Brokers and agencies live on being reachable — and enquiries stopped arriving by phone alone a long time ago. WhatsApp, email, your website, Instagram: every message that lands in the wrong inbox on a Friday evening is an unhappy client on Monday. HeroChat brings every channel into one place, answers routine questions around the clock and hands over to your team the moment it gets personal. GDPR-compliant, hosted in Germany.
Data processing agreement included — for data that deserves more care than most.
Client data never leaves the EU. AI processing runs in the Azure data centre in Frankfurt.
Personal onboarding and a phone number to call, instead of a ticket queue.
In most agencies the bottleneck isn't the advice. It's the sorting that happens before it — finding one enquiry across four different programs.
The client calls, follows up on WhatsApp, then emails the invoice. Three records, one matter — and nobody sees the whole thread.
"What's my premium?", "I've moved house", "Could you resend the policy?" — matters that need almost no expertise, yet cost hours every single day.
Water damage on a Sunday night, an accident on a dark road. Reach nothing but voicemail and the next call goes to the insurer's hotline — not to you.
None of this replaces advice. All of it removes the groundwork before it — structured, documented and available at any hour.
The AI asks for exactly what you'd ask for: policy, date, what happened, photos. By morning you have a complete file instead of a voice note with half the details.
Term, excess, next payment date, change of address. Answered from the documents you've provided — in your agency's voice, not a call centre's.
From "I should probably look at income protection" straight into your calendar — no hold music, no callback ping-pong. The meeting is booked before the interest cools.
Chase missing paperwork, resend a policy or premium notice, deliver cancellation confirmations. The chat gathers what usually takes three follow-up emails.
A premium adjustment, cover about to lapse, an open appointment: a short message on the channel your client already opens daily, rather than a letter that stays unopened.
The moment it turns to cover confirmations, advice or complaints, a person takes over — with the full history in front of them. No asking the client the same thing a fourth time.
You draw the line: which topics the AI closes on its own and which it only prepares is something we set together during onboarding.
Rather than advertise a percentage, we'll show the assumptions. Swap in your own numbers — the structure stays the same.
Clients rarely leave over the tariff. They leave when nobody has been in touch for months and the question before renewal went unanswered. Keeping an existing client costs a fraction of winning a new one.
"When will my claim be settled?", "How do I change my bank details?", "What does my policy actually cover?" – questions nobody needs an adviser for, yet which consume exactly the time that advice and new business require.
Your existing clients need more than one policy. An email newsletter reaches only a fraction of them – the suggestion to look at income protection or legal expenses cover never arrives.
Typical annual loss for an insurance agency with 5,000 existing clients – through avoidable lapses, adviser time consumed by routine and cross-selling that never happens. Not extra budget, but revenue already sitting in your own book.
A simplified worked example for illustration, not a promise of results. Every percentage and amount – the routine share, the AI resolution rate, the cost per contact, the avoidable lapse rate, cross-selling potential and conversion – is a deliberately disclosed assumption, not a measured or externally sourced value. Actual figures depend on the size of your book, the lines you write, enquiry volume, premium levels and staff costs. We're happy to run the model with your own numbers on a first call.
Few industries handle more sensitive data, and few are examined more closely. That's why data protection isn't an add-on in HeroChat — it's the default.
Storage in Germany, AI processing through the Azure OpenAI Service in the Frankfurt region. No detour through third countries. Hosting details
You get the Art. 28 GDPR data processing agreement ready to sign, together with the technical and organisational measures and building blocks for your records. Data protection pack
Marketing over WhatsApp needs documented consent. HeroChat collects it, logs it and honours withdrawal — kept separate from purely contract-related messages.
Every conversation stays intact and exportable. That helps with internal evidence requirements as much as with a complaint that resurfaces two years later.
You control who sees which matters, person by person. That matters as soon as temporary staff, tied agents or external providers share the inbox.
HeroChat is a communication tool. It is not advice software and it does not discharge your documentation duties under the IDD or German insurance contract law. It supplies the record; the advice stays with you.
Your clients decide where they write. All you decide is who answers.
Try HeroChat free with your own topics. If you'd like, we'll run the model with your actual book of business first — no obligation, over the phone.
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