Data Usage Policy
1. The principle
Data entered into Auto Nexus belongs to the client who entered it. We use it only to deliver the service the client asked for. We never use insured persons' data for our own marketing, we never sell it, and we never share it with an insurer the client did not choose to quote.
2. What each feature does with data
| Feature | Data used | Where it goes |
|---|---|---|
| OCR intake | Mulkiya, Emirates ID, RTA PDF | Read by the OCR engine, fields written to the enquiry, original stored in the client's chosen storage |
| Chassis lookup | Chassis number | Vehicle reference service, returns make, model and year |
| Quotation | Vehicle and driver details | Sent to the insurers selected for the enquiry |
| Share comparison | Customer mobile or email, comparison link | WhatsApp Business, SMS or email provider |
| Chatbot document collection | Documents the customer sends | Stored on the client's premises or the client's cloud tenancy |
| Payment | Card details | Entered directly on the insurer's payment gateway; Auto Nexus stores only the payment status |
| Policy issuance | Proposal data | Insurer's policy system; policy document returned to the enquiry |
| Renewal import | Excel file of policies | Loaded into the client's renewal book; reminders sent from 60 days before expiry |
| AML screening (optional) | Name, ID, nationality | Screening provider chosen by the client |
| Reports | Enquiry, quote and policy records | Shown to authorised client users only |
3. Storage choices
Clients choose one of two options for documents and records: UAE cloud, hosted in a UAE data centre and managed by us, or on-premise, on infrastructure the client controls, with Auto Nexus connecting to it. Either way, the platform's audit trail records every access.
4. Access
Access is role-based. Agents see their own enquiries; managers see their team; administrators see the account. Auto Nexus support staff access a client's data only with a support ticket, and every such access is logged and visible to the client.
5. Retention and deletion
Records are kept for the period the client sets, subject to the minimum retention that UAE insurance and AML regulations require. On termination, the client may export all data in standard formats. We delete the client's data from live systems within 30 days of the export being confirmed, and from backups within 90 days.
6. Aggregated statistics
We may produce statistics that cannot identify any person or client, for example average quote turnaround across the platform, to improve the service. These are never traced back to a person.
7. Sub-processors
A current list of hosting, messaging, OCR and screening providers is available to clients on request and is updated before any new provider is added.
8. Questions
Contact contact@autonexus.ae or your relationship manager.