Privacy Policy

1. Information We Collect

1.1 Personal Information

We collect information you provide directly to us, including:

• Name, email address, and phone number
• Company name and business address
• Professional title and role
• Account credentials and authentication information
• Payment and billing information
• Communication preferences and history

1.2 Insurance Data

When you use our platform, we may process:

• Policy holder information and contact details
• Insurance policy details and coverage information
• Claims data and documentation
• Premium and payment records
• Communications with policy holders

1.3 Technical Information

• IP address and device information
• Browser type and version
• Usage data and analytics
• Log files and error reports
• Cookies and similar tracking technologies

2. How We Use Your Information

2.1 Service Provision

• Provide and maintain our insurance management platform
• Process policy renewals and reminders
• Generate reports and analytics
• Facilitate communication between agencies and clients
• Enable automated workflows and notifications

2.2 Business Operations

• Process payments and billing
• Provide customer support and technical assistance
• Conduct security monitoring and fraud prevention
• Improve our services and develop new features
• Comply with legal and regulatory requirements

2.3 Marketing and Communication

• Send service updates and important notices
• Provide educational content and industry insights
• Respond to inquiries and support requests
• Send promotional materials (with your consent)

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

3.1 With Your Consent

We may share your information when you have given us explicit consent to do so.

3.2 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Cloud hosting and data storage
• Payment processing
• Email and communication services
• Analytics and performance monitoring
• Customer support tools

3.3 Legal Requirements

We may disclose your information when required by law, court order, or government regulation, or to protect our rights and safety.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

4. Data Security and Protection

We implement comprehensive security measures to protect your information:

4.1 Technical Safeguards

• 256-bit SSL encryption for data transmission
• AES-256 encryption for data at rest
• Multi-factor authentication (MFA)
• Regular security audits and penetration testing
• Automated backup and disaster recovery systems

4.2 Administrative Safeguards

• Role-based access controls
• Regular employee security training
• Incident response procedures
• Data retention and disposal policies
• Third-party security assessments

4.3 Compliance Standards

• SOC 2 Type II compliance
• GDPR compliance for EU users
• Industry-standard security frameworks
• Regular compliance audits

5. Data Retention

We retain your information for different periods depending on the type of data:

• Account information: For the duration of your subscription plus 7 years
• Insurance policy data: As required by regulatory requirements (typically 7-10 years)
• Communication records: 3 years from last contact
• Usage analytics: 2 years in identifiable form, aggregated data indefinitely
• Marketing data: Until you opt out or 3 years of inactivity

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Portability

• Request a copy of your personal information
• Export your data in a machine-readable format
• Review how your information is being used

6.2 Correction and Updates

• Update your account information
• Correct inaccurate or incomplete data
• Modify your communication preferences

6.3 Deletion and Restriction

• Request deletion of your personal information
• Restrict processing of your data
• Object to certain uses of your information

6.4 Marketing Preferences

• Opt out of marketing emails at any time
• Choose which types of communications you receive
• Update your contact preferences in your account settings

7. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience:

7.1 Types of Cookies

• Essential cookies: Required for basic functionality
• Performance cookies: Help us improve our services
• Functional cookies: Remember your preferences
• Marketing cookies: Deliver relevant advertisements (with consent)

7.2 Managing Cookies

You can control cookies through your browser settings or our cookie preference center. Note that disabling certain cookies may affect functionality.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:

• EU-US Privacy Framework compliance
• Standard contractual clauses
• Adequacy decisions by relevant authorities
• Binding corporate rules where applicable

9. Children's Privacy

InformSuite is designed for business use and is not directed at children under 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

• Notify you of material changes via email or platform notification
• Post the updated policy on our website
• Update the "Last modified" date at the top of this policy
• Maintain an archive of previous versions upon request

11. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

12. Effective Date

This Privacy Policy is effective as of the date listed at the top of this document and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.

Your continued use of InformSuite after any modifications to this Privacy Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the updated Privacy Policy.