Privacy at a glance
- We collect business contact details and what you choose to tell us, such as when you book a demo.
- Our own web pages set no cookies and use no analytics, advertising or tracking pixels. If you sign in to the client area, your browser keeps a sign-in token while you stay signed in.
- We don't sell personal information, share it for advertising, or use it to train AI models.
- Information about an agency's own clients is handled only for that agency, under a written agreement.
- You can ask to see, correct or delete your information, or stop our marketing, at any time.
1. Who we are
Ventar Solutions ("Ventar", "we", "us") is the business name under which D. Benjamin carries on business in Jamaica. It is registered with the Companies Office of Jamaica under the Registration of Business Names Act. We build and run automated renewal assistants for independent insurance agencies. Our registration as a data controller with Jamaica's Office of the Information Commissioner has been submitted and is under review; we will publish our registration number here once it is issued. You can reach our Data Protection Officer at info@ventarsolutions.com.
2. What this policy covers
This policy explains how we handle personal information about visitors to our website, people who book a demo or contact us, people at insurance agencies we contact about our services, and the staff of agencies we work with.
It does not cover information about an insurance agency's own clients. When we provide our service, we handle that information only on the agency's behalf and under a written agreement with the agency. The agency decides how its clients' information is used, and the agency's own privacy notice applies. Our Data Handling & Security page explains how we protect it. If you are a client of an agency we work with and you ask us about your information, we will pass your request to the agency and help it respond.
3. Information we collect
Information you give us. When you book a demo or contact us: your name, work email, agency name, the approximate number of policies you renew each month, the agency software you use, who referred you (if you tell us), and anything you tell us or write to us, such as your role, phone number, the states you are licensed in or your approximate commission.
Business contact information from other sources. To find agencies that may benefit from our service, we collect business contact details of agency owners and staff from public sources, such as state insurance licensing records, agency websites, business directories and professional networking profiles such as LinkedIn, and from business contact data providers. This is limited to name, job title, agency name, business email, business phone, business address and licensing details.
Client account information. If you create an account in our client area: your name, email address and password, whether you sign in with Google, when you signed in, and which agency your account is linked to. Your password is held only by our sign-in provider, Google Firebase Authentication, in scrambled (hashed) form; we never see it. To protect accounts, Google also records the IP address and device details of sign-in attempts and pauses sign-in after repeated wrong passwords.
Records of our contact with you. The dates and content of our emails, notes from our calls and meetings, and your preferences, including any request not to be contacted. We do not record phone calls unless we tell you at the start of the call and you agree.
Website information. Our hosting provider keeps standard server logs (IP address, browser type, pages requested and time) to keep the site secure and working.
We do not ask for, and ask you not to send us, sensitive information such as Social Security numbers, financial account numbers or health information.
4. How we use it, and why we are allowed to
| We use it to | Our reason |
|---|---|
| Answer your questions and hold the demo you booked | You asked us to, and it is needed before any agreement |
| Provide our services to agencies we work with, send invoices and give support | To perform our contract |
| Contact insurance agencies about our services by email, phone and LinkedIn message | Our legitimate interest in offering a business service to businesses. You can object at any time. |
| Keep a list of people who asked not to be contacted | To respect your request, and to meet the law |
| Run your client-area account: sign-in, confirming your email, password resets, and showing your agency's package and billing | To perform our contract with your agency, and our legitimate interest in keeping accounts secure |
| Keep our website and systems secure | Our legitimate interest in security |
| Keep business, tax and legal records | To meet our legal obligations |
We do not make decisions about you by automated means that have legal or similarly significant effects on you. We do not use your information to train artificial intelligence models.
5. Cookies and similar technologies
Our own pages set no cookies and use no analytics, advertising or tracking pixels, so there is nothing to accept or turn off. Your browser may keep copies of our fonts, images and stylesheet to load the site faster; these contain no personal information.
If you sign in to the client area, your browser keeps a sign-in token in its own storage so you stay signed in. It is strictly necessary for the account to work, is used for nothing else, and is removed when you sign out (or when you close the browser, if you untick "Keep me signed in"). Choosing "Continue with Google" opens a Google window, where Google's privacy policy applies.
When you send the demo request form, your answers go to a small Google Apps Script program in our own Google Workspace account. It saves them in a Google Sheet and emails our team, and it sets no cookies. The booking calendar you open next is a Google page, and Google may set its own cookies there, under Google's privacy policy. Because we don't track you, we treat every visit the same way whether or not your browser sends a "Do Not Track" or Global Privacy Control signal.
6. Marketing, and how to stop it
Every marketing email we send includes a way to opt out. Reply "no thanks" or "unsubscribe", or email info@ventarsolutions.com. On a call, tell us not to call again; on LinkedIn, tell us to stop. We will stop within 10 business days, usually the same day, and keep only what we need to make sure we do not contact you again.
7. Who we share it with
We do not sell personal information, and we do not share it with others for their own marketing or for targeted advertising. We share it only with:
- Service providers who run parts of our business for us, under contracts that require them to protect it: Google (email, calendar and booking, forms, video meetings, documents, and client-area sign-in and account records through Firebase), Cloudflare (website hosting), n8n (automation), Anthropic (AI features), Quo (business phone), Apollo (business contact data), ClickUp (our lead and task tracker) and our payment provider;
- Our professional advisers, such as lawyers and accountants, who must keep it confidential;
- Authorities, when the law requires it or to protect our legal rights;
- A buyer or successor, if our business is sold or reorganised, who must keep this policy's protections.
8. Transfers outside Jamaica
We are based in Jamaica. Several of our service providers store information in the United States and other countries. Jamaica's Data Protection Act allows information to be transferred abroad only where it is adequately protected. We use established providers that commit by contract to protect personal information and keep it secure, and we transfer only what is needed for the purposes above.
9. How long we keep it
- Demo requests and records about prospective clients: up to 24 months after our last contact, unless you become a client.
- "Do not contact" entries: for as long as needed to respect your request.
- Client-area accounts: until you delete your account, and in any case within 90 days after your agency's agreement with us ends.
- Client and billing records: for as long as tax and company law requires.
- Website server logs: as set by our hosting provider, usually no longer than 90 days.
10. How we protect it
We use two-step sign-in on every business account, give access only to people who need it, keep information in established cloud services that encrypt data in transit, do not keep personal information on removable media, and review our safeguards regularly. If a data breach affects your information, we will notify the Information Commissioner within 72 hours of becoming aware of it and inform you as the law requires.
11. Your rights
Under Jamaica's Data Protection Act you can:
- ask whether we hold personal information about you and get a copy of it;
- ask us to correct information that is wrong or incomplete;
- ask us to stop, or not start, processing your information in a way likely to cause you damage or distress;
- tell us to stop using your information for direct marketing;
- ask about, and object to, decisions made about you only by automated means;
- ask us to delete information we no longer have a good reason to keep.
If you have a client-area account, you can change your name, reset your password or delete your account yourself under "Your profile". To use any of these rights, email info@ventarsolutions.com. We may ask you to confirm your identity. We will reply within 30 days. If you are not satisfied, you can complain to the Office of the Information Commissioner, Jamaica (oic.gov.jm).
12. If you live in the United States
Depending on your state (for example California, Colorado, Connecticut, Virginia or Texas), you may have the right to know what personal information we hold about you and how we use it, to get a copy, to correct it, to delete it, and to opt out of its sale, its sharing for targeted advertising, or profiling. We do not sell personal information, share it for targeted advertising, or use it for profiling, so there is nothing to opt out of. We will honour requests to access, correct or delete your information wherever we reasonably can, whichever state you are in, and we will not treat you differently for making one.
Email info@ventarsolutions.com to make a request. Someone you authorise may make it for you if they show us your written permission. If we decline a request, you can ask us to reconsider by replying to our answer.
13. Children
Our services are for businesses. We do not knowingly collect information about anyone under 18.
14. Links to other websites
Our site links to other websites, such as Google's booking page and regulators' sites. Their own privacy policies apply when you visit them, and we are not responsible for how they handle information.
15. Changes to this policy
We update this policy when our services or providers change. The date at the top shows the latest version. If we make a significant change, we will tell the agencies we work with before it takes effect.
16. Contact us
Ventar Solutions (D. Benjamin), Jamaica
Email: info@ventarsolutions.com
Data Protection Officer: same address