Privacy
Last updated August 21, 2026. Short and honest.
What this service is
COIinbox tracks dates on insurance certificates of insurance (typically an ACORD 25 PDF) that a buyer or a vendor sends us. We are not an insurer, agent, or broker.
What we collect
- What you type on the Sign up for tracking form: name, work email, company, role, and anything else you choose to send.
- After you are a paying customer: the COI PDFs your office or vendors email us, plus the From/To/subject of those messages.
- Fields we pull off the PDF so we can show you a list: named insured, carrier, policy number, coverages, limits, effective and expiry dates.
- Routine server logs (IP, user agent) needed to run the site and keep accounts from being abused.
Why we store the PDFs
We store the certificate file so we can extract the dates, show you the list, send 30 / 14 / 7-day reminders, mark a cert expired, and escalate to you if a vendor ignores two chases. That is the product. We do not store PDFs to train a public model or to build a marketing list of vendors.
What we do not do
- We do not sell your PDFs, your vendor list, or the extracted fields.
- We do not sell or rent personal information.
- We do not use the certificates to say whether anyone is insured or whether coverage is enough.
- Vendors do not get an account. We only email them a chase when a date is coming due or has passed.
Who else sees it
Infrastructure we use to run the service (hosting, email, file storage, payment processor) will process data as needed to deliver those jobs. We do not hand certificates to advertisers. If a court or regulator lawfully requires a copy, we will say so if we are allowed to.
How long we keep it
We keep a certificate and its extracted dates while your account is active and you still need the reminder trail. If you close the account, we delete the PDFs and extracted fields within 30 days, unless we have to keep a record of a payment or a legal hold.
Your choices
Email privacy@coiinbox.com to see, correct, or delete the files and fields we hold for your office. Buyers control the list. A vendor who only received a chase email can ask us to stop further chases for that address.
Contact
COIinbox · coiinbox.com · privacy@coiinbox.com