Verbatim AI Technologies, Inc
Effective Date: Mar 14th 2026
Last Updated: Mar 12nd 2026

Verbatim AI Technologies, Inc, doing business as Verbatim AI (“Verbatim AI,” “Company,” “we,” “us,” or “our”), respects your privacy and is committed to protecting it through this Privacy Policy.

This Privacy Policy describes how we collect, use, disclose, and protect information when you visit our website, use our software, products, and services, or otherwise interact with us (collectively, the “Services”).

By accessing or using our Services, you agree to this Privacy Policy.

1. Who We Are

Legal Entity: Verbatim AI Technologies, Inc
Product / Brand Name: Verbatim AI

Verbatim AI provides AI-powered automation tools and related software services for property and casualty (P&C) insurance agencies, including workflow automation, communications automation, call-related tools, data processing, and operational support features.

2. Scope of This Privacy Policy

This Privacy Policy applies to information we collect:

on our website;

through our platform and Services;

in email, text, phone, chat, and other electronic communications with us;

from customers, prospective customers, users, and website visitors; and

from third parties that integrate with our Services.

This Privacy Policy does not apply to information processed by our customers through their own policies, notices, or practices. When we process information on behalf of a customer, we may act as a service provider or processor, and that customer’s privacy practices may also apply.

3. Information We Collect

We may collect the following categories of information:

A. Information You Provide to Us

We collect information you voluntarily provide, such as when you request a demo, contact us, sign up for an account, use the Services, or communicate with us. This may include:

name, email address, phone number, company name, job title, billing and account information, login credentials, support requests and correspondence, and any other information you choose to provide.

B. Information We Collect Automatically

When you use our website or Services, we may automatically collect certain information, including IP address, browser type and version, device type and identifiers, operating system, referring URLs, pages viewed, dates and times of access, clickstream data;

usage activity within the Services; an, cookie and similar technology data.

C. Information Processed Through Customer Use of the Services

Our customers may use Verbatim AI to process business-related information in connection with their insurance operations and customer interactions. Depending on how a customer uses the Services, this may include:

names and contact information of leads, policyholders, or prospects;

communications content, including call transcripts, chat logs, notes, and messages;

call metadata, recordings, and disposition data;

workflow inputs and outputs;

insurance-related intake or qualification information; and

other data submitted by or on behalf of our customers.

We process such information in accordance with our agreements with customers and their instructions, where applicable.

D. Information from Third Parties

We may receive information from third-party sources, such as:

CRM platforms;

telephony or communications providers;

analytics providers;

advertising and marketing partners;

identity or authentication providers;

integration partners; and

publicly available sources.

E. SMS Opt-In Information
If you choose to opt in to receive SMS messages from Verbatim AI Technologies, Inc, we may collect your mobile phone number, the date and time of your opt-in, the method of opt-in, and any related records of your consent. We may also collect records of SMS communications, including delivery status, message content, and your responses such as STOP or HELP, in order to provide and manage SMS communications and maintain compliance with applicable laws and industry requirements.

4. How We Use Information

We may use information for the following purposes:

to provide, operate, maintain, and improve the Services;

to create, manage, and secure user accounts;

to communicate with you about the Services, including support, updates, and administrative notices;

to respond to inquiries, requests, and customer service issues;

to personalize and improve user experience;

to develop new products, features, and functionality;

to monitor usage, performance, and trends;

to detect, prevent, investigate, and address fraud, abuse, security issues, or other harmful activity;

to enforce our terms, agreements, and policies;

to process transactions and manage billing;

to comply with legal obligations; and

for internal business purposes, including analytics, auditing, quality assurance, and training.

Where permitted by law, we may also use information to send marketing communications. You may opt out of marketing emails at any time using the unsubscribe link or by contacting us.

5. AI and Automated Processing

Verbatim AI provides AI-powered automation tools that may analyze, organize, summarize, route, classify, or generate outputs based on data submitted to the Services.

This may include automated processing of communications, workflow data, and operational records. Outputs generated by AI may not always be accurate, complete, or appropriate for every use case, and customers are responsible for reviewing outputs where necessary and for using the Services in compliance with applicable laws and regulations.

We may use service providers and subprocessors to support AI functionality, cloud hosting, analytics, communications, and related infrastructure.

6. Cookies and Similar Technologies

We may use cookies, pixels, local storage, and similar technologies to:

operate and secure our website and Services;

remember preferences and settings;

analyze traffic and usage;

improve performance and functionality; and

support marketing and advertising efforts.

You may be able to control cookies through your browser settings. However, disabling cookies may affect the functionality of certain parts of the Services.

7. How We Disclose Information

We may disclose information in the following circumstances:

A. Service Providers and Vendors

We may share information with service providers that perform services on our behalf, such as hosting, communications, analytics, customer support, payment processing, security, and infrastructure providers.

B. Business Customers and Authorized Users

If you use the Services through an organization, information associated with your use may be accessible to that organization and its authorized administrators.

C. Integrations and Third Parties at Your Direction

If you enable integrations or instruct us to share information with third parties, we may do so in accordance with your instructions.

D. Legal Compliance and Protection

We may disclose information if we believe doing so is necessary to:

comply with applicable law, regulation, subpoena, court order, or legal process;

enforce our agreements and policies;

protect our rights, property, or safety;

protect the rights, property, or safety of our users, customers, or others; or

detect, prevent, or investigate security incidents, fraud, or illegal activity.

E. Business Transfers

We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction.

F. Aggregated or De-Identified Information

We may use and disclose aggregated, anonymized, or de-identified information that does not reasonably identify an individual.

G. SMS Consent and Opt-In Data
SMS consent is not shared with third parties or affiliates for their own marketing purposes. Mobile opt-in information, consent records, and related SMS data will not be sold, rented, or shared with third parties for promotional or marketing use. We may share this information only with service providers that help us deliver SMS messages or support our communications systems, and only to the extent necessary to provide those services on our behalf.

8. Data Retention

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

provide the Services;

maintain business and operational records;

comply with legal, tax, accounting, and regulatory obligations;

resolve disputes; and

enforce our agreements.

Retention periods may vary depending on the nature of the information, the context in which it was collected, and applicable legal requirements.

9. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

10. Your Choices and Rights

Depending on your jurisdiction, you may have certain privacy rights regarding your personal information, which may include the right to:

access personal information we hold about you;

request correction of inaccurate information;

request deletion of personal information;

object to or restrict certain processing;

withdraw consent where processing is based on consent; and

request data portability, where applicable.

To exercise applicable rights, please contact us using the contact information below. We may need to verify your identity before processing your request.

If we process personal information on behalf of a business customer, you may need to direct your request to that customer.

11. U.S. State Privacy Rights

If you reside in a U.S. state that provides specific privacy rights, you may have additional rights under applicable law, subject to certain exceptions and limitations. These may include rights to know, access, delete, correct, and opt out of certain data uses.

We do not sell personal information in the traditional sense of exchanging personal information for money. However, depending on applicable law, some data-sharing practices for analytics or advertising may be considered “selling,” “sharing,” or “targeted advertising.” Where required, we will provide applicable rights and choices.

12. Children’s Privacy

Our Services are intended for business use and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13 without appropriate authorization, we will take steps to delete it.

13. Third-Party Websites and Services

Our Services may contain links to third-party websites, applications, or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing information to them.

14. International Data Transfers

If you access the Services from outside the United States, please note that your information may be transferred to, processed in, and stored in the United States or other jurisdictions where we or our service providers operate. These jurisdictions may have data protection laws that differ from those in your jurisdiction.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Effective Date” or “Last Updated” date above. If changes are material, we may provide additional notice as required by law.

Your continued use of the Services after any updated Privacy Policy becomes effective constitutes your acceptance of the revised Privacy Policy.