Privacy Policy

1. Introduction

Welcome to COI Sure LLC. ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Certificate of Insurance (COI) management platform.

By accessing or using our services, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, company name, phone number, and business address
• Professional Information: Insurance agency details, license information, and professional credentials
• Payment Information: Billing details processed securely through our payment processor (Stripe)
• Communications: Messages, support requests, and feedback you provide to us

2.2 Information Automatically Collected

• Usage Data: Information about how you interact with our platform, including features used and time spent
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience
• Log Data: Server logs, error reports, and performance metrics

2.3 Insurance Documents and Data

• COI Templates: Master certificate templates and ACORD forms you upload
• Policy Information: Insurance policy details, coverage amounts, and policy holders
• Certificate Data: Generated certificates and associated metadata

3. How We Use Your Information

• Provide, operate, and maintain our COI management services
• Process and manage your certificate requests and templates
• Send transactional emails related to certificate activities
• Process billing and subscription payments
• Respond to your inquiries and provide customer support
• Monitor and analyze usage patterns to improve our services
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms
• Send important notices about service changes or updates

4. Information Sharing and Disclosure

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

• With Carriers: Certificate information shared with authorized carriers in your network
• Service Providers: Third-party vendors who assist in operating our platform (e.g., Stripe for payments, AWS for hosting)
• Email Delivery: Email service providers to send transactional notifications
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share specific information

5. Data Security

We implement industry-standard security measures to protect your information:

• Data encryption in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Employee training on data protection and privacy
• Secure data centers with physical and network security
• Automated backups and disaster recovery procedures

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account closure, we may retain certain information for:

• Legal compliance and regulatory requirements
• Dispute resolution and fraud prevention
• Backup and disaster recovery (typically 90 days)
• Aggregated analytics (anonymized data)

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Export: Download your data in a portable format
• Opt-Out: Manage email preferences in your account settings
• Restriction: Request limitation of certain data processing

To exercise these rights, contact us at privacy@coisure.io

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain your session and keep you logged in
• Remember your preferences and settings
• Analyze usage patterns and improve functionality
• Provide security and fraud prevention

You can control cookies through your browser settings, but disabling cookies may limit some functionality.

9. SMS/Text Messaging

9.1 SMS Consent

By providing your phone number and opting in during registration, you may consent to receive SMS/text messages from COI Sure LLC. We offer two categories of SMS communications:

• Transactional Messages: Account alerts, verification codes, certificate status notifications, and other non-promotional messages related to your use of the Service.
• Marketing Messages: Promotional offers, product updates, and other marketing communications. This consent is entirely optional and is not required to use our Service.

9.2 Message Frequency and Rates

Message frequency may vary depending on your account activity. Standard message and data rates may apply as determined by your mobile carrier. COI Sure LLC. is not responsible for any charges from your carrier.

9.3 Opting Out

You may opt out of SMS messages at any time by replying STOP to any message. For assistance, reply HELP or contact us at support@coisure.io. You can also manage your SMS preferences in your account settings.

9.4 SMS Data and Third Parties

Your SMS consent and phone number information will not be shared with or sold to third parties for their marketing purposes. We may share your phone number only with our SMS service provider solely for the purpose of delivering messages on our behalf. Our SMS service provider is contractually prohibited from using your information for any other purpose.

10. Third-Party Services

Our platform integrates with third-party services:

• Stripe: Payment processing (subject to Stripe's Privacy Policy)
• AWS: Cloud hosting and infrastructure
• Email Providers: Transactional email delivery
• SMS Providers: Text message delivery for account notifications (subject to Section 9.4)

These services have their own privacy policies. We encourage you to review them.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through our platform. The "Last Updated" date at the top indicates the most recent revision. Your continued use after changes constitutes acceptance.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

15. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt-out of the sale of personal information (note: we do not sell personal information).