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FOR INSURANCE AGENTS

DPDP-compliant document collection. Built for how an insurance agency works.

Your clients’ PAN, Aadhaar, income proofs and previous policies are personal data under the DPDP Act. Confidential Dispatch lets you collect them the way the Act requires, so every proposal’s documents arrive compliant and sit in one place, policy by policy.

Start free, no card required LIVE AT APP.CONFIDENTIALDISPATCH.COM · INDIA
02 · YOUR INTAKE TODAY

Multiple places. No single answer.

Anchor Insurance Services Health policy renewal, 2026-27 Insurance proposal and policy servicing, health renewal 2026-27
PAN Card Document Previous policy, 2025-26 Document Income proof Document Photograph DocumentYour documents are kept for 5 years, then deleted. This link stays open for 14 days.
‹ VM Vikram Malhotraonline
Send PAN, Aadhaar, a photo and last year’s policy10:02✓✓
PDFOld policy.pdf12 pages · PDF
18:40
PDFIncome proof.pdf3 pages · PDF
18:40
↪ Forwarded
JPGPAN card.jpg1 page · JPG
18:43 COPY 2
Cheque on email.18:44
Message
Search mail
Compose Inbox12 Starred Sent Drafts
Vikram Malhotra19:02Re: Re: Renewal 2026-27 – attaching PAN…
Agent · P. Desai19:20Fwd: Fwd: Re: Renewal 2026-27 – to insurer
S. Iyer19:31Fwd: Re: Renewal 2026-27 – saved to drive
Vikram MalhotraMarlast year’s proposal
Re: Re: Renewal 2026-27
RVikram Malhotrato me
Forwarding client KYC. Policy copy sent on WhatsApp.
JPGPAN card.jpg
JPGAadhaar.jpg
ReplyForward
+ New My Drive › Clients › 2025 › Vikram Malhotra Shared with 4
Files
PDFProposal form 2025.pdf
JPGPhoto.jpg
PDFOld_policy_final_v2.pdf
COPY 2
PAN card copy.jpg
COPY 3
✕ 6 DPDP CHECKS FAILED
03 · BUILT IN

DPDP-compliant collection.

Everything the Act asks for at collection. None of it by hand.

PAN cardJPG
PAN CardDocument
Previous policy, 2025-26PDF
Previous policy, 2025-26Document
Income proofPDF
Income proofDocument
PhotographJPG
PhotographDocument
HOW IT GOES TODAY

It starts with a message.

A proposal starts with a message from the agent: “send PAN, Aadhaar, a photo and last year’s policy”. The client sends photos on WhatsApp, the agent forwards them to the back office, the back office emails them to the insurer, and a copy lands on the shared drive under the client’s name. The same documents were collected last year, and the year before. Nobody told the client why each document was needed, how long it would be kept, or that they could ask for it back. Nothing records that they agreed.

UNDER THE ACT

Every step is a gap.

Under the Act, each of those is a gap: no notice, no consent that can be demonstrated, no retention date, no record. A client’s KYC passes through an agent’s personal phone every year, and when the client asks what you hold on them, there is no single answer.

AND THE PRESSURE TO KEEP

So you keep everything, everywhere.

The pressure is not only the Act. The regulator’s KYC norms already make these documents mandatory at proposal, and a claim file carries medical records, the most sensitive documents a person hands anyone. So you keep everything, on every agent’s phone, indefinitely. That is exactly what the Act no longer allows.

04 · ONE REQUEST, END TO END

One request, from your desk to their phone and back.

Every request goes out with what the Act asks for at collection: the notice, the consent, the declared purpose, the retention date, the proof record and the path for your client to exercise their rights. You do none of it by hand.

How it works, in full
05Afterwards, kept for 5 years

Five years after the policy ends, as the IRDAI’s AML/CFT guidelines require. Then the documents delete on their own, on the date the notice promised, unless you say otherwise. Every step, from the notice to the deletion, stays on a record that cannot be quietly changed. And your client can ask for a copy, a correction or deletion from the link on their receipt, at any time.

05 · BUILT FOR HOW AN INSURANCE AGENCY WORKS

Built for how an insurance agency works.

See every feature
01

Name documents by the policy and the year

Every document in a request has a name you can edit. “Previous policy” becomes “Previous policy, health, 2025-26” as you type it, so what the client uploads is already labelled for the file.

02

One folder per client, policies and renewals stacked

Every request you send a client sits in that client’s folder, newest on top. This year’s renewal sits above last year’s proposal without you moving anything.

03

Renew without asking for the same documents again

At renewal, the KYC you already hold gets a fresh consent, not a fresh upload. If last year’s documents came through us, send a renewal: a fresh notice, the client agrees on their phone, the new consent and retention attach to the documents already there. If they sit in your own files, send a consent request with nothing to upload. Either way the client is not asked for their PAN a fourth time.

04

Your client uploads in a minute, no login

They open the link on their phone, read the notice, agree, and upload, or fetch from DigiLocker where the document is available there. No account, no app, no password to reset. If they sent the wrong page they replace it while the link is open.

05

All client documents in one place

Not across an agent’s WhatsApp, the back office’s email, a laptop and a shared drive. One copy, in the client’s folder, with who viewed or downloaded it and when.

06

Keep sending the way your agents do

The agent copies the link into the WhatsApp chat they already have with the client, or opens it pre-written in WhatsApp with one tap, or the system emails it. The chat stays the chat; the documents stop travelling through the agent’s phone.

07

Your agency’s name and your logo, every time

Your agency’s name is on every message the client gets, and your name and logo are on the page they upload to, so they know the request is from their agent and not a fake-policy scam.

08

Accounts for agents and the back office, admin for the principal officer

Invite your team; the work belongs to the agency, not to whoever did it. Admins control invites, settings and deletion; agents and staff do the work. Every action carries the name of the person who took it.

09

Reminders that chase before the renewal date

Reminders run on their own until every document is in: by email to the client when we sent the link, a nudge to you when you sent it yourself. Renewal season without the follow-up calls.

10

Your client list, yours to take

Every client your agency holds consent for, in one file, any time you want it. And when a client leaves, everything held on them exports as one file, and can be erased with the proof of erasure kept.

11

A record for when someone asks

Every notice shown, consent given, document received, viewed, downloaded, kept or deleted, on a record that cannot be quietly changed. When a client, the insurer, the regulator or the Board asks, you show the record for that request.

12

Kept for as long as the law says, then gone

Set the retention when you build the request: for the policy term, then a second stage for the years the regulator or a law makes you keep the records, with that rule named. The documents stay through both stages, delete on their own when the second ends, and a client’s withdrawal is recorded even while the statutory hold runs.

06 · YOUR TEMPLATE, READY ON DAY ONE

Your template, ready on day one.

Your account starts with a request already built for an insurance agency: Proposal documents, with PAN, an ID proof, a recent photograph and the client’s full legal name, the purpose and notice written, and the documents kept for as long as they’re your client, then five years as the IRDAI’s AML guidelines require. Edit what differs and send.

And when a product needs something different, a new template takes about a minute: name it, list the documents, set the retention. Save it once, use it for every client, every year. A renewal, a health claim, a motor claim: each one is a template you make once.

READY ON DAY ONEProposal documents
MADE BY YOUR FIRMRenewal
MADE BY YOUR FIRMHealth claim
Document requests

New request

All requests
Start from a template One secure link per client
Press 1–3 to switch
Collect documents People upload what you ask for. Consent, notice and the files live here. Record consent only You hold the documents yourself. This records the notice and the consent.
Start from 1Blank 2Proposal documents 3Renewal 4Health claim
01

Who it goes to

Name plus email or phone
Full nameVikram Malhotra Email[email protected] Phone52301 48762
Saved as +91 52301 48762
Add a person Each person gets their own link. ↵ on a complete row adds the next.
02 Proposal documentsfor Insurance proposal and policy servicing Change⏎ 03 4 items3 uploads · 1 written answer · all required Change⏎ 04 Kept as long as they're a client, then 5 years by lawlink open 14 days · then deleted Change⏎

What the client sees

Live
Anchor Insurance Services Proposal documents New client onboarding
PAN Card Document ID proof (Aadhaar or passport) Document Recent photograph Document Full legal name AnswerYour documents are kept for as long as they're a client, then 5 years by law, then deleted. This link stays open for 14 days.
Ready to send 1 person gets their own link; the notice is frozen the moment you create. Press ⌘ ↵ to create
SCREEN · BUILDER ON “PROPOSAL DOCUMENTS” WITH THE CLIENT’S LIVE PREVIEW
07 · YOUR CLIENTS’ DOCUMENTS, KEPT SAFE

Compliance is what you are buying. Security is what makes it credible.

AWS · SOC 2 · ISO 2700119.08°N 72.88°EAP-SOUTH-1 · MUMBAIDOCUMENTS · DATABASE · KEYS · BACKUPS
THE RECORD · SHA-256
18:40CONSENT GIVEN · VIKRAM M.a91f
18:41DOCUMENT RECEIVED3c07
11:02VIEWED · YOUR STAFFe5d2
11:05DOWNLOADED · YOUR STAFF7b40
CHAIN INTACT
AES-256-GCMENCRYPTED AT REST · HTTPS IN TRANSIT
DOCUMENT KEY
FIRM KEY
HELD BY YOUR FIRM ONLY
PDFDOCUMENT.PDFVIKRAM MALHOTRA
HELD BYYOU
SHARED WITHNONE
THIRD PARTIES0
THE DOCUMENT

Never shared, never sold

Your clients’ documents are not shared with or sold to any third party, now or ever. The only outside services that touch anything are the ones that run the app for you: the hosting holds encrypted files it cannot open, and the mail provider carries the message, never the document.

KEY PER DOCUMENT · KEY PER FIRM

No access to anyone outside your firm

Including us: the files remain encrypted, and no panel shows them to anyone at Confidential Dispatch. Inside the firm: roles, two-factor sign-in, and every view and download recorded. When retention ends, the document’s key is destroyed, so it cannot be rebuilt from a backup.

AES-256-GCM · HTTPS

Securely sent and stored

HTTPS in transit, AES-256-GCM at rest, a key per firm and a key per document. The upload page is receive-only: once a document is sent, nobody can view or download it from there.

SHA-256 HASH CHAIN

A record that cannot be altered

Every action is on a SHA-256 hash chain, each entry tied to the one before, and the chain’s head is written daily to write-once storage. Change one entry and every later one stops matching.

MUMBAI · AP-SOUTH-1

Held in India, in Mumbai

Documents, database, keys and backups are all held in Mumbai. Nothing about your clients is stored outside India.

THE DOCUMENT

Never shared, never sold

Your clients’ documents are not shared with or sold to any third party, now or ever. The only outside services that touch anything are the ones that run the app for you: the hosting holds encrypted files it cannot open, and the mail provider carries the message, never the document.

KEY PER DOCUMENT · KEY PER FIRM

No access to anyone outside your firm

Including us: the files remain encrypted, and no panel shows them to anyone at Confidential Dispatch. Inside the firm: roles, two-factor sign-in, and every view and download recorded. When retention ends, the document’s key is destroyed, so it cannot be rebuilt from a backup.

AES-256-GCM · HTTPS

Securely sent and stored

HTTPS in transit, AES-256-GCM at rest, a key per firm and a key per document. The upload page is receive-only: once a document is sent, nobody can view or download it from there.

SHA-256 HASH CHAIN

A record that cannot be altered

Every action is on a SHA-256 hash chain, each entry tied to the one before, and the chain’s head is written daily to write-once storage. Change one entry and every later one stops matching.

MUMBAI · AP-SOUTH-1

Held in India, in Mumbai

Documents, database, keys and backups are all held in Mumbai. Nothing about your clients is stored outside India.

HOSTED ON AWS IN MUMBAI; AWS’S INFRASTRUCTURE IS SOC 2 AND ISO 27001 CERTIFIED.

Collect the DPDP-compliant way from your next proposal.

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Read our guide: DPDP for insurance brokers, explained