Simahi Agent Hub - Privacy Policy

1. Information We Collect

We collect the following types of information:

• Personal Information: Name, email address, phone number, address, company details, and agent license information.
• Policy Data: Insurance policies, including policy numbers, coverage details, beneficiaries, and related documents.
• Financial Information: Payment details, invoices, and transaction history for services and subscriptions purchased through Simahi Agent Hub.
• Communications Data: Email communications, chat logs, CRM-based interactions, and appointment scheduling.
• Usage Data: Information on how you use our platform, including login history, IP addresses, browser types, device information, and interaction logs.
• Cookies and Tracking Technologies: We use cookies and similar technologies to enhance user experience, improve performance, and analyze traffic patterns.

2. How We Use Your Information

Your information is used for the following purposes:

• To provide, manage, and improve our CRM services.
• To personalize your experience and enhance platform features.
• To communicate with you regarding updates, support, and administrative messages.
• To facilitate email integrations, scheduling, and digital document signing.
• To ensure the security and integrity of the platform.
• To process payments and manage subscriptions securely.
• To comply with legal obligations and regulatory requirements.

3. Sharing of Your Information

We do not sell your personal information. We may share your information with:

• Service Providers: Trusted third-party vendors for hosting, data storage, analytics, and email processing.
• Legal Compliance: When required to comply with legal obligations, government requests, or protect our rights.
• Business Transfers: In the event of a merger, acquisition, or asset sale, your data may be transferred to the new entity.
• Authorized Agents: Agents authorized within your organization who require access for business purposes.
• Third-Party Integrations: Integrated services like Gmail, Outlook, and Stripe, with your explicit consent.

4. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption: All data is encrypted in transit (TLS) and at rest (AES-256).
• Access Controls: Restricted access to personal information to authorized personnel only.
• Data Integrity: Regular backups and monitoring to prevent unauthorized access or data corruption.
• Security Audits: Periodic audits to identify and resolve vulnerabilities.

5. Data Retention

We retain your information only for as long as necessary for:

• Providing our services.
• Complying with legal obligations.
• Enforcing our agreements.
• Improving platform features.

6. Your Rights and Choices

Under GDPR, CCPA, and other applicable laws, you have the right to:

• Access, update, or delete your personal data.
• Request a copy of your data in a portable format.
• Request restriction or objection to data processing.
• Withdraw consent for data processing at any time.

To exercise these rights, contact us at privacy@dothdigital.com.

7. International Data Transfers

Your information may be transferred to and processed in countries outside of your own, including Canada and the United States. We comply with GDPR's Standard Contractual Clauses (SCCs) for data transfers to third countries.

8. Third-Party Links and Services

Our platform may include links to third-party services (e.g., Stripe, Gmail, Outlook). We are not responsible for the privacy practices of these third-party sites. We recommend you review their privacy policies before sharing personal information.

9. Children's Privacy

Our services are intended for licensed insurance agents and are not intended for individuals under 18. We do not knowingly collect personal information from minors. If you believe we have collected data from a minor, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. All changes will be posted on this page, with a timestamp for reference. Continued use of our services constitutes acceptance of the updated terms.

11. Breach Notification Policy

In the event of a data breach, we will:

12. Data Processing Agreements (DPA)

If you are using Simahi Agent Hub for business purposes, you may request a Data Processing Agreement (DPA) for GDPR compliance. Contact us at info@dothdigital.com for more information.

13. GDPR Compliance

We comply with the General Data Protection Regulation (GDPR):

• Data Minimization: Only necessary data is collected and processed.
• Lawfulness, Fairness, and Transparency: Data processing is clear and justified.
• Purpose Limitation: Data is only used for specified purposes.
• Accuracy: We maintain accurate and up-to-date data.
• Storage Limitation: Data is kept for as long as necessary.

14. Termination Policy

We reserve the right to terminate your access to the platform if:

• You violate these Terms and Conditions.
• You misuse the platform or engage in fraudulent activities.

Termination will result in the deletion of your account and associated data, as per legal requirements.

15. Contact Information