How we handle your agency's documents

Please read this before sending anything.

1. What we need. The certificate request (usually the requester's email) and the insured's declarations pages and forms or endorsement schedule. Nothing else. Please leave out driver lists, Social Security or tax ID numbers, payroll detail, loss runs and claim files: we don't need them. We never ask for a login to your agency management system or your email.
2. How to send. Forward the request email to us. Send policy documents through your agency's own secure share link, or our upload link, which doesn't need an account: Starry Night secure document upload. Both are encrypted in transit and at rest.
3. Who works on them. Only Starry Night's founder, Nick. We use no subcontractors or offshore staff. Our service providers are Dropbox (file transfer and storage), Google Workspace (email), and Anthropic (the AI model provider, used through its business API). Anthropic's commercial terms prohibit it from training models on our content. Its API deletes inputs and outputs within 30 days by default, keeping them longer only for safety reviews, usage-policy enforcement, or where required by law.
4. Storage and deletion. Documents are kept only while we work on them. We permanently delete your documents, the request emails (including any certificate holder contact details) and our working copies within 7 days of delivery, or sooner if you ask, and we confirm the deletion in writing. We keep only a count of requests per month, for billing.
5. What you get. A data sheet and an issue list in which every policy fact cites the page it came from. It's a working document for your licensed staff, not a certificate of insurance and not coverage advice. Your staff decide what to issue, and issue it in your own system.
6. Your vendor requirements. Many states require agencies to oversee the service providers that handle their customers' information. Send your vendor questionnaire or confidentiality agreement and we'll complete it before you send any documents.
7. If something goes wrong. If we ever suspect your documents were exposed, we'll tell you immediately on discovery, and no later than 24 hours, so you can meet your own notice duties.

Questions? Email nick@starrynightops.com.