Last updated: September 21, 2026
These Terms of Service ("Terms") govern access to and use of Okiova websites, software, portals, applications, integrations, and related services (collectively, the "Service"). By creating an account, connecting an integration, using a portal, accepting an order form, or otherwise using the Service, you agree to these Terms on behalf of yourself and, when applicable, the organization you represent.
1. Okiova is software, not the insurance provider
Okiova is an insurance operating software platform. Okiova is not an insurance carrier and does not itself bind, underwrite, issue, or guarantee insurance coverage. Insurance agencies using Okiova are separate businesses and remain responsible for their licensing, advice, policy servicing, disclosures, communications, carrier relationships, and compliance obligations. Family Based Agency, when using Okiova, is an agency tenant of the platform and is not the identity of the Okiova software company.
2. Accounts and authority
You must provide accurate account information, protect credentials, and use the Service only through accounts and roles you are authorized to use. Agency administrators are responsible for deciding which staff, customers, and referral partners receive access and for promptly removing access that is no longer appropriate.
3. Agency data and responsibility
As between Okiova and the agency, the agency retains its rights in the business and customer data it submits to Okiova. The agency grants Okiova the limited rights necessary to host, process, transmit, back up, secure, and otherwise handle that data to provide and support the Service. Agencies are responsible for the accuracy, legality, quality, and appropriateness of the data and instructions they provide.
Okiova may help organize policy, commission, carrier, service, retention, claims, and accounting information, but agencies must verify material insurance information against official carrier records, declarations, statements, contracts, and other authoritative sources.
4. Connected services
Okiova may allow an agency to connect Google, Microsoft, supported SMTP, carriers, rating providers, payment pages, and other third-party systems. You authorize Okiova to use a connected service only to perform the functions you select or enable. You are responsible for maintaining the connected third-party account, permissions, licenses, registrations, and charges. Third-party services are governed by their own terms and may change or become unavailable.
When the agency grants the required OAuth permissions, supported Google and Microsoft connections may send, synchronize, and manage supported mailbox state from inside Okiova's Communications Center. Okiova first binds the mailbox to the owning agency, then attempts CRM matching. Unmatched messages can remain visible to authorized agency staff rather than being silently attached to an unrelated customer.
Carrier, book-sync, and rating compatibility can depend on the carrier, provider, report/file format, agency authorization, and approved adapter. Okiova does not promise universal carrier or comparative-rater connectivity unless the applicable workflow is specifically identified as supported.
5. Communications, automations, and review requests
Okiova can help agencies send email, portal notifications, document requests, Google review requests, e-signature notices, and workflow or marketing communications, including delayed and automated communications. The agency is responsible for the content, recipients, timing, consent, suppression, legal basis, and frequency of its communications. Okiova may provide safeguards and preference controls, but those controls do not replace the agency's legal responsibilities.
SMS/Twilio functionality is not included unless Okiova explicitly identifies it as implemented and available. Future or roadmap functionality is not a promise of delivery by any particular date.
6. Okiova Sign and electronic records
Okiova may provide electronic-signature and document workflows. The agency is responsible for determining whether a document, transaction, recipient, disclosure, consent method, or signature process is legally appropriate for its use case. Okiova does not provide legal advice regarding the enforceability or sufficiency of any electronic signature or document.
7. Oki and automated assistance
Oki and other Okiova automation or intelligence features are designed to assist with navigation, summaries, workflow routing, and approved tasks. They do not replace licensed insurance professionals, legal counsel, accountants, carriers, or other authoritative sources. Users must review important outputs before relying on them for policy, coverage, legal, financial, or customer decisions.
8. Acceptable use
You may not use Okiova to violate law; access another tenant's data without authorization; send unlawful, deceptive, abusive, or unsolicited communications; upload malware; interfere with the Service; probe or bypass security controls; scrape or resell access without permission; impersonate others; place full payment-card numbers, driver-license numbers, passwords, or similar high-risk values in ordinary notes, email, chat, or unprotected custom CRM fields; or place CVV/card security codes in Okiova's long-term Secure Vault. Supported sensitive values must use the purpose-built protected workflows made available by Okiova.
9. Subscriptions, pricing, add-ons, promotions, and billing
Subscription plans, included capabilities, user or mailbox allowances, optional products, onboarding or implementation charges, custom pricing, pilot periods, founding-agency rates, promotions, credits, usage limits, and other commercial terms may be stated on an order form, invoice, platform account screen, or other written agreement. Promotions can expire or transition to another rate according to their configured terms. Taxes and third-party provider fees may be additional unless expressly included.
Okiova Distribution is an optional add-on that requires an active Core, Growth, Pro, or Enterprise subscription unless an executed commercial agreement expressly structures the bundle differently. Distribution is not sold as a standalone subscription, and Enterprise eligibility or organization type alone does not automatically include it.
Changing plans or products may disable access to certain capabilities without deleting historical data. Okiova may preserve data and configuration for a reasonable period so previously enabled capabilities can be restored if the agency reactivates them.
10. Intellectual property
Okiova and its software, design, code, branding, documentation, workflows, and platform content are owned by Okiova or its licensors and are protected by applicable intellectual-property laws. These Terms give you a limited right to use the Service during your authorized subscription; they do not transfer ownership of Okiova technology.
11. Confidentiality and security
Each party should protect nonpublic information it receives from the other and use it only for the purposes of the relationship. Okiova uses safeguards designed for a multi-tenant software service, including tenant-aware authorization, protected file handling, encrypted supported secrets and Secure Vault values, masked sensitive displays, two-step gates for selected high-risk actions, login throttling, and audit records. No online service can guarantee uninterrupted operation or absolute security. You are responsible for reasonable security practices for your users, devices, email accounts, networks, and credentials.
12. Availability, changes, and beta features
We may improve, modify, add, or remove features as the Service evolves. We will try to avoid materially disrupting paid functionality without reasonable notice when practical. Beta, pilot, preview, roadmap, and future features may be incomplete, change, or be discontinued.
13. Suspension and termination
Okiova may suspend or restrict access when reasonably necessary to address security risk, unlawful use, nonpayment, material breach, or harm to the Service or other users. Either party may end the relationship as permitted by the applicable subscription or order terms. After termination, access may end and data may be retained or deleted according to the applicable agreement, legal obligations, backup practices, and Okiova's Privacy Policy.
14. Disclaimers
To the maximum extent permitted by law, the Service is provided on an "as available" basis. Okiova does not warrant that every feature will be error-free, uninterrupted, or suitable for every regulatory, carrier, agency, or legal requirement. Okiova does not guarantee insurance coverage, carrier action, commission payment, regulatory compliance, customer response, review results, or business outcomes.
15. Limitation of liability
To the maximum extent permitted by law, Okiova will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenues, goodwill, or data arising from use of the Service. Unless a separate written agreement states otherwise, Okiova's aggregate liability for claims arising from the Service will not exceed the fees paid to Okiova for the affected Service during the twelve months preceding the event giving rise to the claim. Some jurisdictions do not allow certain limitations, so these limits apply only to the extent permitted by law.
16. Indemnity
To the extent permitted by law, an organization using Okiova agrees to be responsible for claims arising from its unlawful content, communications, instructions, insurance activities, misuse of the Service, or violation of these Terms or third-party rights. Any separate signed agreement may modify this section.
17. Order of precedence and applicable law
An executed order form, enterprise agreement, business associate or data agreement, or other signed contract may include additional or different terms. If those documents conflict with these Terms, the signed document controls for the subject it addresses. Governing-law, venue, arbitration, or dispute terms stated in a signed agreement or order form also control; otherwise applicable law governs.
18. Changes to these Terms
We may update these Terms as Okiova evolves. The updated version will be posted here with a revised date. If a change materially affects an active paid subscription, we will provide additional notice when required by law or contract.
19. Contact
Questions about these Terms can be sent to admin@okiova.com.