Vantyx Flow is field software for licensed insurance agents. It handles two kinds of information: details about the agents who use it, and details about the people those agents enroll. This page explains what we collect, why, who we share it with, and what you can ask us to do about it.
The short version. We collect what the app needs to do its job and nothing else. We do not sell personal information. We do not show ads. We do not use client data to train AI models. Photographs of insurance applications are deleted the moment the information is read off them.
1. Who we are
Vantyx Flow is operated by Vantyx Systems LLC, 2807 Allen St, Dallas, TX 75204, United States. In this policy, “we” and “us” mean Vantyx Systems LLC.
Vantyx Flow is licensed to insurance agencies. Your agency decides who may use the app, what each agent can see, and how long records are kept. For most purposes your agency is the controller of the information in the app, and Vantyx Systems is the processor acting on the agency’s instructions. If you are an enrolled employee and want your record corrected or removed, contact the agency you enrolled through. You can also contact us and we will pass the request on.
2. Who uses the app
Vantyx Flow is not available to the general public. Access is by invitation from an agency that licenses the software. There is no self-service signup. Anyone who downloads the app without an invitation will see a sign-in screen they cannot pass.
The app is intended for adults working as licensed insurance professionals. It is not directed at children.
3. Information we collect
3.1 About agents who use the app
| What | Why |
|---|---|
| Name, work email, phone | Account, sign-in, and identifying who did what |
| Profile photo | Optional. Shown to teammates in the app |
| Role and tier | Controls what an agent can see and do |
| Activity in the app | Claims, meetings, leads captured, policies written, points earned |
| Approximate location at check-in | Confirms an agent is on-site when they start a session |
| Device push token | Delivers reminders and notifications |
| Error and usage events | Diagnosing problems. Records what happened, not what was typed |
3.2 About people agents enroll
When an agent writes a policy or captures a lead, the app stores the information needed to service that policy:
- Name of the policy owner and the person insured
- Date of birth
- Phone number and email address
- Employer or institution
- Policy details — carrier, product, face amount, premium, effective date, policy number, status
- Relationship between an owner and a dependent, where one applies
Agencies may also import their existing book of business, which contains the same categories of information for policies written before the agency began using Vantyx Flow.
3.3 What we deliberately do not collect
The application scanner reads a limited, fixed list of fields from a photographed form. Social Security numbers and driver’s licence numbers are never extracted and never stored, even when they are visible on the page.
4. Camera, photos, and location
4.1 Camera
The app uses the camera for three things: scanning raffle or lead cards, photographing insurance applications so the details can be read off them automatically, and taking a profile photo.
Photographs of applications and raffle cards are not stored. The image is sent for reading, the extracted fields are returned, and the image file is deleted from the device immediately afterwards. It is not saved to your photo library, not uploaded to our servers, and not retained by us in any form.
4.2 Photo library
Used only if you choose an existing photo as your profile picture.
4.3 Location
Vantyx Flow uses location only while the app is open. The app does not track location in the background, does not follow agents during the day, and does not build a location history.
Whether location is required depends on your agency. Confirming that an agent is physically on-site is central to how the product works: claims, check-ins and on-site sessions are built around it. Each agency chooses whether to enforce that check. Where it is enforced, declining the permission or turning it off later will stop you starting an on-site session. Where an agency has turned it off, the rest of the app works normally without it.
Either way, location is read only at the moment you start a session, to confirm you are at the institution. It is never read in the background.
5. How we use information
- To operate the app: claiming institutions, booking meetings, capturing leads, submitting policies
- To calculate commissions, points, tiers and agency reporting
- To send reminders about meetings, follow-ups and outstanding paperwork
- To let an agency’s leadership see agency-wide production
- To diagnose faults and improve reliability
- To meet legal, regulatory and insurance record-keeping obligations
We do not use personal information for advertising, and we do not sell it.
6. Automated reading of application forms
When an agent photographs an application, the image is sent to Anthropic, PBC to read the printed and handwritten fields. Only the fields the app needs are returned. The image is discarded once the reading is complete.
Anthropic does not use data submitted through its business API to train its models. We do not use client information to train any model of our own.
Nothing in the app makes a decision about a person automatically. Underwriting decisions are made by the insurance carrier, not by Vantyx Flow.
7. Who we share information with
We share information with the service providers below, only to the extent needed to run the app. Each is bound by contract to protect it.
| Provider | Purpose |
|---|---|
| Supabase | Database, authentication, file storage — United States |
| Railway | Application server hosting — United States |
| Anthropic, PBC | Reading photographed application forms |
| Google — Firebase | Push notification delivery to Android devices |
| Google — Places | Looking up institution names and addresses |
| Apple | Push notification delivery to iOS devices |
| Expo | Notification routing and application updates |
| Resend | Sending account emails such as password resets |
We also share information with your agency — that is the point of the product — and with insurance carriers where an agent submits business through them. We will disclose information if required by law, and we may transfer it as part of a merger or sale of the business, in which case this policy continues to apply until replaced.
8. Where information is stored
Information is stored on servers in the United States. If you use the app from outside the United States, you are consenting to that transfer.
9. How long we keep it
| Category | Retention |
|---|---|
| Photographs of applications | Deleted immediately after reading. Never stored |
| Unfinished scans in progress | Deleted automatically after 14 days |
| Policy and client records | Kept while the agency licenses the software, and afterwards where insurance record-keeping law requires it |
| Agent accounts | Kept while active. Deactivated accounts are retained for audit |
| Diagnostic events | Retained for a limited period for troubleshooting |
Insurance records are commonly subject to retention requirements of several years under state law and carrier agreements. Your agency sets the applicable period.
10. Security
Traffic between the app and our servers is encrypted in transit. Data is encrypted at rest. Access is restricted by role: agents see their own work and, where their agency has enabled it, work shared with them; agency leadership sees agency-wide figures. These restrictions are enforced on the server, not only in the app.
Passwords are stored as one-way hashes. We cannot read them. The app supports Face ID or fingerprint unlock on supported devices.
No system is perfectly secure. If a breach affects your information, we will notify affected parties and the relevant authorities as required by law.
11. Your choices and rights
Depending on where you live, you may have the right to request access to your information, to have it corrected or deleted, to receive a copy in portable form, or to object to certain processing. Residents of California, Texas and other states with comprehensive privacy laws have specific rights under those laws. We do not sell personal information or share it for cross-context behavioural advertising, and we will not discriminate against you for exercising any right.
To make a request, email privacy@vantyxsystem.com. We will verify your identity before acting. If the information belongs to an agency’s records, we will forward your request to that agency and support them in responding.
You can withdraw camera and photo library permissions at any time in your device settings; the app will continue to work without them, minus the features that use them. Location is different — see section 4.3. Where your agency enforces the on-site check, withdrawing location access will stop you starting an on-site session, because confirming an agent is on-site is core to what the product does.
12. Children
Vantyx Flow is not directed at children and we do not knowingly collect information from anyone under 18 as a user of the app.
Some insurance products cover children, and an agent may record a child’s name and date of birth as the person insured on a policy taken out by a parent or guardian. That information is supplied by the adult applicant on a signed insurance application. It is held as part of the policy record and used only to service that policy.
13. Changes to this policy
We will post any changes on this page and update the date at the top. If a change is significant, we will notify agencies directly.
14. Contact
Vantyx Systems LLC
2807 Allen St, Dallas, TX 75204, United States
privacy@vantyxsystem.com