Privacy Statement

Effective October 27, 2026. Last updated October 27, 2026.

Anise Labs LLC ("Anise", "we", "us") provides a service for commercial insurance agencies that reads the agency's servicing mail and documents and builds tools on them for account managers. This Privacy Statement explains what information the service, its mailbox connections for Microsoft 365 and Google Workspace, and the website www.aniseops.com collect, how we use, store and share it, and the choices available. It applies together with the Anise Terms of Service.

Our role. Our customers are insurance agencies (each an "Agency"). The Agency decides which mailboxes, folders and documents reach the service and who at the Agency may use it. For the personal information in that mail, Anise acts as a service provider (a "processor") on the Agency's behalf and under its instructions; the Agency is responsible for its own notices to its staff and clients. For the account information of the people who use the service and for visitors to our website, Anise acts for itself (a "controller"). Questions about an Agency's own practices go to that Agency.

1. Information we collect

Information the Agency directs to the service ("Customer Data").

• Email. The messages the Agency routes to us: by a connected Microsoft 365 or Google Workspace mailbox, by forwarding to the dedicated address we assign the Agency, or by uploading a saved email in the application. This includes the sender and recipient addresses, subject, date, body, headers and attachments.
• Documents. Attachments and the Agency's own account files: policies, declarations, endorsements, quotes, binders, certificates, loss runs, applications and schedules. These state the insured's names and addresses, policy numbers, carriers, coverages, limits, premiums, and schedule items such as vehicles (including vehicle identification numbers), locations, drivers or named individuals where a document lists them, and claims information where a loss run or claim notice carries it.
• People appearing in that mail. Business contact details (names, titles, email addresses, phone numbers) of the Agency's staff, its clients and their employees, carrier and wholesaler staff, and other third parties who write to the Agency.
• What the service derives. Extracted and verified facts with the quote each was read from, an insured's profile, renewal comparisons and drafted summaries, filing labels, and the review decisions, corrections and notes the Agency's staff record in the application.

Account information. For each person the Agency invites: name, work email address, role, sign-in events, multi-factor authentication enrollment (never the secret itself), and an audit trail of actions taken in the application (for example a review decision or a configuration change), with the person's email and account id.

Website information. Our website, www.aniseops.com, runs on Squarespace. When you visit it or book a call, we receive what you send us (a message, your name and contact details), and Squarespace keeps standard server and security logs (IP address, browser type, pages requested, time) and counts visits for its built-in site statistics (section 10). We use no advertising trackers. Call bookings go through Calendly under its own privacy policy.

We do not knowingly collect information from children under 18, and the service is not directed to them.

2. Mailbox connections: Microsoft 365 and Google Workspace

An Agency administrator may connect the Agency's Microsoft 365 or Google Workspace mailboxes to Anise through Microsoft's or Google's consent screen. What the connection does, and only this:

• Reads the messages and attachments in the mailboxes or folders the Agency designates, so the service can process them as described in section 3.
• Writes labels, folder moves or copies to the designated mailbox only where the Agency turns on filing.
• Never deletes a message, never sends mail from a user's mailbox, and never reads mailboxes or folders the Agency has not designated. Mail from Anise to the Agency's staff is sent from Anise's own addresses.

We request the narrowest permissions Microsoft and Google offer for these functions, and only for functions that exist in the service. The access tokens Microsoft or Google issue are stored encrypted and used only for the functions above. The Agency can revoke the connection at any time in its Microsoft Entra admin center or Google Admin console, or by asking us; reading stops immediately, and the information already processed is handled as described in sections 8 and 9.

Forwarding to the Anise address. Instead of, or in addition to, a connection, an Agency may route mail to the dedicated, unguessable address we assign it: by a forwarding rule in its own mail system (for a shared servicing mailbox, for example), by an individual forwarding a message, or by uploading a saved email in the application. Forwarded mail is received by Amazon Simple Email Service in our cloud account, which scans it for spam and viruses and stores the whole message as received, including the forwarder's own headers and any message it carries inside. Everything received at that address is Customer Data and is processed exactly as mail from a connection is (sections 3 and 4). We never reject forwarded mail on email authentication results (SPF or DKIM), because forwarding breaks them; such mail is held for a person instead. There is no connection to revoke: the Agency stops forwarding, and the information already received is handled under sections 8 and 9.

3. How we use information

We use Customer Data only to provide the service to the Agency that submitted it, to secure and support it, and to measure and improve its accuracy for that Agency. Concretely:

• to work out what each email asks for, which customer and policy it concerns and which of the Agency's own procedures applies, and to hold it for a person at the Agency to decide;
• to read documents into verified, quoted facts and fold them into an insured's profile;
• to compare an expiring policy with its renewal quotes and draft a summary that the Agency's staff review and send themselves;
• to file emails and documents where the Agency turns filing on;
• to keep the Agency's record of what was decided, by whom and from what evidence;
• to detect and prevent abuse, misdirected mail, spam and attempts to manipulate the service;
• to measure how accurate the service's suggestions are for the Agency, from the Agency's own review decisions.

We use account information to provide and secure sign-in, to attribute actions to the person who took them, to support the Agency, and to send service notices. We use website information to operate and secure the site and to respond to you.

What we do not do. We do not sell personal information. We do not use Customer Data for advertising or share it with advertising platforms, data brokers or information resellers. We do not use it to assess creditworthiness or for lending. We do not use Customer Data to train or fine-tune artificial intelligence or machine learning models, ours or anyone else's. We do not read the Agency's mail for any purpose other than those above.

Automated processing and human review. The service uses language models and optical character recognition to read mail and documents. It does not make decisions about individuals: every suggestion is held for a person at the Agency unless deterministic checks are certain, and nothing the service drafts is sent to an insured or a client by Anise. Every value shown is tied to a verbatim quote from the page or email it came from.

4. How mail and documents are processed

• Redaction before any model call. Before an email's text is passed to a language model, written to a trace or stored in a decision record, the service removes patterns of sensitive personal information from the free text it reads: Social Security numbers, payment card numbers, dates of birth, and bank account and routing numbers. The original email is kept as received so the Agency can always see it.
• Attachments stay in our environment. Attachment files and page images are never sent as files or images to a model outside our cloud account. Text is taken from a document's text layer, or, for scanned pages, by optical character recognition inside our Amazon Web Services account (Amazon Textract). Only redacted extracted text goes to a language model.
• The language models. Redacted text is sent to a language model provider's API to classify an email and to extract facts with their quotes. We use OpenAI (GPT models) today and may add Google (Gemini models) or Anthropic (Claude models); we list a provider in section 5 before we send it Customer Data. We use each only under its business API terms, under which data sent to the API is not used to train or improve the provider's models and is retained only briefly for abuse monitoring (OpenAI and Anthropic: up to 30 days; Google: a limited period under its paid API terms), unless law requires longer. We never use a provider's free or consumer tier for Customer Data. Every call is recorded on the Agency's record with the provider and model used.
• One Agency per request. Each model request carries one email from one Agency; no Agency's data is placed in any shared prompt.
• Email is untrusted input. The service treats instructions found inside an email as data, never as commands, and holds mail that tries to instruct it for a person.

5. How we share information

We share information only as follows:

• With the Agency. Customer Data is available to the Agency's own Authorized Users, in the roles the Agency assigns. The Agency's administrators also see the audit trail.
• With service providers acting for us ("subprocessors"). They process information only on our instructions and under contracts with confidentiality and security terms:

Microsoft 365 and Google Workspace are the Agency's own providers, not ours: the connection reads from and writes to the Agency's mailboxes under the Agency's agreement with them. Google's role as a language model provider (the Gemini API, above) is separate from that, and information received from Gmail is never sent to Gemini or any other model except as redacted text under section 4.

• Anise staff. Our own operators may see Customer Data when the Agency asks for support, to investigate a security or reliability problem, to verify that the service read a document correctly, or where law requires. Operator access is to one Agency at a time, is recorded in the audit trail, and is never for any other purpose.
• Legal. We may disclose information where required by law, subpoena or court order, to protect the rights, safety or property of Anise, an Agency or others, or to detect and prevent fraud or security incidents. Where lawful, we tell the Agency first.
• Business transfer. If Anise is involved in a merger, acquisition or sale of assets, information may be transferred to the successor under this Statement; information received from Google APIs is transferred only as the Google API Services User Data Policy allows.

We never transfer Customer Data to anyone else, and never for their own purposes.

6. Google user data: Limited Use

Anise's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, information received from Gmail is used only to provide and improve the user-facing features described in section 3; it is not transferred to others except as needed to provide those features, for security, to comply with law, or as part of a merger or acquisition with notice; it is not used for advertising; and it is read by a person only with the Agency's permission (its own staff, or our operators for support, security or legal compliance as described in section 5), or in aggregated, anonymized form to operate the service.

7. Security

We protect information with technical and organizational measures proportionate to its sensitivity:

• encryption in transit (TLS required on every connection, including mail we send) and at rest (all storage, databases, queues and backups);
• an invite-only application with multi-factor authentication required for every user; sessions expire after 24 hours idle and 30 days at most; the browser holds no access token;
• each Agency's data kept in its own partition and every request limited to the signed-in person's Agency; the application's databases enforce that boundary per row;
• no inbound network ports to the application: it is reached only through an authenticated tunnel behind a web application firewall;
• least-privilege access for every component; secrets held in a secrets manager; dependency pinning and automated tests, including an adversarial test suite that checks redaction and tenant isolation on every change;
• append-only records: a reviewed decision is never rewritten by the system, and configuration changes are versioned and audited.

No system is perfectly secure. If we learn of a breach affecting an Agency's Customer Data, we will notify the Agency's administrator without undue delay and in any case within 72 hours of confirming it, with what we know and what we are doing.

8. How long we keep information

9. Your choices and rights

Agencies may at any time: revoke a mailbox connection (section 2); stop forwarding; remove a user; export their Customer Data in a machine-readable format; and ask us to delete some or all of their Customer Data. We act on a deletion request within 30 days in our active systems, and in backups as they expire, except where law requires retention. Deletion requests go to patrick@aniseops.com from the Agency's administrator.

Individuals (an Agency's staff, or a person whose information appears in an Agency's mail) may have rights under the law of their state or country to access, correct, delete or restrict the use of their personal information, or to object to its processing. Because we process Customer Data on an Agency's behalf, we will refer such a request to the Agency, help the Agency answer it, and act on the Agency's instruction. Requests about account information or the website may be made to us directly at patrick@aniseops.com. We will not discriminate against anyone for exercising a privacy right.

Residents of California and other states with comprehensive privacy laws. We do not sell or share personal information for cross-context behavioral advertising and have not done so in the past 12 months. The categories we collect, the purposes and the recipients are in sections 1, 3 and 5. You may exercise your rights by email to patrick@aniseops.com; we may need to verify your identity, and an authorized agent may act for you with written permission.

10. Cookies

The application sets one strictly necessary, encrypted session cookie so that you stay signed in; it holds a random identifier, not a token, and is not used for tracking. The application's edge provider may set cookies needed to protect it from abuse. The website www.aniseops.com runs on Squarespace, which sets cookies needed to run and secure the site and cookies for its built-in site statistics. We set no advertising cookies and do not track you across other sites. Because we do not sell or share personal information, "Do Not Track" and Global Privacy Control signals do not change what we do.

11. International transfers

Anise is located in the United States, and the service is hosted in the United States. If you use the service or the website from outside the United States, your information is transferred to and processed there. Where the law of your location requires, we rely on the Agency's agreement with us and on contractual safeguards with our subprocessors for the transfer.

12. Changes to this Statement

We may update this Statement. We will post the new version at www.aniseops.com/privacy with a new "Last updated" date and, for a material change in how we use Customer Data or information received from Google or Microsoft, we will notify the Agency's administrators in advance and obtain consent where law or those platforms' policies require it. We do not use information in a new way until the updated Statement is in effect.

13. Contact

Anise Labs LLC
301 Kater Street, Unit 1, Philadelphia, PA 19147
patrick@aniseops.com
601.201.2440