Your data, from day one to the day you leave.

What Riley reads, and what each is for

• Your renewal list, a book report you email or a CSV you upload: insureds, contacts, policies, terms, carriers, premiums, renewal dates and the account manager on each policy.
• Riley's own mailbox: messages to and from Riley's address on your domain, with their attachments, such as dec pages, quotes and loss runs.
• Emails your team forwards. Riley sees only mail that is sent or forwarded to its address.
• Your clients' replies: whatever clients write back to Riley's requests, and client texts once texting is on.
• Your team: staff names, emails and roles, so people can sign in and approve Riley's drafts.

Never asked for. Never connected.

Social Security numbers, birth dates, driver's license numbers. Riley doesn't ask clients for these by email. Sensitive items will go through a secure upload form, which is planned.

Your management system. Riley has no access to it. It works from the book report or CSV you send. A direct connection is planned, and it would only be switched on if you opt in.

Kept apart, by agency and by role (being built)

• Each agency's data is kept apart at the database level.
• Five roles, set by you: Owner, Manager, Account manager (approves Riley's drafts), Staff and Read-only. Each person sees what their role allows.
• Roles enforced on the server. The check will happen where the data lives.
• Everyone signs in with their own account, tied to your agency.

Holloway also has a support role of its own. Who holds it, and how its use is recorded, is still being decided.

It's yours

Your book is stored in Holloway's cloud service and used only for Riley's work for you. Export any time: CSV files, PDFs and a mail archive. The activity log exports too, as the Renewal record for your E&O file. Your own record-keeping rules still apply, so keep an export of your own.

If you stop (planned)

We plan to delete database records, documents and Riley's mailbox within 90 days. Backups are deleted as they expire. A legal hold would override deletion. The automated deletion job is still being built, and your agreement will set the details. How the activity log is handled when an agency leaves is still being decided.

A person decides. The record shows it.

• In training, every email waits for the account manager.
• Held for a lawyer. No client email goes out until a lawyer has reviewed the templates and disclosures. Riley is being built so this check is a hard stop in the software.
• A log that is only added to. Every send, approval, rule change, login and export is recorded, and entries are never changed.
• Some things always need a person: anything that quotes, binds or changes coverage, a draft Riley isn't sure about, a recipient who isn't on file, and quiet hours.
• Earned, not assumed. After 20 clean jobs of one kind, a person can promote Riley for that kind of email. Each send is then logged with why it was allowed.
• You can pull it back. The owner can switch back to approve-everything at any time.