records for seven years after a claim is closed, as financial services law requires. An invitation that is never accepted is removed after twelve months. Backups are kept for up to sixty days.
Access, correction and complaints
You can see most of your information in the portal at any time. To access or correct anything else, or to make a complaint about how we have handled your information, write to us at info@lovedayinsurance.com.au. We handle complaints as set out in our Privacy Policy, and we will tell you how to take a complaint to the Office of the Australian Information Commissioner if we cannot resolve it.
Changes
We will update this notice when the portal changes how it handles your information, and the date below will change with it.