Privacy Policy

HUBivio LLC (“HUBivio,” “we,” “us”) operates the HUBivio website and agency operating platform. This Policy applies to personal information processed through those services. We collect account and contact details; organization, role, and profile details; subscription, invoice, and transaction metadata; support and business communications; and content, records, documents, and other information authorized users enter or upload.

We also collect service and security data, including IP address, browser and device details, cookie and session identifiers, authentication events, audit logs, and operational usage data. Stripe processes payment-card information; HUBivio does not store full payment-card numbers. Customer data may include insurance-related information, Medicare or MBI information, and health-related information. Customers must only submit such data when they have a lawful basis and appropriate authority.

We receive information directly from customers, authorized users, prospects, and people who contact or book a meeting with us; from customer-directed uploads and integrations; automatically from browsers, devices, authentication, and security systems; and from service providers such as Clerk, Stripe, Google, and Replit. A customer may also provide information about its clients, prospects, policyholders, employees, agents, beneficiaries, or other people. In that situation, the customer is responsible for providing required notices and obtaining required permissions.

We use information to provide, authenticate, secure, administer, support, and improve the Services; process subscriptions; communicate about the Services; prevent fraud, abuse, and security incidents; and comply with law. For workspace Customer Data, the subscribing organization generally determines the purposes and means of processing, and HUBivio processes it to provide the Services and as instructed by that organization.

We may send service, security, billing, and transaction communications that are necessary to operate the Services. We send optional marketing communications only as permitted by law, and recipients may unsubscribe using the message instructions or by contacting us.

We do not sell personal information. On our public marketing website only, and only when a visitor allows advertising technologies through Privacy Choices, we use the Meta Pixel to measure page visits, create advertising audiences, and record a confirmed discovery-call scheduling event. We do not use the Meta Pixel inside authenticated agency workspaces, and we do not send discovery-form fields, client records, policy information, or other workspace content to Meta. For agencies using HUBivio Reach AI, HUBivio facilitates a customer-directed connection to the agency’s own Meta advertising account and uses consented browser-event audiences for website retargeting. HUBivio does not upload agency CRM records, lead-form fields, insurance records, or other personally identifiable information to Meta for this retargeting feature.

For HUBivio Reach AI, a website visit alone does not grant legal permission to call or text a prospect. Outbound contact requires the permission required by applicable law.

We disclose information only as needed to operate the Services: Clerk for authentication; Stripe for billing; Replit for hosting, database, and object storage; OpenAI for enabled AI features; Google Calendar for discovery bookings; Google and Gmail for communications where used; Meta for consented public-website advertising measurement, audience creation, and customer-directed Meta integrations via HUBivio Reach AI; and browser push services for notifications where enabled. Each provider processes information under its applicable terms and privacy commitments. See our Subprocessor page for current details.

We may also disclose information to comply with law or legal process, protect rights, safety, and security, enforce our agreements, or in connection with a merger, financing, acquisition, or sale of assets, subject to applicable law.

Mobile information, including phone numbers, will not be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes.

If you opt in to text messages from HUBivio, we may use your phone number, messages, and consent records to provide the messaging you requested, maintain evidence of your choices, and process opt-out requests. Providing a phone number, submitting a form, accepting this Privacy Policy, or consenting to email does not by itself constitute consent to SMS marketing.

We may share mobile information with service providers, such as messaging platforms, telecommunications carriers, and customer-support providers, solely as necessary to deliver and support messaging on our behalf. These providers are not authorized to use that information for their own marketing or promotional purposes.

Text-message opt-in data and consent will not be shared with third parties or affiliates for their marketing or promotional purposes. We disclose such records only to providers supporting our messaging program, or when required by law. No other sharing provision in this Policy permits the sale or sharing of mobile information or SMS consent for third-party or affiliate marketing.

For questions about mobile information or your messaging privacy choices, contact support@hubivio.com.

If an authorized user uses an AI feature, relevant prompts and selected content may be sent to OpenAI to generate the requested output. AI output can be inaccurate, incomplete, or inappropriate and is not legal, tax, accounting, insurance, medical, benefits, or compliance advice. Customers must review output before relying on, sharing, or acting on it and should not use AI features for decisions requiring human professional judgment.

Do not submit sensitive data to an AI feature unless your organization has determined that use is permitted and appropriate. HUBivio does not currently represent that the Services meet HIPAA requirements and does not currently offer a HIPAA Business Associate Agreement (“BAA”). Customers must not use the Services to create, receive, maintain, or transmit protected health information on behalf of a covered entity or business associate unless HUBivio has first signed a BAA that expressly covers that use.

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No method of transmission or storage is completely secure. We retain information for the period reasonably necessary to provide the Services, meet legal and contractual obligations, resolve disputes, and enforce agreements; retention may vary by data type and customer instructions.

Account and workspace information is generally retained while the customer relationship remains active and for a reasonable period afterward for security, backup, legal, dispute, and continuity purposes. Lead and discovery-call records are retained while reasonably useful for the requested relationship and legal obligations. Billing, consent, audit, and transaction records may be retained longer where needed for tax, accounting, fraud-prevention, and legal purposes. Deletion from active systems may not immediately remove information from restricted backups.

Our providers may process information in the United States and other locations where they operate. We take reasonable steps to use providers and safeguards appropriate to the Services.

Subject to applicable U.S. law, residents may have rights to know or access personal information, correct inaccuracies, delete information, obtain a portable copy, and opt out of certain sales, sharing, targeted advertising, or profiling. Visitors can decline or withdraw advertising permission at any time through Privacy Choices. We will not discriminate for exercising applicable rights.

To submit a request, email support@hubivio.com with “Privacy Request” and enough information to verify your request. We may verify identity and authority before responding. Workspace users should first contact their organization administrator, which controls Customer Data. Authorized agents may submit requests with valid authority. You may appeal a decision by replying to our response with “Privacy Appeal.” California residents may also use an authorized agent as permitted by law.

The Services are intended for business users age 18 or older and are not directed to children under 13. We do not knowingly collect personal information from children under 13.

We may update this Policy. We will post the revised version and effective date and, for material changes, provide additional notice when appropriate. Prior versions may be requested by contacting us.