Last updated: September 20, 2026
These application terms supplement the public Okiova Terms of Service at okiova.com/terms-of-service/. By using an Okiova account, portal, connected integration, or agency workspace, 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 does not itself bind, underwrite, issue, or guarantee insurance coverage. Each insurance agency using Okiova remains a separate business responsible for licensing, advice, disclosures, policy servicing, carrier relationships, communications, and regulatory obligations. Family Based Agency is an agency tenant of Okiova and is not the identity of the Okiova software platform.
2. Accounts, roles, and tenant access
Users may access only the agency, customer, partner, platform, and support areas they are authorized to use. Agency administrators are responsible for approving users, roles, permissions, locations, connected accounts, and portal access. Attempts to access another tenant's data or bypass security controls are prohibited.
3. Agency data and records
The agency retains its rights in the business and customer data it submits to Okiova. The agency grants Okiova the limited rights needed to host, process, secure, transmit, back up, and otherwise handle that information to provide and support the platform. Agencies are responsible for the accuracy, legality, quality, and appropriateness of their data and instructions.
4. Connected email and communications
Agencies may connect Google, Microsoft, or supported SMTP mailboxes. When the agency grants the required OAuth permissions, Okiova can send, synchronize, and manage supported mailbox state from inside the Communications Center. Each agency is responsible for the mailbox it connects, the users it authorizes, the communications it sends, and any provider-specific terms or restrictions that apply.
5. Communications and automations
Okiova can help agencies send customer or partner email, portal notifications, document requests, review requests, e-signature notices, reminders, and delayed or automated communications. The agency is responsible for the content, recipients, timing, consent, suppression, legal basis, and frequency of communications. Okiova may provide templates and safeguards, but users must review important communications and automations before activating them.
6. Customer notes and inbound communications
When enabled and successfully matched, incoming customer email may be summarized or recorded in customer notes and agency activity history and may generate staff notifications. Automated matching is a workflow aid and must not be treated as infallible. Staff should verify material customer instructions, policy-change requests, cancellation requests, coverage questions, payment information, and other consequential communications before taking action.
7. Okiova Sign and electronic records
Okiova may provide electronic signature and document workflows. The agency is responsible for determining whether a particular document, transaction, recipient, disclosure, consent method, or signature process is legally appropriate. Okiova does not provide legal advice regarding enforceability or sufficiency of any signature or document.
8. Oki and automated assistance
Oki and other intelligence or automation features are designed to assist with navigation, summaries, routing, drafting, and approved low-risk workflow actions. They do not replace licensed insurance professionals, carriers, lawyers, accountants, or other authoritative sources. Users must review important outputs before relying on them.
9. Subscriptions, entitlements, promotions, and usage
Plans, capabilities, internal-user allowances, custom prices, pilot periods, founding rates, promotions, usage limits, and other commercial terms may be shown in Okiova or stated in an order form, invoice, or agreement. Promotions may transition through configured phases. Downgrades may pause or restrict functionality while preserving historical data where practical.
10. Acceptable use
You may not use Okiova to violate law, access another tenant without authorization, send unlawful or deceptive communications, distribute malware, bypass security controls, misuse connected accounts, impersonate another person, place full payment-card numbers, driver-license numbers, passwords, or similar high-risk values in ordinary notes, email, chat, or unprotected CRM fields, or place CVV/card security codes in Okiova's long-term Secure Vault. Supported sensitive values must use Okiova's purpose-built protected workflows.
11. Availability and future features
Okiova may add, modify, or remove features as the service evolves. Beta, pilot, roadmap, and future features may be incomplete or change. SMS/Twilio, developer API, SSO, and other roadmap items are not included unless Okiova expressly identifies them as implemented and available.
12. Security, suspension, and termination
Okiova may restrict or suspend access when reasonably necessary to address security risk, unlawful use, nonpayment, material breach, or harm to users or the service. After termination, access and retention are governed by the applicable agreement, legal obligations, backup practices, and Okiova's Privacy Policy.
13. Disclaimers and liability
To the maximum extent permitted by law, Okiova is provided on an "as available" basis and does not guarantee that every feature will be uninterrupted, error-free, or suitable for every carrier, regulatory, legal, or agency requirement. Okiova does not guarantee insurance coverage, carrier action, commission payment, review results, customer response, or business outcomes. Any liability limitations in the public Terms of Service or a signed agreement also apply to use of the application.
14. Contact
Questions about these application terms may be sent to admin@okiova.com.