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Portal Terms of Use

The terms on which Padre Pio Insurance Brokers Ltd provides this customer portal, and on which your organisation and its nominated users may use it.

Issued by Padre Pio Insurance Brokers Ltd Dated 1 June 2026 Applies to all Authorised Users of this Portal
1.1
These Terms of Use (“Terms”) govern access to and use of the customer portal (the “Portal”) provided by Padre Pio Insurance Brokers Ltd (“Padre Pio”, “we”, “us”, or “our”), a brokerage licensed and regulated in Uganda by the Insurance Regulatory Authority of Uganda (the “IRA”).
1.2
Scope. These Terms govern only the use of the Portal. They do not vary, replace, or affect any other arrangement between Padre Pio and the Customer, including the underlying broking relationship.
1.3
The Portal is provided to corporate customers of Padre Pio (each a “Customer” or “you”). These Terms are entered into between Padre Pio and the Customer. Individuals who use the Portal on the Customer’s behalf do so as the Customer’s representatives, and their use binds the Customer.
1.4
The Portal is one of several ways in which we make information available to the Customer about its insurance arrangements with us. The Portal is not the primary record of any contract of insurance. The legal terms of cover, claims and premiums are governed by the policy documents issued by the relevant insurer(s); those documents take precedence over anything shown in the Portal in the event of inconsistency.
1.5
By having Padre Pio grant Portal access to its nominated representatives, and by their use of the Portal, the Customer confirms that it has read, understood and agrees to these Terms.

In these Terms, the following words have the following meanings:

“Access Request Form” means the access request and authorisation form provided by Padre Pio and signed by the Customer, by which the Customer nominates Authorised Users and selects their access options. Where the context allows, the term includes any supplementary or replacement form subsequently submitted by the Customer.
“Authorised User” means an individual to whom we have issued login credentials for the Portal at the request, or with the authorisation, of the Customer. Authorised Users include staff of the Customer and any third parties whom the Customer has expressly nominated through an Access Request Form.
“Content” means any document, information, schedule, statement, report, image, file, or other material made available through the Portal, whether uploaded by us, by an insurer, or by the Customer or any Authorised User.
“Customer” is defined in clause 1.3 and refers to the corporate entity to which Portal access has been granted.
“Data Protection Law” means the Data Protection and Privacy Act, Cap 97 of the Laws of Uganda, the Data Protection and Privacy Regulations made under it, and any further regulations, guidelines, or amendments issued from time to time.
“Privacy Notice” means the customer-facing privacy notice published by Padre Pio and updated from time to time, setting out how Personal Data is collected, used, shared, retained, and protected.
“IRA” means the Insurance Regulatory Authority of Uganda, established under the Insurance Act, Cap 191 of the Laws of Uganda.
“Personal Data” has the meaning given in the Data Protection Law.
“Policy” means a contract of insurance arranged or administered by us on behalf of the Customer.
“Single Point of Contact” means the individual nominated by the Customer in the Access Request Form to act as the sole authorised channel for Portal administration instructions, including requests to add, modify, or revoke Portal access. The Customer may replace its Single Point of Contact at any time by written notice to us.
3.1
Eligibility. Access to the Portal is granted at our discretion to corporate customers for whom we currently provide insurance broking services. We may decline to grant, suspend, or withdraw access at any time.
3.2
Authorised Users. The Customer nominates individuals for Portal access through an Access Request Form. We will issue login credentials only to individuals so nominated. After the initial Access Request Form has been submitted, we will act on Portal administration instructions — including requests to add, modify, or revoke access — only when they come from the Single Point of Contact named in that form, or from another authorised representative of the Customer confirmed to us in writing. The Customer is responsible for:
  • (a)maintaining an up-to-date list of Authorised Users;
  • (b)ensuring that each Authorised User is a genuine member of staff or a third party properly authorised to act on behalf of the Customer;
  • (c)promptly informing us in writing through its Single Point of Contact when an Authorised User should have their access revoked (for example, when they leave the Customer’s employment or change roles); and
  • (d)the acts and omissions of every Authorised User in their use of the Portal, as if they were acts or omissions of the Customer.
3.3
Credentials and account security. The Customer must ensure that each Authorised User:
  • (a)keeps their login credentials confidential and does not share them with any other person;
  • (b)uses a strong, unique password and, where available, enables any additional authentication features we offer;
  • (c)logs out at the end of each session, particularly on shared devices;
  • (d)notifies us promptly at tech@padrepioinsurance.com if they suspect that their credentials have been compromised or that an unauthorised person has accessed the Portal; and
  • (e)ensures that devices used to access the Portal are appropriately secured, maintained, protected by current anti-malware measures, and not accessed through insecure or unauthorised systems.
3.4
Permissions. We assign each Authorised User a set of permissions, as selected by the Customer in the Access Request Form, that determine which areas of the Portal they may access (for example, policies, claims, payments, endorsement requests). The Customer may request changes to permissions by submitting a supplementary Access Request Form, or by written instruction from its Single Point of Contact. We are not obliged to grant any specific permission and may modify the set of permissions available from time to time.
3.5
Claim-submission link. Where we have provided the Customer with a shareable claim-submission link for use by staff who do not hold Portal accounts, the Customer is responsible for the security of that link and for the acts of any person who uses it. We may revoke or rotate the link at any time.
3.6
Training and support. We make Portal user-guide materials available to each Authorised User at the time their account is created, and through the Portal thereafter. We may, at our discretion, offer additional training sessions on request. The Customer is responsible for ensuring that Authorised Users review the user-guide materials before using the Portal, and for arranging any further internal training appropriate to its own staff. We may update the user-guide materials from time to time to reflect changes to the Portal.
4.1
Authorised Users may use the Portal only:
  • (a)to view information about the Customer’s Policies and claims;
  • (b)to download Content that we have made available to the Customer;
  • (c)to submit endorsement requests, claim notifications, proof of payment, and other transactional information requested by us;
  • (d)to communicate with us about the Customer’s insurance arrangements; and
  • (e)for any other purpose that we expressly permit in writing.
4.2
Acceptable behaviour. The Customer must ensure that no Authorised User, and no other person acting with the Customer’s knowledge or authority:
  • (a)attempts to access any part of the Portal, any account, or any data that they have not been authorised to access;
  • (b)probes, scans, or tests the vulnerability of the Portal, or breaches or attempts to breach any security or authentication measure;
  • (c)uploads, transmits, or distributes any content that contains a virus, worm, Trojan horse, ransomware, or other malicious code, or that is intended to disrupt, damage, or limit the operation of the Portal or any underlying systems;
  • (d)interferes with, disrupts, or imposes an unreasonable load on the Portal or its supporting infrastructure (including by automated scraping, denial-of-service techniques, or excessive request volumes);
  • (e)reverse-engineers, decompiles, or disassembles any part of the Portal, except to the extent that applicable Ugandan law expressly permits this and only after first giving us a reasonable opportunity to provide the necessary information;
  • (f)uses the Portal to send unsolicited communications, marketing material, or content that is unlawful, defamatory, harassing, obscene, or otherwise objectionable;
  • (g)submits content or information that they know to be false, misleading, or inaccurate, including in connection with any claim or endorsement request;
  • (h)uses the Portal in any way that breaches applicable law or any regulatory requirement of the IRA or any other competent regulator; or
  • (i)uses the Portal, or any Content obtained through it, to develop, train, or evaluate any artificial intelligence model or competing service.
4.3
Suspected breach of clause 4.2 may result in immediate suspension of Portal access pending investigation, and may be referred to law-enforcement authorities, the IRA, or other competent regulators where appropriate.
4.4
We may monitor, record, log, and review Portal activity, communications, access history, and system interactions for security, compliance, fraud prevention, audit, operational, and regulatory purposes.
The insurer’s policy documents prevail What you see here is drawn from our broking records and is provided for convenience. Where it differs from the original policy documents issued by your insurer, those documents are the ones that count.
5.1
Information shown is for convenience. The Portal displays summaries and copies of information drawn from our broking records. Although we take reasonable care to keep this information accurate and up to date, the Portal is provided for convenience.
5.2
Authoritative records. In the event of any inconsistency between information shown in the Portal and the original policy documents issued by an insurer, the original policy documents prevail. The Customer is encouraged to verify any time-critical or financially material information directly with its account team at Padre Pio before relying on it.
5.3
Timeliness. Some information in the Portal — including outstanding premium balances, claims status, and engagement records — is updated periodically rather than in real time. There may be a delay between an event occurring (for example, a payment being received by an insurer) and that event being reflected in the Portal.
5.4
No advice through the Portal. Information presented in the Portal, including dashboards, reports, alerts, and notifications, is provided for the Customer’s general information and does not constitute insurance, financial, legal, or other professional advice.
5.5
Submission of any claim notification, endorsement request, payment confirmation, or other transaction through the Portal does not constitute acceptance, approval, or confirmation by any insurer unless expressly confirmed separately by the relevant insurer or by us in writing.
6.1
Customer responsibility. The Customer is responsible for the accuracy, completeness, and lawfulness of any Content uploaded or submitted to the Portal by it or by any Authorised User, including endorsement requests, claim notifications, proof of payment, supporting documents, and any Personal Data of third parties.
6.2
Right to submit. By uploading Content, the Customer confirms that:
  • (a)it has the right to provide that Content to us;
  • (b)where the Content includes Personal Data of any individual (including the Customer’s staff, beneficiaries under a group policy, or claimants), the Customer has provided the notices and obtained any consents required under the Data Protection Law for us to receive, store, and process that data; and
  • (c)the Content does not infringe any third-party rights or breach any law.
6.3
Our use of submitted Content. We will handle Content submitted by the Customer in accordance with our Privacy Notice and the Data Protection Law. We may use such Content to:
  • (a)provide insurance broking services to the Customer;
  • (b)communicate with insurers, reinsurers, claims handlers, loss adjusters, and other service providers in connection with the Customer’s Policies and claims;
  • (c)comply with our legal and regulatory obligations, including those imposed by the IRA, the Uganda Revenue Authority, the Financial Intelligence Authority under the Anti-Money Laundering Act, Cap 118 of the Laws of Uganda, and any other competent authority; and
  • (d)maintain and improve our records, systems and services.
6.4
File-type and size limits. We may impose limits on the file types and file sizes that can be uploaded to the Portal and may change those limits without notice.
6.5
Retention. We retain Content in accordance with our retention practices and legal, regulatory and contractual obligations, including record-keeping obligations under the Insurance Act, Cap 191 and the Data Protection Law. Personal Data is not retained longer than necessary for the purposes for which it was collected or required by law, in line with the principles set out in applicable Data Protection Law and our Privacy Notice.
7.1
The Portal, including its design, layout, user interface, code, branding (including the name and marks of Padre Pio Insurance Brokers Ltd), and any Content prepared by us, is owned by us or our licensors and is protected by intellectual property laws. Nothing in these Terms transfers any intellectual property rights to the Customer.
7.2
We grant the Customer a non-exclusive, non-transferable, revocable licence to access and use the Portal in accordance with these Terms during the period in which we provide brokerage services to it.
7.3
The Customer may download or print Content for its own internal business use in relation to its Policies. The Customer may not republish, redistribute, sell, license, or otherwise commercially exploit Content without our prior written consent.
7.4
The Customer retains ownership of any Content it uploads but grants us a worldwide, royalty-free licence to use, store, copy, and process that Content for the purposes set out in clause 6.3.
8.1
In handling Personal Data through the Portal, we will comply with the Data Protection Law and with our Privacy Notice.
8.2
Principles. In line with the Privacy Notice, we process Personal Data on the basis of the following principles: lawfulness and fairness; transparency; purpose limitation; data minimisation; accuracy; confidentiality and security; and accountability.
8.3
Lawful basis. We process Personal Data only where the data subject has provided consent, or where processing is required for contractual, legal, or regulatory purposes.
8.4
Recipients. Personal Data submitted through the Portal may be shared with insurers, reinsurers, claims handlers, loss adjusters, the IRA, the Financial Intelligence Authority, and other service providers and competent authorities, where doing so is necessary for the purposes set out in clause 6.3.
8.5
Data subject rights. Individuals whose Personal Data is processed in connection with the Portal have the rights set out in the Data Protection Law, including the rights to access their Personal Data, request correction of inaccurate data, request deletion where appropriate, and withdraw consent for processing where applicable. Requests should be directed in writing to compliance@padrepioinsurance.com and will be handled in accordance with applicable legal requirements.
8.6
Customer’s confirmation. Where the Customer submits Personal Data of third parties (for example, employees insured under a group medical, group personal accident, or credit-life policy; claimants; or beneficiaries), the Customer confirms that it has a lawful basis under the Data Protection Law to share that data with us and that the affected individuals have been informed in accordance with that law.
8.7
Data breaches. In the event of a suspected data breach affecting Portal data, we will respond in accordance with the data-breach procedures set out in the Privacy Notice, including investigation, mitigation, and notification of the relevant regulatory authority where required by law.
8.8
No waiver of data subject rights. Nothing in these Terms removes or limits the rights of any individual data subject under the Data Protection Law.
9.1
The Customer shall keep confidential all non-public information accessed through the Portal, including policy information, claims information, reports, pricing information, and Personal Data, and shall ensure that such information is accessed only by Authorised Users for legitimate business purposes.
10.1
We aim to keep the Portal available but do not guarantee uninterrupted access. The Portal may be unavailable during scheduled or unscheduled maintenance, due to failure of third-party services, or for any other reason within or outside our control.
10.2
We may at any time, without notice, add, remove, change, suspend, or discontinue any feature of the Portal, including menu items, dashboards, reports, or notification types.
10.3
If access to the Portal is unavailable, the Customer may continue to contact us through the channels set out in clause 13. The fact that the Portal is unavailable does not affect the validity of any Policy.
11.1
Regulatory and statutory obligations unaffected. Nothing in these Terms limits or excludes any duty or liability we owe under our regulatory obligations (including those imposed by the IRA under the Insurance Act, Cap 191 and its regulations), under the Data Protection Law, or under any other applicable law of Uganda that cannot be excluded by agreement. These Terms do not vary the underlying broking relationship between us and the Customer.
11.2
No warranty for the Portal itself. Except as expressly set out in these Terms, the Portal is provided “as is”. We do not warrant that:
  • (a)the Portal will be uninterrupted, error-free, or free from harmful components;
  • (b)the Portal will meet the Customer’s specific requirements; or
  • (c)any particular information shown in the Portal is complete or up to date at the time of viewing.
11.3
Nothing in these Terms excludes liability arising from fraud, wilful misconduct, gross negligence, or any liability that cannot lawfully be excluded.
11.4
Exclusions. Subject to clause 11.1, we shall not be liable for:
  • (a)loss arising from reliance on Portal information that has been superseded by an insurer’s original policy documents or by subsequent communication from us;
  • (b)loss arising from unauthorised access to a Customer account where this is caused by failure of an Authorised User to keep their credentials secure;
  • (c)loss arising from temporary unavailability of the Portal; or
  • (d)indirect, consequential, or purely economic loss.
12.1
The Customer agrees to indemnify and hold us harmless against any loss, damage, cost, or expense (including reasonable legal fees) we incur as a result of:
  • (a)breach by the Customer, or by an Authorised User, of clauses 3 (Access), 4 (Permitted use), or 6 (Content the Customer submits) of these Terms; or
  • (b)any false, misleading, or fraudulent information submitted through the Customer’s account.
13.1
For matters relating to use of the Portal, including reporting suspected security incidents, technical issues, or data subject requests, please contact us through the channels below:
Portal support tech@padrepioinsurance.com
Account security tech@padrepioinsurance.com
Data protection compliance@padrepioinsurance.com
13.2
For matters relating to the underlying broking relationship, the Customer should contact its usual Padre Pio account team through the channels established for that relationship. These Terms do not change those channels. Your account team is listed under Key Contacts.
14.1
We may suspend or terminate access to the Portal, in whole or in part, at any time:
  • (a)if we reasonably suspect breach of these Terms;
  • (b)if the broking relationship with the Customer ends;
  • (c)for security, legal, or regulatory reasons;
  • (d)if we discontinue the Portal;
  • (e)where necessary to respond to a cybersecurity incident, suspected unauthorised access, fraud risk, or other security threat; or
  • (f)to require password resets, suspend specific user accounts, impose additional authentication requirements, or take other protective measures necessary to safeguard the Portal or Customer data.
14.2
On termination, the licence granted under clause 7.2 ends. We may, but are not obliged to, provide a final download of Content prior to access being revoked. The Customer remains entitled to copies of records that we are required to retain or release under applicable law.
14.3
The clauses that by their nature should survive termination of Portal access (including clauses 5.2, 6, 7, 8, 10, 11, 14, and 15) will survive.
15.1
We may update these Terms from time to time. The current version will always be available within the Portal on this page.
15.2
We will notify the Customer of material changes by email at least 14 days before they take effect. Continued use of the Portal after the effective date of a change constitutes acceptance of the revised Terms.
16.1
These Terms are governed by, and construed in accordance with, the laws of the Republic of Uganda.
16.2
Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Uganda.
16.3
Nothing in this clause limits any statutory right the Customer or any individual may have, including any right to bring a complaint to the IRA, to the Personal Data Protection Office, or to any other competent authority.
17.1
Severability. If any clause of these Terms is held to be invalid or unenforceable by a court of competent jurisdiction, the remainder shall continue in force.
17.2
No waiver. A failure to enforce a right under these Terms is not a waiver of that right.
17.3
Assignment. The Customer may not assign its rights under these Terms. We may assign our rights to a successor entity that continues the brokerage business and is duly licensed by the IRA.
17.4
No effect on broking relationship. For the avoidance of doubt, these Terms govern only the use of the Portal. They do not vary, replace, or affect the underlying broking relationship between Padre Pio and the Customer.