Bimalink Privacy Policy

1. Who We Are

Bimalink provides digital tools for insurance agencies, teams, and professionals to manage clients, leads, communications, documents, bookings, automation, subscriptions, and related business workflows. This Privacy Policy explains how Bimalink collects, uses, stores, shares, and protects personal information when you use our website, platform, mobile experiences, widgets, integrations, and support channels.

2. Information We Collect

We collect information you provide directly, information created through your use of Bimalink, and information received through connected services.

• Account information, including your name, email address, phone number, password, organisation or agency name, team role, and preferences.
• Business and customer information that you upload or create in Bimalink, such as leads, client records, contacts, notes, policy details, files, invoices, quotes, tasks, meetings, forms, and conversation history.
• Communication data from channels you connect or use, including email, WhatsApp, social media, web widgets, booking pages, notifications, and saved replies.
• Billing and subscription information, such as selected plans, add-ons, renewal status, transaction references, and payment records. Card or mobile money details may be processed by payment providers and may not be stored directly by Bimalink.
• Technical information, including IP address, browser, device identifiers, pages visited, log data, security events, cookies, and usage analytics.
• Support information, including messages, attachments, diagnostics, and feedback you send to us.

3. How We Use Information

We use information to operate, secure, improve, and support Bimalink. This includes using information to:

• create and manage accounts, organisations, subscriptions, and user permissions;
• provide CRM, client management, document, inbox, automation, booking, invoicing, quoting, link, widget, and notification features;
• send service updates, security notices, transactional messages, reminders, and support responses;
• process payments, renewals, invoices, add-ons, and subscription changes;
• detect, prevent, and investigate fraud, abuse, spam, unauthorised access, and security incidents;
• monitor performance, troubleshoot issues, improve usability, and develop new features;
• comply with legal, regulatory, tax, accounting, and dispute-resolution obligations.

4. Customer Data and Your Responsibilities

When you add customer, client, lead, policyholder, or contact information to Bimalink, you are responsible for ensuring you have a lawful basis, consent, authority, or other permission to collect and process that information. You control the customer data you submit to Bimalink, and we process it to provide the services you request, support your account, secure the platform, and meet legal obligations.

5. Cookies and Similar Technologies

Bimalink may use cookies, local storage, and similar technologies to keep you signed in, protect sessions, remember preferences, measure usage, and improve the service. You can manage cookies through your browser settings, but disabling necessary cookies may affect authentication and platform functionality.

6. How We Share Information

We do not sell personal information. We may share information only where needed to provide and protect Bimalink, including with:

• service providers that host, secure, analyse, email, message, store, process payments, or support the platform;
• integrations you connect, such as email, calendar, storage, WhatsApp, social media, payment, or notification providers;
• members of your organisation according to their roles and permissions;
• law enforcement, regulators, courts, or other parties when disclosure is required by law or necessary to protect rights, safety, security, or the integrity of Bimalink;
• successor entities in connection with a merger, acquisition, financing, restructuring, or sale of assets, subject to appropriate confidentiality protections.

7. Security

We use administrative, technical, and organisational safeguards designed to protect information against unauthorised access, loss, misuse, alteration, and disclosure. No internet or storage system is completely secure, so you should use strong passwords, protect your devices, keep account access limited to authorised users, and notify us promptly if you believe your account or data has been compromised.

8. Data Retention

We retain personal information for as long as needed to provide Bimalink, maintain your account, comply with legal and accounting obligations, resolve disputes, enforce agreements, and protect the service. You may request deletion of eligible information, but some records may be retained where legally required or where necessary for legitimate business, security, or compliance reasons.

9. Your Choices and Rights

Depending on your location and applicable law, you may have rights to access, correct, update, export, restrict, object to, or delete personal information. You may also manage account details and some preferences within Bimalink. To exercise privacy rights or raise a privacy concern, contact us using the details below. We may need to verify your identity before completing certain requests. For step-by-step instructions on deleting your account, your organisation, or data received from a connected service such as Facebook, Instagram, or WhatsApp, see our Data Deletion Instructions.

10. International Processing

Bimalink and its service providers may process and store information in countries other than where you are located. Where required, we use appropriate safeguards for cross-border transfers and take steps to protect information consistently with this Privacy Policy.

11. Children

Bimalink is intended for business use and is not directed to children. You must not knowingly submit information about children unless you have the lawful authority to do so for a legitimate business or insurance-related purpose.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will take reasonable steps to notify users, such as posting an updated policy in Bimalink or sending a service notice. The updated policy takes effect when posted unless a later effective date is stated.

13. Contact Us

If you have questions about this Privacy Policy or how Bimalink handles personal information, contact us at support@bimalink.co.ke.