13. Contact us

This policy explains what personal information we collect, why we collect it, how it is used and protected, and how you can control it.

Last updated: 1 September 2026

1. Who we are

Policy Holder Cover (“we”, “us”, “our”) is an independent insurance and financial services brokerage trading from 770 W Solana Cir, Solana Beach, CA 92075, USA. You can reach our data protection contact at info@policyholdercover.com or on +1 858-755-1141.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and the rights you hold over it. It applies to our website, our email communications, our newsletter and any advice or services we provide to you.

2. Information we collect

Information you give us

• Contact details such as your name, email address, phone number and postal address when you complete a quote form or contact form.
• Coverage information you volunteer, such as property details, vehicle details, health questions, pet breed and age, or business operations.
• Documents you send us, including declarations pages, loss runs, driver records and medical information required for underwriting.
• Newsletter subscription details, specifically your name and email address.

Information we collect automatically

Our website may collect standard technical data such as your IP address, browser type, device type, referring pages and the pages you visit. This data is used in aggregate to understand how the site is used and to keep it secure. We do not use it to build an advertising profile of you.

3. How we use your information

• To prepare, compare and present insurance quotations from our carrier panel.
• To place, bind, endorse, renew or cancel insurance policies on your behalf.
• To service your policies, including premium billing queries and renewal audits.
• To assist with, advocate in and track claims on your behalf.
• To respond to enquiries you send through our contact form, phone or email.
• To send the Policy Insights newsletter where you have subscribed.
• To meet legal, regulatory, licensing and anti-fraud obligations.

We do not sell your personal information to third parties for their own marketing purposes. Where we share information, it is to perform the service you have asked for or to comply with law.

4. Who we share information with

• Insurance carriers, managing general agents and wholesalers whose products we quote or place for you.
• Underwriting, inspection, claims administration and premium finance providers involved in your policies.
• Professional advisers such as attorneys and accountants, where engaged to protect your interests.
• Regulators and licensing bodies, including the California Department of Insurance, where required by law.
• Service providers who host our systems or process email on our behalf, under confidentiality obligations.

Insurance placement necessarily involves transmitting your risk details to carriers. We limit that transmission to the information each carrier requires to quote or bind your coverage.

5. Newsletter subscriptions

When you subscribe to Policy Insights we store your name and email address so we can send the monthly issue. You can unsubscribe at any time through the link in any email or through our unsubscribe page. Unsubscribing removes your address from all marketing mailings immediately.

We keep no record of addresses that have unsubscribed, and we never sell, rent or trade our subscriber list. Transactional messages relating to an existing policy, such as renewal notices or claim correspondence, are sent regardless of your newsletter preference because they are part of the service.

6. Cookies and similar technologies

Our website may use strictly necessary cookies to keep the site functioning, and analytics cookies to understand aggregated usage. Your browser settings allow you to refuse or delete cookies. Blocking strictly necessary cookies may prevent some site features from working correctly.

We do not use cookies to track you across unrelated websites, and we do not sell information collected through cookies to advertising networks.

7. How we protect your information

We apply administrative, technical and physical safeguards proportionate to the sensitivity of the data we hold, including access controls limited to staff who need the information to serve you, encryption in transit, and secure disposal of documents. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Where a breach of personal information occurs that is likely to result in a risk to your rights, we will notify you and the relevant authorities in line with applicable law.

8. How long we keep information

We retain policy, claims and transaction records for the periods required by insurance regulation and by our errors and omissions insurance obligations, which commonly means several years after a policy expires. Newsletter records are kept for as long as you remain subscribed. Where there is no legal basis for retention, we delete or anonymise the data.

9. Your rights

• Access a copy of the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion where we have no legal obligation to retain the data.
• Object to or restrict certain processing, including direct marketing.
• Withdraw consent for marketing communications at any time.
• Complain to the California Department of Insurance or another relevant regulator.

California residents additionally hold rights under the California Consumer Privacy Act, including the right to know what categories of personal information we collect and the right to opt out of any sale or sharing of personal information. We do not sell personal information as that term is defined. To exercise any right, email info@policyholdercover.com and we will respond within the period required by law.

10. Children's privacy

Our services are intended for adults. We do not knowingly collect personal information from children under thirteen. If you believe a child has provided us with personal information, contact us and we will delete it.

11. Third-party links

Our website may link to carrier websites, maps and other third-party services. Those sites operate under their own privacy policies and we are not responsible for their content or practices. We encourage you to read the policy of any site you visit from ours.

12. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices or in the law. The effective date at the top of this page shows when it was last revised. Material changes will be highlighted on our website, and subscribers will be notified by email where appropriate.

13. Contact us

Questions about this Privacy Policy, or about how we handle your personal information, can be sent to Policy Holder Cover, 770 W Solana Cir, Solana Beach, CA 92075, USA, by email at info@policyholdercover.com, or by phone on +1 858-755-1141.