Privacy Policy & Client Data Charter

Bima Headquarter is a specialized insurance and risk advisory brand owned and operated by InsureDesk IMF Pvt. Ltd. (“Company”, “we”, “us”, or “our”). We operate as an Insurance Marketing Firm (IMF) regulated under the Insurance Regulatory and Development Authority of India (IRDAI) guidelines.

This Privacy Policy and Client Data Charter describes our strict practices regarding the collection, storage, protection, and lawful processing of personal identifiers, commercial risk data, health records, and claim documentation submitted through our website (bimaheadquarter.com), advisory desks, customer service channels, and physical branch locations.

To accurately audit your insurance needs, solicit underwriting quotations, issue legally valid policies, and adjudicate insurance claims, we collect only necessary and proportionate data:

All client information is collected and processed strictly under lawful contractual and regulatory grounds recognized under the Digital Personal Data Protection (DPDP) Act 2023 and IRDAI regulations. Specifically, your data is used for:

Data sharing occurs strictly on an authenticated, need-to-know basis with legitimate entities necessary to service your policy:

• shieldSelected Insurance Companies: Strictly with the insurer(s) you select (e.g., Tata AIG, ICICI Lombard, New India Assurance, HDFC ERGO, Bajaj Allianz, Care Health, Star Health, etc.) for policy underwriting and risk approval.
• shieldIRDAI-Licensed TPAs & Surveyors: Shared exclusively for loss inspection, cashless hospital approvals, and claim assessment.
• shieldStatutory Authorities: Only when strictly compelled by Indian court summons, enforceable judicial warrants, or IRDAI statutory inquiries.

We deploy multi-layered organizational and technical defenses to protect client documents against unauthorized access, accidental loss, alteration, or interception:

By engaging our consulting services, you grant consent to receive essential policy servicing notices via WhatsApp Business API, SMS, phone call, or email:

• Statutory & Renewal Alerts: Critical alerts regarding policy expiry dates, grace periods, premium payment links, and renewal endorsement schedules.
• Claim Progress Notifications: Surveyor appointment confirmations, document deficiency checklists, cashless hospital approvals, and settlement letters.
• Policy Document Delivery: Digital PDF delivery of issued schedules, endorsement copies, premium tax certificates, and renewal receipts.

Preference Management: You may opt out of non-essential risk advisories or educational newsletters at any time by emailing info@bimaheadquarter.com or clicking the unsubscribe link at the footer of advisory emails. Transactional renewal alerts cannot be disabled during an active policy period to prevent accidental loss of insurance coverage.

Under the Digital Personal Data Protection Act, 2023 and IRDAI operational guidelines, you maintain distinct statutory rights over your personal data:

We retain customer records strictly for periods necessary to fulfill contractual obligations and statutory requirements:

• Active Policies: Preserved throughout the active policy term plus a minimum of 5 to 8 years post-expiry to comply with IRDAI claims arbitration timelines, dispute defense periods, and income tax auditing mandates.
• Unconverted Quotations: Purged or anonymized automatically within 180 days if an insurance proposal is not converted into an issued policy.
• Secure Digital Shredding: Expired digital records are erased using cryptographic shredding protocols preventing data recovery.