Sigma App Privacy Policy

1. Who we are

This policy is published by Coverfox Insurance Broking Private Limited , CIN: U66000MH2013PTC243810 IRDAI broker licence number 478 with its registered office at C-Wing, 5100-5110, 5th Floor, Oberoi Garden Estate, Chandivali, Andheri (East), Mumbai-400072, Maharashtra (hereinafter referred to as "Coverfox"/ "we"/ "us").

Sigma is an internal platform used by Coverfox personnel to manage client relationships, deals and work-related activities. The Sigma mobile application (the “app”) is the mobile version of this platform. This Privacy Policy explains how personal data is processed when you use the app.

Under the Digital Personal Data Protection Act, 2023 (DPDP Act), Coverfox is the Data Fiduciary, as it determines the purpose and means of processing personal data in Sigma. Coverstack Technologies Private Limited (erstwhile Glitterbug Technologies Private Limited) develops, hosts and operates Sigma on our behalf as our Data Processor. Coverstack processes personal data only on our instructions.

2. Who can use the app

The Sigma app is intended exclusively for Coverfox employees and other persons authorised by Coverfox. You can sign in only with an account that Coverfox created for you. The app does not offer public registration.

You sign in with your Coverfox email and password, or with your Coverfox Google account. Coverfox determines which sign-in methods are enabled.

3. Data the app uses

3.1 Your account

• Your name, work email address, role, team and permissions. These are assigned by Coverfox.
• If you sign in with Google: your email address, your Google account ID and your profile name. We do not have access to your Google password.

3.2 Your work in Sigma

The app displays and enables you to create and update, the same records as the Sigma website, subject to your roles and permissions. This includes deals, tasks, client organisations, client contact persons (name, phone number, email address), meetings and minutes, notes, messages and files.

3.3 Photos and files you choose

• Camera. Accessed only when you choose to capture a photo to attach.
• Photos and files. Accessed only when you select an image or a document to attach.
• The app does not access your photo library or files in the background.

3.4 Your device

• Device name or model, operating system (iOS or Android), app version, and the time the app was last used. We use this to show your signed-in devices and to sign a lost phone out.
• A push token, if you allow notifications. This is an address that lets us send notifications to your phone.

3.5 Crash reports

If the app crashes, it sends a crash report to Firebase Crashlytics (Google). The report contains the technical error, the device model, the operating system version, the app version and the name of the screen that was open. It does not contain your name, email address or user ID.

4. Data the app does not collect

• No location, precise or approximate.
• No access to your phone's contact list.
• No microphone or audio recording.
• No advertising ID, advertising, or tracking across other apps and websites.
• No third-party analytics or behavioural tracking on how you use the app.
• We do not sell, rent or otherwise commercialise personal data.

5. Why we use the data

We process this data to provide and administer access to Sigma, facilitate Coverfox's internal business operations, enable authorised personnel to perform their work-related activities, maintain account security and address technical issues. Personal data is processed in accordance with applicable law and Coverfox's applicable internal policies. Notifications are optional, and you may disable them at any time through your device settings.

6. Where the data is stored and shared

Sigma's servers and database are hosted in the Amazon Web Services Mumbai region (ap-south-1). Coverfox's work records including deals, tasks, messages, files and figures are stored in this environment and logically segregated from the data of other organisations served by Coverstack.

Certain third-party services may process limited information outside India for the purposes described below.

We share data with government authorities and regulators, including IRDAI, only when Indian law requires it.

7. What stays on your phone

• Your sign-in keys are stored in the phone's secure storage (iOS Keychain or Android Keystore).
• Deals, tasks, messages and files are kept in the app's memory only while you use it. They are not saved on the phone. Accordingly, a lost device will not contain work records.
• When you sign out, the app deletes your sign-in keys from the phone.
• If you lose your phone, please inform your Sigma administrator promptly, who can remotely terminate the device’s session from the server.

8. Notifications

A notification may display a client organisation name and a task title on your lock screen. A chat notification shows the message text only where message previews are enabled by both Coverfox and you; otherwise only the conversation name is displayed.

You can turn notifications off in your phone's settings at any time.

9. How long we keep data

10. How we protect data

• All traffic between the app and the server is encrypted (HTTPS).
• The server stores only a scrambled form (hash) of your sign-in keys.
• You see only the records your role allows. Client phone numbers and emails are hidden until you tap to show them.
• When an administrator views Sigma as another person, the server records it.
• Sigma is operated by Coverstack Technologies Private Limited, which holds an ISO/IEC 27001:2022 certification for its information security management system.

11. Your rights

Subject to applicable law, you may exercise the following rights in relation to your personal data, where applicable:

• Obtain a summary of your personal data and who it was shared with.
• Ask us to correct, complete or update your data.
• Request erasure of your data, unless its retention is necessary for the specified purpose or is required by the law.
• Withdraw consent for optional features (notifications).
• Nominate a person to use these rights if you die or cannot act.
• Seek redressal of grievances from us and, if unresolved, approach the Data Protection Board of India.

To exercise your rights or raise a grievance, please contact the Grievance Officer using the details provided in Section 15. Requests and grievances will be addressed within the timelines prescribed under applicable law.

12. Data about clients and contacts

Sigma contains information relating to Coverfox's clients and their contact persons, who may not themselves use the app. Coverfox processes such information in connection with its business operations and in accordance with applicable law and its relevant privacy policy. Requests or grievances relating to such information may be directed to the Grievance Officer using the contact details set out in Section 15.

13. Children

The app is for Coverfox staff only. It is not for anyone under 18 years of age.

14. Changes to this policy

If we amend this Privacy Policy, we will publish the updated version at this address and revise the effective date accordingly. For a large change, we will tell you in the app before it takes effect.

15. Contact and grievances

Grievance Officer, Coverfox: Vivek Dubey
Email: Vivek.dubey@coverfox.com

Address: C-wing, 5100-5110, 5th Floor, Oberoi Garden Estate, Chandivali, Andheri (East), Mumbai- 400072, Maharashtra

For help with your account, contact your Sigma administrator at Coverfox.