Security, Privacy & Data Handling
Applied AI Partners builds software for insurance agencies, which means we handle client records, policy documents, recorded calls, and connected mailboxes. This page documents exactly how that data is protected, who can reach it, and what we will never do with it — in enough detail for a carrier vendor-security review.
Last updated: July 30, 2026 • Questions: info@appliedaijax.com
Infrastructure & Hosting
Every Applied AI product runs on managed, independently audited U.S. infrastructure. We do not operate our own data centers or physical servers.
Where data lives
Application code runs on Vercel. Customer records and credentials live in a Supabase-managed PostgreSQL database. Documents and call or meeting audio are stored in Amazon S3. All three run in United States regions, and customer data is not replicated outside the U.S.
Encryption
All traffic is served over HTTPS with TLS 1.2 or higher; there is no unencrypted path into the application. Data at rest is encrypted with AES-256 at the storage layer. Stored audio uses server-side KMS-managed encryption.
Credential encryption
Mailbox and calendar refresh tokens get a second, application-level layer beyond disk encryption: AES-256-GCM authenticated encryption under a key we hold outside the database. A stolen database copy alone does not yield a usable mailbox credential, and any tampering is detected on decrypt.
Passwords
Authentication runs on Supabase Auth using the PKCE flow. Passwords are salted and hashed by the auth provider — Applied AI never stores, sees, or logs a user password, and staff cannot retrieve one.
Access Control & Tenant Isolation
One agency's data must never be reachable by another. We enforce that in the database, not just in application code.
Row-level security on every tenant table
Each tenant-scoped table enforces PostgreSQL row-level security policies. An authenticated query physically cannot return rows belonging to another agency, even if application code contained a bug. Tables default to deny; access is granted by explicit policy only.
Two-factor authentication
AgencyIQ supports TOTP-based 2FA with any standard authenticator app, built on Supabase's native MFA. An agency owner can require 2FA for the entire agency; members who have not enrolled are gated at sign-in until they do, and the check is enforced server-side before any request reaches agency data.
Role-based permissions
Members hold explicit roles within their agency. Administrative endpoints re-verify the caller's role and active status on every request and on every HTTP method independently — an authenticated session is not by itself authorization.
Immediate revocation
When an agency removes a member, that member's access is cut at the next request across the web app, the mobile app, and the API. Revoked members cannot read agency data through any surface, including previously issued sessions.
Microsoft 365 & Outlook Access
AgencyIQ connects to Microsoft 365 through the Microsoft identity platform using OAuth 2.0. Agents sign in to Microsoft directly — AgencyIQ never sees, receives, or stores a Microsoft password.
Delegated permissions only
Every permission AgencyIQ requests is delegated, meaning the application acts solely on behalf of the individual agent who signed in and is bounded by that person's own mailbox and calendar. AgencyIQ requests no application-level or tenant-wide permissions — specifically not Mail.Read.All, Directory.Read.All, Files.Read.All, or Sites.Read.All. There is no configuration in which AgencyIQ can read a mailbox belonging to someone who has not personally connected it.
Exact permissions requested
| Microsoft Graph scope | Why AgencyIQ needs it |
|---|---|
offline_access | Keeps the connection alive so agents don't re-authenticate every hour. Issues the refresh token, which we store encrypted. |
openid / email | Identifies which mailbox was connected. Reads the address only — no directory or org-wide lookup. |
Mail.ReadWrite | Syncs inbound and sent mail onto the matching client's timeline, and powers the in-app inbox (read, flag, move, archive). |
Mail.Send | Sends email from the agent's own address, so clients see the agent — not a no-reply relay. |
User.Read | Reads the signed-in user's own basic profile to confirm the connected identity. |
Calendars.ReadWrite | Two-way calendar sync between Outlook and the AgencyIQ team calendar. |
MailboxSettings.ReadWrite | Sets and clears the agent's out-of-office reply from inside AgencyIQ. |
What we do with mailbox data
Synced mail is matched to the client record it belongs to and displayed on that client's timeline inside the agency's own AgencyIQ workspace. It stays within the agency's tenant. Mail is used to give the agency a complete history of its own client conversations — nothing else.
What we never do
- Never train AI models on mail content
- Never sell, rent, or broker mail data
- Never share mail with advertisers or third parties
- Never access another user's mailbox in the tenant
- Never read mail outside the connecting agent's own account
AI & Your Data
AI is the core of what our products do, so the data question deserves a direct answer rather than a footnote.
No training on customer data — ever
Customer content is never used to train AI models, ours or a provider's. Our AI subprocessors operate under commercial agreements that prohibit training on submitted content. Requests are processed and the result returned; the content is not retained for model improvement.
Least-context by default
AI features send only the specific records needed to answer the request — not the agency's book, and not a bulk export. A summarization request sends that call. A client brief sends that client's records.
AI inherits your permissions
The in-app assistant runs its lookups server-side, scoped to the requesting user's agency. It cannot surface a record the user could not already open directly, and it cannot cross an agency boundary.
A human approves outbound AI
AI-drafted client communication — including renewal outreach — lands in a review queue. Nothing generated by AI sends to a client without a person approving it. There is no autonomous send path.
Data Sharing & Subprocessors
Applied AI does not sell, rent, or trade customer data, and never shares it with advertisers or data brokers. Data reaches a third party only when that provider operates part of the service the agency is using.
| Provider | Role | Data it touches | Region |
|---|---|---|---|
| Vercel | Application hosting and edge network | Application traffic; no stored customer records | United States |
| Supabase | PostgreSQL database and authentication | Customer records, encrypted credentials | United States |
| Amazon Web Services | Object storage for documents and audio | Uploaded documents, call and meeting audio | United States |
| Twilio | Voice and SMS carrier services | Call audio, phone numbers, message bodies | United States |
| AssemblyAI | Speech-to-text transcription | Call and meeting audio, processed and returned | United States |
| Anthropic | AI summarization, drafting, and search | Only the record text needed for the request | United States |
| Resend | Transactional email delivery | Recipient address and message body | United States |
| Stripe | Subscription billing | Billing contact and payment method; we never see full card numbers | United States |
| PandaDoc | E-signature for the finalized-policy workflow | Documents an agency explicitly sends for signature | United States |
| Microsoft / Google | Mail and calendar sync | Only if an agency connects an account, and only under the scopes it grants | United States |
Retention, Deletion & Recordkeeping
Insurance has longer recordkeeping obligations than typical SaaS. Our defaults are built for E&O exposure, not for storage savings.
Call recordings
Retained one year by default, configurable by the agency from 90 days to two years. The call record, transcript, and AI summary are retained seven years, in line with insurance recordkeeping practice. Most phone systems purge at 90 days — well before an E&O dispute typically surfaces.
Legal hold
When a dispute, complaint, or regulatory inquiry arises, an agency can place a one-click legal hold that exempts the affected records from scheduled deletion. Every disposal event is written to a tamper-evident log.
Customer-controlled deletion
Agencies can delete individual records, documents, recordings, and meetings from the dashboard at any time. Deletion removes the underlying stored file, not just the listing. Deletion requests can also be sent to info@appliedaijax.com.
Sensitive-data handling
Uploaded documents are stored under UUID-only filenames that carry no client information. Log output is sanitized so personal data, policy numbers, and credentials are not written to logs. Consent and quiet-hours rules are enforced on outbound calling and messaging.
Compliance Posture
Where we stand today, stated plainly — including what we have not yet completed.
Independently audited infrastructure
The providers that host and transport customer data — Vercel, Supabase, Amazon Web Services, Twilio, and Stripe — each maintain SOC 2 Type II certification, and their current reports are available directly from them.
Applied AI's own SOC 2
Applied AI Partners has not yet completed a SOC 2 Type II audit of its own; it is on our roadmap. We say so directly rather than implying otherwise, and we will complete a carrier's own vendor security questionnaire on request in the meantime.
HIPAA-defensive design
Health-adjacent lines mean protected information can appear in agency records. We apply HIPAA-defensive controls throughout — PII redaction before logging, UUID-only filenames, encryption at rest and in transit, and audit logging of sensitive actions. Where a covered engagement requires a Business Associate Agreement, we execute one as part of contracting.
Regulatory alignment
Outbound calling and messaging enforce TCPA quiet hours and consent state. Call recording follows the consent rules of the applicable jurisdiction. SMS runs under a registered 10DLC brand rather than unregistered traffic.
Resilience & Incident Response
Backups and recovery
The production database runs managed automated backups through our database provider. Object storage is redundantly stored across multiple availability zones by the storage provider. Hosting runs on a globally distributed edge network with automatic failover.
Secure development
Every release runs an automated security suite that verifies an authorization check exists on every API route and every HTTP method independently, that row-level security covers every database table, and that server-side administrative queries filter by agency. Secrets live in environment configuration and are never committed to source control or exposed to the browser.
If something goes wrong
On confirming an incident affecting customer data, we contain it, determine scope, and notify affected agencies directly with what we know, what was affected, and what we are doing — without waiting for a full post-mortem to make first contact.
Reporting a vulnerability
Security researchers and agency IT teams can report a suspected vulnerability to info@appliedaijax.com. We investigate every report and will not pursue action against good-faith research.
Security Questions
Where is Applied AI customer data stored?
All customer data is stored in the United States. Our database (Supabase/PostgreSQL), object storage (AWS S3), and application hosting (Vercel) all run in U.S. regions. We do not replicate customer data outside the United States.
Does Applied AI use customer data to train AI models?
No. Customer data is never used to train AI models — ours or any provider's. Our AI subprocessors (Anthropic, AssemblyAI) operate under commercial agreements that prohibit training on submitted content. AI requests are processed and returned, not retained for model improvement.
What Microsoft 365 permissions does AgencyIQ request?
AgencyIQ requests delegated permissions only: offline_access, openid, email, Mail.ReadWrite, Mail.Send, User.Read, Calendars.ReadWrite, and MailboxSettings.ReadWrite. Delegated means AgencyIQ acts only on behalf of the individual agent who signed in and can never reach another user's mailbox. We do not request any application-level or tenant-wide permission such as Mail.Read.All, Directory.Read.All, Files.Read.All, or Sites.Read.All.
Can an agency or carrier revoke AgencyIQ's mailbox access?
Yes, at any time and from either side. An agent can disconnect the mailbox inside AgencyIQ, which deletes the stored credential. A Microsoft 365 administrator can revoke the grant tenant-wide from the Microsoft Entra admin center, and an individual user can revoke it at account.microsoft.com. Revocation is immediate and requires no action from Applied AI.
Does Applied AI sell or share customer data?
No. We do not sell, rent, or trade customer data, and we do not share it with advertisers or data brokers. Data is shared only with the named subprocessors that operate the service, and only to the extent required to deliver the feature the agency is using.
How is data isolated between agencies?
Every tenant-scoped table in AgencyIQ enforces PostgreSQL row-level security, so an authenticated request can only ever return rows belonging to the requesting user's agency. Isolation is enforced by the database itself, not by application code that could be bypassed. Server-side administrative queries are additionally filtered by agency in code and reviewed against that requirement.
Does AgencyIQ support two-factor authentication?
Yes. AgencyIQ supports TOTP-based two-factor authentication, and an agency owner can require it for every member of the agency. Users who have not enrolled are gated at sign-in until they do.
Is Applied AI SOC 2 certified?
Applied AI Partners has not yet completed a SOC 2 Type II audit; it is on our roadmap. Our core infrastructure providers — Vercel, Supabase, AWS, Twilio, and Stripe — are SOC 2 Type II certified today, and we are glad to complete a carrier's own vendor security questionnaire in the meantime.
Reviewing Applied AI as a Vendor?
We work with carrier compliance and agency IT teams regularly, and we will complete your vendor security questionnaire, walk your team through the Microsoft 365 permission model, or provide additional documentation on request. Ask for whatever your review requires.
Applied AI Partners LLC • Jacksonville, Florida • (904) 830-9969