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 for agents who work for an agency that licenses the software. Anyone can download the app, but an account can only be created by someone who belongs to a licensed agency. The app matches a new agent to their agency by their work email address, or by a joining code the agency gives them. Without one of those, no account is created.
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 |
| Birthday and start date | Shown to teammates for birthday and work-anniversary messages |
| Insurance license dates | Entered by the agent, for license renewal reminders |
| 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 | Optional. Read when an agent checks in at an institution or marks a meeting complete, to confirm they were there |
| Messages and photos | Messages, photos and reactions agents send each other inside their agency |
| Sign-in activity | Whether an agent signed in during a month, which sets the agency’s monthly bill |
| 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
- For leads captured at a school: room number, break time, and the products the person said they were interested in
- 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 license 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 to scan sign-up cards, to photograph insurance applications so the details can be read off them automatically, to take a profile photo, and to share photos in agency messages.
Photographs of applications and sign-up cards are not stored. The image passes through our server, which holds it in memory only for the moment the reading takes and passes it straight on. It is never written to disk, never saved to your photo library, and never kept by us once the fields come back. The image file is also deleted from the device immediately afterwards.
4.2 Photo library
Used only if you choose an existing photo for your profile picture or to share in a message. Profile photos and photos shared in messages are stored so your teammates can see them.
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.
Location is optional, and the app works fully with it turned off. The app asks for permission only when you tap to check in at an institution, never when it opens or when you sign in.
Location is read at two moments only: when you check in at an institution, to confirm you are there, and when you mark a meeting complete, to record that you attended. If location is off, or no reading is available, the check-in still works and is recorded as unverified. Where your agency uses the distance check, a reading that shows you are not at the institution will stop that check-in.
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, license renewals and outstanding paperwork
- To write short coaching messages for agents about their own work
- To let agents message each other within their agency
- To bill agencies for their subscriptions, based on how many agents signed in that month
- 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 and coaching
When an agent photographs an application or a sign-up card, the image is sent, by way of our server, 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.
The app's coach also uses Anthropic to write short coaching messages for each agent. To do that, it sends information about that agent's own work in the app, such as upcoming meetings, follow-ups and production, which can include the names of institutions and people the agent is following up with.
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 and writing coaching messages |
| Stripe | Billing and payments for agencies. Card and bank details are held by Stripe, never by us |
| 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 and sign-up cards | Held in memory only while being read. Never written to disk, 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. Accounts deactivated by an agency are retained for audit |
| Deleted agent accounts | The person’s account is removed. Policies they wrote stay with the agency as insurance records, and notes they left about institutions stay without their name |
| Messages | Kept while the agency licenses the software |
| 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. No agency can see another agency’s information. Inside an agency, access is restricted by role:
- Leads are visible only to the agent who captured them. Leadership sees counts, never the people.
- Agents see their own policies and the policies they share credit on.
- An agent can look up limited details of an existing client in the agency’s book, such as the product and who enrolled them, but never commission. Every lookup is recorded.
- The leaderboard and notes about institutions are shared across the agency by design.
- 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 behavioral advertising, and we will not discriminate against you for exercising any right.
Agents can delete their own account at any time from Settings in the app. Policies the agent wrote stay with their agency, because they are the agency’s insurance records.
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, photo library and location permissions at any time in your device settings. The app keeps working without them, minus the features that use them. See section 4.3 for how check-ins work with location off.
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