Privacy Policy

Effective October 9, 2026

This policy explains how Dark Horse Entities (“DarkHorse”, “we”, “us”), the company behind DarkHorse AMS, handles information. DarkHorse AMS is agency management software that insurance agencies (“Agencies”) use to run their business. Questions: [email protected].

Two kinds of information

Agency data. Each Agency runs its own copy of DarkHorse AMS on its own server, and decides what goes into it: its clients, leads, policies, documents, quotes, messages and staff accounts. The Agency owns that data and is responsible for it under its own privacy notices and insurance-regulatory obligations. We process it only to provide, support, secure and improve the service for that Agency, under our agreement with the Agency. If you are a client of an Agency and have a question about your information, please contact that Agency directly.

Our own business information. When you visit darkhorseams.com, book a demo, buy a subscription or contact us, we collect what you give us (name, agency, email, phone, billing details) and basic website analytics (pages viewed, device and browser type, approximate location from IP address).

How we use information

To provide, operate, secure and support DarkHorse AMS, including backups and troubleshooting.
To send the emails and texts an Agency's users ask the software to send on the Agency's behalf.
To bill subscriptions and keep business records.
To answer questions, schedule demos and tell customers about changes to the service.
To comply with the law and protect the rights and safety of our customers, their clients and us.

We do not sell personal information, and we do not use Agency data for advertising.

Microsoft 365 / Outlook connection

If an Agency user chooses to connect their Microsoft account, DarkHorse AMS asks Microsoft for permission to send email as that user (Microsoft Graph Mail.Send) and to read their basic profile (name and email address). We use this only so that email the user sends from DarkHorse AMS goes out from their own mailbox. The DarkHorse AMS add-in for Outlook (Client Filing for DarkHorse AMS, see Outlook add-in) reads only the message the user has open (Outlook's ReadItem permission). It sends that message's sender name and email address to the user's own agency DarkHorse AMS to look them up, and only saves an email or attachment to a client file when the user chooses to.

Data we receive from Microsoft is used only to provide those user-facing features. It is not sold, not used for advertising, not used to train AI models, and not shared except as needed to provide the feature, for security, or as required by law. Connection tokens are stored encrypted. A user can disconnect at any time in DarkHorse AMS, or remove the app's access from their Microsoft account settings.

Service providers

We use carefully chosen providers to run the service, each limited to what they need to do their job:

Server hosting in the United States, and Cloudflare for DNS, website delivery and security.
Email delivery (the Agency's own mail server or our email-delivery provider) and, where an Agency enables it, text-message and phone providers.
Payment processing for subscriptions.
Insurance carriers, rating services and other integrations that an Agency chooses to connect, which receive the information needed to quote, service or file a policy.
AI service providers, for optional features such as reading uploaded documents. These features are used only on documents an Agency's user submits for that purpose.

Security

We use encryption in transit (HTTPS), encrypted storage of passwords and connection secrets, per-Agency separation, access controls, logging and off-site encrypted backups. No system is perfectly secure; if we learn of a security incident affecting an Agency's data, we will notify that Agency without undue delay.

Retention

Agency data is kept for as long as the Agency's subscription is active and as the Agency directs. After an Agency leaves, we can provide an export and then delete its data, apart from limited backups that expire on their normal schedule and records we must keep by law.

Your choices and rights

You can ask us to access, correct or delete information we hold about you as a DarkHorse customer or website visitor by emailing [email protected]. Requests about information held by an Agency should go to that Agency; we will help the Agency respond. You can unsubscribe from our marketing emails using the link in each email.

Children

DarkHorse AMS is a business service and is not directed to children under 13.

Changes

We may update this policy. If we make material changes, we will update the date above and notify customers.

Contact

Dark Horse Entities
525 Darby Creek Rd, Ste 29, Lexington, KY 40509
[email protected]