What we collect, why we collect it, how long we keep it, and how to have it removed.
Epic Optimizer is a training and workflow platform for insurance agencies running Applied Epic. Agencies subscribe, and their staff sign in to read process guides, look up activity codes, take knowledge checks, and ask an assistant questions about their own agency's documented workflows.
This policy covers the website at epicoptimizer.com, the signed-in application, and the EpicOptimizer Assistant browser extension.
Your name, email address, and the agency you belong to. Most accounts are created by an agency administrator rather than by the person themselves. Your password is stored only as a hash — we cannot read it, and we cannot recover it for you.
Which guides you open and how long they stay visible, your knowledge-check results, and the training progress derived from both. Your agency's administrators can see this for their own staff; it is how an agency confirms a workflow has actually been read and understood. Nobody outside your agency sees it.
When you ask the assistant something, we record the question, whether it could be answered, and which guides or activity codes were used to answer it. This exists so your agency can see what its people are asking and where its documentation has gaps.
The text of a question is automatically redacted after 180 days. The record that a question was asked, and the statistics drawn from it, are kept — the wording is not.
If you submit a ticket or a content correction, we keep what you sent and our reply.
A session cookie that keeps you signed in, and ordinary server logs. We run no third-party analytics, no advertising trackers, and no cross-site tracking of any kind. The only cookie we set is the one that signs you in.
The extension cannot read the pages you visit. It has no access to any website other than epicoptimizer.com, and it injects nothing into the pages you browse. It does not watch, record, or report your browsing in any form.
When you sign in through the extension, it stores the following in your browser only:
None of this is transmitted anywhere except back to epicoptimizer.com as part of signing in and asking questions. Signing out of the extension deletes the access key and your email address from that storage.
Questions you ask through the extension are recorded the same way as questions asked in the web application, and are covered by the same 180-day redaction described above.
To answer a question, we send that question, your recent conversation in the panel, and your agency's own guide and activity-code content to Anthropic, our AI provider, which generates the answer and returns it. We use Anthropic's commercial API, under which this content is not used to train their models.
The assistant answers only from your agency's own documented content. It is not a general-purpose chatbot, and it is not given your account details, your training history, or other people's questions.
Only service providers we need in order to run the platform:
We may also disclose information if the law requires it, or to protect the security of the platform.
You can review and update your own details from your settings page, and change or reset your password there. You can sign out of the extension at any time, or remove it entirely, which deletes everything it stored in your browser.
To have your account and its associated data deleted, ask your agency administrator or email us at the address below. Because most accounts belong to an agency subscription, we will confirm a deletion request with that agency before acting on it — an individual's training record is also the agency's compliance record.
Traffic runs over HTTPS. Passwords are stored as bcrypt hashes. Session cookies are HTTP-only. Access to agency content is checked on every request against the agency you belong to. No system is perfectly secure, but we do not collect information we do not need, which is the most reliable protection available.
Epic Optimizer is a workplace tool sold to businesses. It is not directed to children, and we do not knowingly collect information from anyone under 16.
If this policy changes materially, we will update the date at the top of this page and, for changes that affect how we use your information, notify agency administrators.
Questions about this policy, or requests about your information: ryan@epicoptimizer.com.