Privacy Policy

This Privacy Policy explains how Agent Book CRM (“Agent Book CRM,” “we,” “us,” or “our”) collects, uses, stores, shares, and protects information when you visit our website, create an account, use our customer relationship management platform, connect third-party services, or otherwise interact with us.

Agent Book CRM provides software tools for insurance agents and agencies to manage leads, clients, policies, opportunities, tasks, communications, workflows, and related business activities.

By using our website or services, you agree to the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our website or services.

1. Definitions

“Services” means the Agent Book CRM website, application, platform, signup pages, account portals, integrations, communications tools, and related products or services.

“Subscriber” or “Customer” means an insurance agent, agency, organization, or business that creates or maintains an Agent Book CRM account.

“User” means an individual who accesses Agent Book CRM through a Subscriber account, including account owners, administrators, employees, team members, contractors, or other authorized users.

“Client” or “Lead” means an individual or business whose information is entered, uploaded, imported, created, or managed inside Agent Book CRM by a Subscriber or User.

“Personal Information” means information that identifies, relates to, describes, or could reasonably be linked to an individual or business contact.

2. Information We Collect

A. Information You Provide to Us

We may collect information when you visit our website, submit a signup form, create or activate an account, use the platform, contact support, subscribe to communications, connect third-party services, or submit billing or business information.

This may include:

• Name
• Business name
• Email address
• Phone number
• Mailing address
• NPN or business identifier
• Account login information
• Subscription plan selection
• Billing contact information
• Support messages
• Preferences and settings
• Any other information you choose to provide

B. Information Entered Into the CRM

Subscribers and Users may enter, upload, import, or manage information about leads, clients, policies, opportunities, tasks, notes, communications, and business records.

This may include:

• Lead and client names
• Email addresses
• Phone numbers
• Addresses
• Dates of birth
• Insurance-related information
• Policy details
• Medicare or Medicaid-related information, if entered by a Subscriber or User
• Notes, tasks, documents, tags, communications, and activity history
• Other information the Subscriber or User chooses to store in the CRM

Subscribers and Users are responsible for ensuring they have the right, permission, authorization, and legal basis to collect, upload, use, and disclose any information they enter into Agent Book CRM.

C. Information Collected Automatically

When you visit our website or use the Services, we may automatically collect certain technical and usage information, including:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Referring website
• Date and time of access
• Session activity
• Login activity
• Security events
• Error logs
• Usage patterns
• Cookie and similar technology data

We use this information to operate, secure, maintain, troubleshoot, and improve our Services.

3. Cookies and Similar Technologies

We may use cookies, pixels, local storage, and similar technologies to keep users logged in, remember preferences, improve website performance, analyze traffic and usage, protect against fraud and abuse, and support marketing and website functionality.

You can control cookies through your browser settings. Some features of the Services may not work properly if cookies are disabled.

4. Cloudflare Turnstile

We use Cloudflare Turnstile on certain public forms, including signup forms, to help protect our website from spam, abuse, and automated submissions. Turnstile may collect technical information necessary to verify that a form submission is legitimate.

5. Payment and Billing Information

If we enable paid subscriptions, billing, or online payments, we may collect billing-related information such as name, billing address, email address, selected plan, subscription status, and payment status.

We do not intend to store full credit card numbers directly on Agent Book CRM servers. Payment information may be processed by a third-party payment processor such as Stripe.

6. How We Use Information

We use information to:

• Provide, operate, and maintain Agent Book CRM
• Create and manage Subscriber accounts
• Authenticate Users
• Send account activation links and administrative emails
• Manage leads, clients, policies, opportunities, tasks, and workflows
• Enable email and communication features
• Provide customer support
• Process subscriptions, billing, and payments
• Monitor system performance
• Improve features and user experience
• Protect against fraud, spam, abuse, and unauthorized access
• Enforce our Terms of Service and other agreements
• Comply with legal, regulatory, tax, and security obligations
• Communicate about product updates, service changes, and important notices
• Send marketing communications where permitted by law

We do not use Personal Information entered into customer CRM accounts to independently market to a Subscriber’s leads or clients.

7. Subscriber Data and Client Data

Agent Book CRM acts as a service provider or processor for information that Subscribers and Users enter into the CRM about their leads, clients, staff, policies, opportunities, tasks, communications, and related business records.

Subscribers control the information they choose to enter into the CRM. Subscribers are responsible for:

• Providing required privacy notices to their own leads and clients
• Obtaining necessary permissions and consents
• Ensuring their use of Agent Book CRM complies with applicable laws
• Managing User access permissions
• Maintaining accurate records
• Responding to requests from their own leads, clients, and contacts

We access Subscriber Data only as needed to provide, maintain, support, secure, or improve the Services; comply with law; prevent misuse; or as otherwise authorized by the Subscriber.

8. Google and Gmail Integration Data

Agent Book CRM may allow Users to connect a Google or Gmail account so they can send emails from their connected Gmail account or use related communication features.

When a User connects a Google account, Agent Book CRM may access, use, store, or process limited Google user data necessary to provide the connected functionality. Depending on the permissions granted, this may include:

• Google account email address
• OAuth access and refresh tokens
• Email sending authorization
• Message metadata necessary to provide the requested feature
• Email content only where required to perform the user-requested action

Agent Book CRM’s use of Google user data is limited to providing and improving user-facing features that the User has authorized.

Agent Book CRM does not:

• Sell Google user data
• Use Google user data for advertising
• Use Google user data to create unrelated marketing profiles
• Transfer Google user data except as necessary to provide the Services, comply with law, secure the Services, or with the User’s consent
• Allow humans to read Google user data except where necessary for security, support, troubleshooting, legal compliance, or with the User’s permission

Users may disconnect their Google integration from within Agent Book CRM or through their Google account permissions. After disconnection, certain tokens or authorization records may be deleted or deactivated, subject to legal, security, and backup retention requirements.

9. Email, Communications, and Anti-Spam

Agent Book CRM may include tools for sending emails, managing templates, and communicating with leads, clients, and contacts.

Subscribers and Users are responsible for ensuring that emails sent through Agent Book CRM comply with applicable laws, including the CAN-SPAM Act and any other email marketing, consent, unsubscribe, or anti-spam requirements that apply to their recipients.

Subscribers and Users may not use Agent Book CRM to send spam, unlawful messages, misleading communications, or messages to recipients who have not provided required consent.

We may suspend or terminate accounts that abuse email features or violate applicable laws or platform rules.

10. How We Share Information

We do not sell Personal Information.

We may share information in the following circumstances:

A. With Subscribers and Authorized Users

Information entered into a Subscriber account may be available to the Subscriber, account owner, administrators, and authorized Users based on account permissions.

B. With Service Providers

We may share information with trusted service providers who help us operate the Services, including providers for website hosting, cloud infrastructure, database hosting, email delivery, payment processing, analytics, security, fraud prevention, customer support, error logging, identity verification, bot protection, domain, DNS, and infrastructure services.

C. With Third-Party Integrations Authorized by Users

If a Subscriber or User connects a third-party integration, we may exchange information with that third party as needed to provide the integration. Third-party services are governed by their own privacy policies and terms.

D. For Legal and Safety Reasons

We may disclose information if we believe in good faith that disclosure is necessary to:

• Comply with law, regulation, subpoena, court order, or legal process
• Protect the rights, property, or safety of Agent Book CRM, our Users, Subscribers, Clients, or the public
• Detect, prevent, or address fraud, abuse, security issues, or technical problems
• Enforce our agreements and policies
• Respond to lawful requests from government or regulatory authorities

E. Business Transfers

If Agent Book CRM is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, information may be transferred as part of that transaction.

11. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, and disclosure.

These safeguards may include:

• Secure HTTPS connections
• Password hashing
• Authentication controls
• Role-based access controls
• Database security controls
• Encryption or protected storage for certain sensitive fields
• Logging and monitoring
• Bot and abuse protection
• Vendor security controls
• Access limitation practices

However, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

12. Data Retention

We retain information for as long as necessary to provide the Services, maintain Subscriber accounts, comply with legal, tax, accounting, and regulatory obligations, resolve disputes, enforce agreements, maintain security, support backups and disaster recovery, and prevent fraud or abuse.

When information is no longer needed, we may delete, anonymize, or securely retain it according to our retention practices and legal obligations. Backup copies may persist for a limited period before being overwritten or deleted.

13. Accessing, Updating, or Deleting Information

Subscribers and Users may access and update certain account information directly within Agent Book CRM.

You may contact us to request:

• Access to Personal Information
• Correction of inaccurate information
• Deletion of information
• Export of certain information
• Restriction of processing where applicable
• Objection to certain processing where applicable

We may need to verify your identity before responding. We may deny or limit requests where permitted or required by law, including when information must be retained for legal, security, billing, fraud prevention, or contractual reasons.

If you are a lead, client, or contact of one of our Subscribers, you should first contact the Subscriber directly because they control the information they entered into Agent Book CRM.

14. Data Controller and Data Processor Roles

For information that Agent Book CRM collects directly from website visitors, prospective customers, Subscribers, and Users for our own business purposes, we may act as a data controller.

For information that Subscribers and Users enter into the CRM about their leads, clients, contacts, policies, and business records, Agent Book CRM generally acts as a service provider or processor on behalf of the Subscriber.

Subscribers are responsible for determining the lawful basis for collecting and using information about their own leads, clients, contacts, and staff.

15. Health, Insurance, and Sensitive Information

Agent Book CRM is designed for insurance agency CRM workflows. Subscribers may choose to enter insurance-related information or other sensitive information into the platform.

Subscribers are solely responsible for determining whether their use of Agent Book CRM is subject to HIPAA, GLBA, state insurance privacy laws, or other privacy or security requirements.

Subscribers should not enter sensitive information into Agent Book CRM unless they have determined that they have the right to do so and that their use of the Services is appropriate for their legal and regulatory obligations.

Agent Book CRM does not provide legal, compliance, insurance, tax, or medical advice.

16. Children’s Privacy

Agent Book CRM is intended for use by businesses and individuals who are at least 18 years old.

We do not knowingly collect Personal Information from children under 13. If we learn that we have collected Personal Information from a child under 13 without appropriate consent, we will take steps to delete that information.

17. Marketing Communications

We may send marketing emails, newsletters, product updates, or promotional communications to website visitors, Subscribers, or Users where permitted by law.

You may opt out of marketing emails by following the unsubscribe instructions in the email or contacting us. Even if you opt out of marketing communications, we may still send transactional or administrative messages, such as account notices, security alerts, billing messages, service updates, and support communications.

18. Text Messages

We do not use your phone number to send marketing text messages without consent.

If we offer SMS or text messaging features in the future, we will provide any required disclosures and opt-in/opt-out mechanisms. We may use phone numbers for non-marketing administrative or support purposes where permitted by law.

19. Analytics and Website Performance

We may use analytics tools to understand how visitors use our website and Services. These tools may collect information such as pages visited, browser type, device type, referral source, approximate location, and usage patterns.

We use this information to improve our website, marketing, product experience, performance, and security.

20. Third-Party Links

Our website or Services may contain links to third-party websites, services, or integrations.

We are not responsible for the privacy practices, security, policies, or content of third-party websites or services. Your use of third-party services is governed by their own terms and privacy policies.

21. International Users

Agent Book CRM is operated from the United States. If you access the Services from outside the United States, you understand that your information may be transferred to, stored in, and processed in the United States or other locations where our service providers operate.

22. State Privacy Rights

Depending on where you live, you may have certain privacy rights under applicable state privacy laws. These rights may include the right to request access, correction, deletion, portability, or information about how your Personal Information is used or shared.

We will respond to applicable privacy requests as required by law.

Agent Book CRM does not sell Personal Information.

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last Updated” date above. If changes are material, we may provide additional notice, such as by posting a notice on our website or sending an email to account owners.

Your continued use of the Services after an updated Privacy Policy becomes effective means you accept the updated policy.

24. Contact Us

If you have questions about this Privacy Policy or want to submit a privacy request, contact us at:

Agent Book CRM
Email: privacy@agentbookcrm.com
Website: https://agentbookcrm.com

Please include enough information for us to verify and respond to your request.