Privacy Notice – Contracting
Effective Date: March 31st, 2023
Privacy Notice
AgentSync Contracting
AGENTSYNC’S COMMITMENT TO PRIVACY
AgentSync, Inc. (“AgentSync”, “we”, “us” and “our”) is committed to privacy and security. This Privacy Notice (“Privacy Notice”) provides important information about our use of information and informs you of your rights and choices.
This Privacy Notice explains who we are and how we collect, share and use personal information when: (i) an individual uses the AgentSync Services as a digital end user either by way of an invitation from a Customer at the request of a carrier, or when the end user directly registers use the AgentSync Services (an “End User”), or (ii) when an entity (including a trust, foundation, association or partnership, whether or not having a separate legal personality) signs an agreement with AgentSync for access and use of the AgentSync Services (a “Customer”).
Please read this Privacy Notice carefully and let us know if you have any questions, comments, or concerns.
By accessing or using our Services, you acknowledge and agree that you have received and read this Privacy Notice.
01. Who we Are
AgentSync builds modern insurance infrastructure software solutions that connect carriers, agencies, MGAs, and producers together for the purposes of enabling insurance and licensing regulatory compliance. In order to provide our software solutions, we need to collect and process information from our Customers and End Users. We are based in Denver, Colorado, but serve Customers and End Users all over the United States.
We currently offer the following core products: AgentSync Manage, AgentSync Autopilot, AgentSync API, and AgentSync Contracting (Beta), as further described below.
02. Scope of this Privacy Notice: AgentSync Contracting
AgentSync provides an application designed to streamline carrier contracting processes by combining carrier contracting requirements with End User data. Through the AgentSync Contracting software, this combined data is packaged and submitted to carriers on behalf of our Customers and their End Users (the “Contracting Application”). AgentSync makes the Contracting Application available for purchase to entities like insurance carriers, agencies and similar companies (collectively, “Customers”). AgentSync also provides Customers with implementation, training and technical support services (collectively with the Contracting Application, the “Services”).
AgentSync Customers will provide us with data and information about End Users for the purposes of completing contracting paperwork with the end goal to enable such End Users to sell products as designated by an insurance carrier.
All data provided on our Contracting Application is a pure pass-through of data, and does not involve automated processes or analysis on such data. It is the responsibility of our Customer to decide what action to take, or not to take using the information provided by an End User on the Contracting Application.
This Privacy Notice only applies to the processing of Customer and End User data through the Contracting Application. Please reach out to us at legal@agentsync.io for privacy notices related to our other products and solutions. For information on how AgentSync collects and uses information collected via our website (www.agentsync.io, and applicable subdomains) please see our Website Privacy Notice.
03. Information We Collect and How We Use it.
A. End Users.We receive information about End Users directly from the Customers themselves, the End Users, and or third parties, as detailed in this Privacy Notice. The AgentSync Services process this data to effectuate the completion of contracting paperwork as specified by the applicable carrier.
1. Information We Collect about End Users:
a. Information the End User Provides to Us through the Contracting Application. We collect information that an End User provides directly to us when the individual accesses or use our Contracting Application. This includes any information they are required to provide in order to successfully complete an applicable carrier’s contracting documentation which may include an End User’s:
- NPN
- SSN
- Email address
- Physical address
- Name
- Phone Number
- CRD
- Training information
- E & O information
- Drivers’ license information
- Banking information
- Any other information required by the applicable carrier for purposes of contracting with that carrier
b. Information the End User Provides to us through Interactions. We collect information that an End User provides to us directly for troubleshooting or support purposes. This may include:
- Name,
- Email address,
- Telephone number, and/or
- Device identifier or usage information
c. Information Provided to us from the Customer. We collect information about an End User which is provided to us by the Customer in order to send an electronic invitation for the Contracting Application for the purposes of facilitating the contracting process. This information may include an End User’s:
- Name
- Email Address
d. Information Provided to us by NIPR. We collect information about an End User which is provided by the National Insurance Producer Registry (“NIPR”). This information may include:
- Name
- Social Security Number
- Date of Birth
- Email Address
- Phone Number
- Physical Address
- Title
- Professional Details
- Producer licensing information, including NPN, license numbers, region, state and related business contact information
- Regulatory action information, including action type, action date, disposition, and relevant penalties and/or fines
e. Information we collect automatically using cookies and similar technology. This may include:
- Persona usage data.
f. Information we collect through third-party service providers using cookies and similar technology. This can include:
- Usage data: including the dates/times an End User accesses the Contracting Application, which activities the End User engaged in while using the Contracting Application, the links an End User clicked on, etc.
- Device data: including general internet protocol (IP) data, and user agent data.
- Device event information: including user agent and IP data, as well as API calls (which produces error reports), timestamps, etc. We do not track hardware settings.
- Log files: including log files automatically generated during the use of the Services such as access times, hardware and software information that use certain standard through third-party service providers, using cookies and similar technology.
g. Aggregated and/or De-Identified Data. We may use aggregated and/or de-identified End User information collected through the Services, so that such information can no longer be linked to an End User’s device (the “Aggregated Information”). We may use the Aggregated Information for any purpose, including without limitation, for research and marketing purposes, and may also share such data with any third parties, in our sole discretion.
2. How We Use Information about End Users:
a. AgentSync only uses End User data to:
- Provide the Services,
- Update, improve, personalize or enhance the Services
- Conduct analytics related to our Services
- Respond to End User inquiries and requests, or otherwise communicate with an End User to provide them with assistance
- Comply with legal obligations or to establish, exercise or defend legal claims
- Keep End Users updated about changes to polices related to our Services (including this Privacy Notice)
- For other purposes for which we will seek End Users consent in accordance with applicable legal requirements
b. Examples of ways in which we use End User data: We may provide the End User data to current Customers in order to process a contracting package with the assigned carrier. We may also store End User data for the purposes of auto populating that data for a different Customer to facilitate a contracting package with an alternative assigned carrier. We may also use End User data to optimize the performance of the Services; as an example of this use case, if the data collected indicated that there is a cycle during the Contracting Application’s workflow that is not functioning properly, we will use End User analytical data to enhance the performance of this cycle metric.
B. Customers. We receive information about Customers directly from the Customers themselves. The Services process this data to provide the Services and effectuate the completion of contracting paperwork as specified by the applicable carrier.
1. Information We Collect About our Customers:
a. Information Provided to Us through use and access of the Contracting Application. We collect information that a Customer and/or their organization manager provides directly to us when the Customer implements, accesses and/or uses our Contracting Application. This may include:
- Business contact information: name, email address, organization they work for
- Troubleshooting and support data
- Payment information
b. Information we collect automatically using cookies and similar technology. This may include:
- Persona usage data.
c. Information we collect through third-party service providers using cookies and similar technology. This may include:
- Usage data: including the dates/times a Customer accesses the Contracting Application, which activities the Customer engaged in while using the Contracting Application, the links a Customer clicked on, etc.
- Device data: including general internet protocol (IP) data, and user agent data.
- Device event information: including user agent and IP data, as well as API calls (which produces error reports), timestamps, etc. We do not track hardware settings.
- Log files: including log files automatically generated during the Customer’s use of the Services such as access times, hardware and software information through third-party service providers, using cookies and similar technology.
2. How we use Customer data
a. AgentSync only uses Customer data in order to:
- Provide the Services
- Improve and develop the Services
- Communicate with Customers about the Services
- Conduct analytics related to the Services
- Provide technical support for and protect the Services
- Facilitate Customer payments and fees relating to the Services
- Respond to Customer requests and inquiries
- Provide updates about the Services, including technical notices, updates, security alerts and support and administrative messages
- Comply with legal obligations or to establish, exercise or defend legal claims
- Keep Customers updated about changes to polices related to the Services (including this Privacy Notice)
- For other purposes for which we will seek Customer consent in accordance with applicable legal requirements
04. Sharing Information with Third Parties
A. Service Providers. AgentSync may share End User and Customer information with our third-party service providers, contractors, and agents that assist us in providing our Services. These service providers provide services to us, for us, and/or on our behalf. Depending on how you use the Services, the following categories of third parties may collect or receive your information from us or on our behalf:
● Analytics providers;
● Marketing partners;
● Payment service providers;
● Information technology, software development, data storage and related infrastructure providers;
● Security providers;
● Fraud prevention providers;
● Providers of business operations and communication tools;
● Providers of legal and other professional services; and
● Other third-party service providers that help us provide the Services and the Site.
B. Third Party Business Partners. Due to the nature of our Services, we connect End User data with relevant NIPR data on the Contracting Application. That data is compiled on the applicable contracting paperwork and then shared with the relevant carrier, as such carrier is designated by both the End User and the Customer during the contracting process. The carrier will use this information to enable an End User and Customer to sell their insurance products in the marketplace.
C. Business Transfers. As we continue to develop our business, we may share information with third parties whom we choose to acquire, or to whom we may choose to sell, transfer, or merge parts of our business or our assets. If we are involved in a merger or acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, Customer and/or End User personal information and data may transfer as permitted by law and/or contract.
D. Protection of AgentSync and Others. We may disclose information we collect about our End Users and/or Customers if required to do so by law, or in a good faith belief that such disclosure is reasonably necessary to comply with a law, regulation, legal process, or legitimate governmental request; to protect the safety of any person; to protect the safety or security of the Services, AgentSync users and the general public; to investigate, prevent, or take action regarding illegal or suspected illegal activities; to prevent spam, abuse, fraud, or other malicious activity of actors using or accessing the AgentSync Services; or to protect our rights or property or the rights or property of those who use the AgentSync Services.
E. With Your Consent. There may be situations where you are asked to consent to share information with third parties for additional reasons not included in this Privacy Notice. We will only share your information in these instances if you consent to such sharing.
05. How We Protect Your Information
A. Security Measures.We use a variety of security measures designed to protect against unauthorized access, alteration, disclosure, or destruction of information. However, no method of transmission over the Internet, or method of electronic storage, is 100% secure, and we cannot and do not guarantee that your information is completely secure and safe from such risks. When using the AgentSync Services, it is important that you select a strong password and do not share it with others. If you have reason to believe that your information is no longer secure or have any concerns about our security practice, please contact us at legal@agentsync.io.
06. International Transfers of Personal Information
A. Services based in the United States. AgentSync is based in the United States, and the Services are designed for use in the United States. The personal information that we collect or receive will be transferred to and processed in the United States. We also transfer personal information to the third parties mentioned in the circumstances described above, which may be located outside of your country or regional area, and may be processed by staff, agents, or contractors operating outside of your country or regional area. The data protection laws of the United States or other countries may not be as comprehensive as or equivalent to those in your country of residence.
07. Your controls and choices
A. U.S. State Law Rights / California and/or Virginia Residents. When we handle personal information (as defined under the California Consumer Privacy ACT (“CCPA”), or personal data as defined under the Virginia Consumer Data Protection Act (“VCDPA”), we do so as a service provider under the CCPA, and a processor under the VCDPA to and/or on behalf of the Customers and End Users of the Services, in order to assist both Customers and End Users in facilitating insurance compliance documentation in the carrier/contracting process. When requested, we reasonably Customers and End Users in responding to consumer requests under these U.S. privacy laws. Any requests regarding your rights under such laws please direct to: legal@agentsync.io.
B. Marketing Communications. From time to time, we may use End User and/or Customer information to send information about offerings and product features. If an End User and/or Customer no longer wants to receive marketing emails from us in the future, opt-out options are provided by using the unsubscribe link that we include at the bottom of each marketing email. An End User and/or Customer can also manage marketing preferences by contacting us at legal@agentsync.io. Please note, unsubscribing will not prevent an End User/Customer from receiving certain communications about their account, software updates, or other important notices such as changes to our terms and policies, which are not marketing in nature.
08. Retention of Information
Where AgentSync stores information, we retain such information where we have an ongoing legitimate business need to do so for a period consistent and for the purposes stated in this Privacy Notice. Retention periods can vary significantly based on the type of information we collect and how it is used. AgentSync’s retention periods are based on criteria that include legally mandated retention periods, pending or potential litigation, our intellectual property or ownership rights, contract requirements, operational directives or needs, and historical archiving.
09. Children’s Privacy
Our Services are not intended for children under 13 years of age, and AgentSync does not knowingly collect, maintain, or use “personal information” (as defined by the United States Children’s Online Privacy Protection Act) from children under the age of 13. If an End User and/or Customer is under the age of 13, we ask that you please refrain from using the Services or providing any personal information. If you are a parent or guardian and think your child under the age of 13 has provided us with personal information, please contact us.
10. Changes to this Privacy Notice
We may update this Privacy Notice from time to time. When we update the Privacy Notice, we will revise the “effective date” above and post a link to the new Privacy Notice on our website, you are advised to review this Privacy Notice periodically for any changes. Changes to this Privacy Notice are effective when they are posted on this page. Whenever we make any material changes to this Privacy Notice, we will provide you with notice in accordance with legal requirements. Your use of the Services following any such change constitutes your agreement that all information collected from or about you after the revised Privacy Notice is posted will be subject to the terms of the revised Privacy Notice.
11. Contact us
If you have any questions about this Privacy Notice or our privacy practices, please contact us by email at compliance@agentsync.io, or by mail at: