In short: PolicyPilot keeps your customers, policies and renewals in two places — a copy in the app's private database on your phone, and a copy in your own account on Google Firebase, so a new phone gets everything back when you sign in. The account is required, and it is an email-and-password account created inside the app; the password is handled by Firebase Authentication and is never seen or stored by us. There is no analytics and no crash-reporting service, and we never sell or share your customer data. The only other third party is Google AdMob, which serves the banner and the occasional full-screen ad that keep the app free.
Deleting it is one button: Settings → Delete account removes your account, its cloud copy and the copy on this phone. Section 10 is the full set of deletion routes.
1. Who we are
PolicyPilot is an independent Android application for insurance agents, developed and published by Hemang Ratilal Raja.
Contact: hemangratilalraja@gmail.com · hemangbhai.in
2. What the app keeps, and where
Everything you enter is written first to a private database inside the app on your phone. While you are signed in, the same records are also written to your account's own documents in Cloud Firestore (Google Firebase, project policypilot-2026, hosted in the asia-south1 region), so that signing in on another phone brings them back. Both copies hold the same records:
- Your account: the email address you sign up with. The password is held by Firebase Authentication — the app never receives it and it is never stored in readable form anywhere.
- Customers: name, mobile and alternate number, email address, address, city, date of birth and gender — whatever you choose to fill in.
- Policies: insurer, plan, policy number, premium and payment frequency, sum assured, commission, nominee details, notes, and the vehicle registration number for motor policies.
- Dates and reminders: start date, renewal date, grace period, reminder lead time, renewal history.
- Settings lists: the policy types and insurance companies you keep, so the app's pickers match your work.
The phone's copy lives in the app's private storage area, which other apps cannot read on a standard Android device. The account's copy is reachable only through your signed-in account.
3. What leaves your device
1. Your own records, to your own account. While you are signed in, the app syncs customers, policies, renewals and settings to Cloud Firestore over an encrypted HTTPS connection. This is a copy of your data, not a report about you: it is stored under your Firebase account, not shared with other users, insurers or brokers, and we do not use it for advertising or analytics.
2. Advertising identifiers, to Google AdMob. PolicyPilot shows a banner at the bottom of most screens, and now and then a full-screen ad on a page change — both from Google AdMob. To serve ads, Google's advertising SDK may collect and process:
- your device's advertising identifier and other device identifiers
- your IP address, and coarse location derived from it
- device and app information (model, operating system, app version, language)
- how you interact with the ad (impressions, clicks)
This data goes to Google, not to us. We do not receive it and we cannot see it. Google's handling is described in the Google Privacy Policy and in How Google uses information from apps that use its services. You can limit ad personalisation in your device's Google settings (Ads → Delete advertising ID or Opt out of Ads Personalisation).
Your customer, policy and reminder data is never sent as part of an ad request.
4. Permissions the app asks for, and why
| Permission | Why |
|---|---|
INTERNET, ACCESS_NETWORK_STATE | Signing in, syncing your account's copy, and loading the ads. What you enter is stored on the phone first, so the app stays usable with no connection and syncs when it returns. |
AD_ID, ACCESS_ADSERVICES_* | Advertising identifier access, added by the Google Mobile Ads SDK. |
POST_NOTIFICATIONS | Renewal and birthday reminders you asked for. |
FOREGROUND_SERVICE, WAKE_LOCK | Android's own scheduling of those reminders. |
The app does not request access to your location, camera, microphone, contacts, calendar, SMS or general file storage.
5. Backup and restore
The account is the automatic backup. Every record you add is in your account's Firestore copy within moments of being saved, which is why signing in on a new phone restores your customers and policies without any file to carry across.
Automatic local backup. The app also writes a backup file into its own private storage, one per day. Those files can only be read by PolicyPilot and are deleted when you uninstall the app.
Manual backup. When you choose Export backup, PolicyPilot hands the file to Android's file picker so you decide where it goes — your phone's storage, a memory card, or a cloud drive. That file is plain, unencrypted JSON containing your customer and policy data. Once it leaves the app you are responsible for it: treat it like any other confidential business document, and store it somewhere you would keep your client paperwork.
Restoring a backup reads the file you select and writes its contents back into your account and this phone.
6. Reminders and notifications
Renewal and birthday reminders are scheduled locally on your device by Android's WorkManager. There is no push-notification service and no device token: a reminder fires from the records already on the phone, and nothing about your policies is sent anywhere to make it fire.
7. What the app does not do
- No analytics, telemetry or crash-reporting service, and no advertising SDK other than Google AdMob
- No selling, renting or sharing of your customer data — not with insurers, brokers, marketers or anyone else
- No access to your location, camera, microphone, contacts, calendar or files
- No third-party sign-in (no Google, Facebook or similar login); no marketing emails
- No use of your customer data for advertising or profiling
Two features hand information to other apps, but only when you tap them: the WhatsApp reminder opens WhatsApp with a message you can read and edit before sending, and Call opens your phone dialler. Nothing is sent automatically, and you can cancel either one.
8. How your data is protected
Your password is handled entirely by Firebase Authentication — the app never sees a password hash and cannot recover your password. Sign-in and sync travel over encrypted HTTPS/TLS, as do ad requests. The phone's copy lives in the app's private storage area, which other apps cannot read on a standard Android device. The Firebase project keeps each account's records under that account's own document tree.
The one thing not protected by us is an exported backup file: it is plain JSON, so keep it somewhere you trust, and delete it when you no longer need it.
9. Children
PolicyPilot is a business tool for insurance agents and is not directed at children. It is not designed for, marketed to, or intended to be used by anyone under 18, and we do not knowingly collect information from children.
10. Your choices, and deleting your data
You control both copies. In the app: Settings → Delete account asks for your password, then deletes your account, every customer, policy, renewal and reminder in your account's cloud copy, and the copy on this phone, and returns the app to its sign-in screen. That is the complete deletion route — there is nothing left behind on Google Firebase for us to read.
- Delete individual records — remove a policy, customer or reminder inside the app; the change syncs to the account's copy.
- Delete the whole account — Settings → Delete account (in-app, immediate).
- Delete everything on this phone only — Android Settings → Apps → PolicyPilot → Storage → Clear data, or uninstall. The account's copy stays, so signing in again brings the records back.
- Delete exported backups — delete the files wherever you saved them.
- Advertising data — reset or delete your advertising ID in Android Settings → Google → Ads.
If you cannot sign in, or would rather not use the in-app button, write to hemangratilalraja@gmail.com from the account's email address and we will delete the account and its records and confirm within 30 days. This page is also the data-deletion resource the Play Store and Amazon Appstore listings point at: https://hemangbhai.in/apps/policypilot-privacy-policy.html#delete
11. Third-party services
PolicyPilot uses three Google services, each for one purpose:
| Service | What it does | What it receives |
|---|---|---|
| Firebase Authentication | Creates and signs in to your account | Your email address, and the password you choose (held by Google, never by us) |
| Cloud Firestore | Stores your account's copy so a new phone gets it back | The customer, policy, renewal and settings records you enter |
| Google AdMob | Serves the banner and page-change ads | Advertising ID, IP address and coarse location, device and ad-interaction data |
- Google Privacy Policy
- Firebase privacy and security
- How Google uses information from apps that use its services
- How Google uses data from partners' sites or apps
WhatsApp and your phone app are separate products with their own privacy policies; PolicyPilot only opens them when you ask it to.
12. Changes to this policy
If the app's data practices change, this page will be updated before that version is released and the effective date above will change. Continued use of the app after an update means you accept the revised policy.
13. Contact
Hemang Ratilal Raja — PolicyPilot
Email: hemangratilalraja@gmail.com
Website: hemangbhai.in