1. Scope of This Policy

This Policy applies to personal information processed through:

• aiolinsu.com and any related AIOLInsu domains or subdomains;
• The AIOLInsu software platform and its automated AI modules (collectively, the "Platform");
• Communications between AIOLInsu and its agency clients or prospective clients; and
• Data, contact lists, scripts, or workflows submitted to or processed through the Platform.

For phone numbers, lead lists, voice scripts, and policyholder information submitted to or routed through the Platform, AIOLInsu operates as a technology service provider executing automated tasks, voice calls, and workflows based on the configurations, inputs, and instructions provided by the Agency Client.

Agency Clients are solely responsible for ensuring they have all necessary rights, lawful authority, and required consumer consents for any data, phone numbers, or scripts uploaded to or used with the Platform. Data processing terms in our client agreements govern platform usage and take precedence over this Policy in the event of any conflict.

2. Information We Collect

2.1 Information You or Your Agency Provide

• Name, business email, phone number, and job title of agency staff and administrators;
• Agency and business information (agency name, license details, lines of business, carrier appointments);
• Policyholder, applicant, and lead information submitted through AIOLInsu modules for servicing purposes — including contact details, policy and coverage information, property details, claims details, and voice scripts;
• Billing and payment information for AIOLInsu subscriptions; and
• Information submitted through contact forms, support tickets, or demo requests.

2.2 Information Collected Automatically

• Device and technical data (IP address, browser type, operating system);
• Usage data (pages visited, features used, session duration, workflow logs); and
• Voice and interaction data generated when a caller or website visitor engages AIOL Voice or the AIOL Chat Bot, including audio recordings, call/chat transcripts, and AI conversation metrics.

2.3 Information from Third Parties

• Data received from an agency's existing Agency Management System (AMS), CRM, or carrier portal when the agency connects those systems to AIOLInsu; and
• Data from carriers or service providers necessary to complete a task the agency has authorized.

3. How and Why We Use Personal Information

• To operate, maintain, and provide the AIOLInsu platform, its automated AI modules, voice workflows, and customer support;
• To process onboarding, subscriptions, system setup, and client communications;
• To monitor system security, prevent fraud or unauthorized access, and maintain platform integrity;
• To analyze usage trends, conduct performance testing, and train, optimize, and improve our AI models and automated workflows;
• To comply with applicable legal, regulatory, or insurance recordkeeping requirements, or respond to lawful requests from governmental authorities; and
• To respond to inquiries, schedule product demonstrations, and provide updates regarding our services.

4. AI Data Processing Practices

• Execution of Client Instructions: Automated AI voice agents, chatbots, and workflow modules process inputs, policy data, and interaction scripts solely to execute the tasks directed and configured by the Agency Client.
• Script & Content Responsibility: All voice scripts, conversational prompts, automated replies, and offer details deployed by AIOLInsu modules are provided, configured, or approved by the Agency Client.
• Telemarketing & Consent Compliance: Agency Clients are solely responsible for ensuring that all phone lists, lead data, and call workflows comply with federal and state laws, including the Telephone Consumer Protection Act (TCPA) and National Do Not Call (DNC) Registry rules. AIOLInsu does not verify prior express written consent or scrub lead lists against DNC registries on behalf of clients.
• Human Escalation: Platform modules are designed to escalate complex, low-confidence, or non-standard interactions to agency staff or human agents designated by the client.
• Third-Party AI Integration: Where the Platform utilizes third-party artificial intelligence providers or large language models to process queries, data is transmitted securely under service provider arrangements designed to maintain data security and operational reliability.

5. Cookies and Tracking Technologies

• Essential Operations: We use essential session cookies and local storage to maintain security, authenticate logged-in agency accounts, and save user interface preferences across the Platform.
• Usage Analytics: We collect aggregate performance data and session metrics to measure website traffic, feature usage, and system reliability.
• Cookie Management: Users can manage or disable non-essential cookies through their web browser settings. Essential session cookies are required for core Platform authentication and functionality.

6. Third-Party Integrations and Data Sharing

• AIOLInsu does not sell, rent, or trade personal data or lead lists to third parties.
• We share data with trusted infrastructure providers — including cloud hosting, telephony, payment processing, and AI model vendors — solely to operate, maintain, and deliver the Platform.
• We transmit data to third-party tools, Agency Management Systems (AMS), CRMs, or carrier platforms as specifically authorized or configured by the Agency Client.
• We may disclose information where required by law, subpoena, or court order, or to protect the safety, rights, and security of AIOLInsu, our clients, or the public.
• Information may be transferred as part of any corporate merger, acquisition, restructuring, or asset sale.

7. International Data Transfers

• AIOLInsu stores and processes data primarily within the United States.
• Where third-party service providers or sub-processors operate internationally, AIOLInsu implements appropriate administrative, technical, and contractual safeguards to ensure data security and regulatory compliance.

8. Data Retention

• General Retention: We retain personal information for as long as necessary to provide our services, maintain active account functionality, resolve disputes, enforce agreements, and comply with applicable state insurance recordkeeping requirements.
• Voice & Chat Logs: Voice recordings, chat transcripts, and call logs are retained as needed for quality assurance, workflow execution, dispute resolution, and regulatory compliance.
• De-Identified Data: AIOLInsu reserves the right to retain de-identified, anonymized, or aggregated interaction data indefinitely for system analytics, AI model optimization, and platform performance enhancements.

9. Data Security

• Technical Safeguards: We maintain administrative, technical, and physical security measures designed to protect personal information, including encryption of data in transit and at rest.
• Access Controls: System and administrative access is managed through role-based permissions and multi-factor authentication.
• System Monitoring: We utilize network monitoring, access logging, and periodic security evaluations to maintain platform integrity.
• Incident Response: We maintain procedures to evaluate, address, and notify affected Agency Clients of confirmed data security incidents in accordance with applicable state breach notification laws.
• Security Disclaimer: While we implement robust security measures, no electronic transmission or storage system can be guaranteed as 100% secure. Agency Clients are responsible for maintaining the security of their account credentials.

10. Your Privacy Rights

• U.S. Consumer Privacy Rights: Depending on your state of residence, individual users may have rights under state privacy laws to access, correct, delete, or request a portable copy of their personal data processed directly by AIOLInsu. To submit a request, contact privacy@aiolinsu.com.
• Policyholder Data Directives: If you are an end policyholder or caller whose information was submitted or routed through AIOLInsu by an insurance agency, please direct your privacy inquiry directly to that agency. As a software service provider, AIOLInsu will assist the agency client in fulfilling verified consumer privacy requests in accordance with our client agreements.

11. Additional Notices & Contact Information

• Children’s Privacy: AIOLInsu provides B2B software intended strictly for business use by licensed insurance professionals and commercial entities. We do not knowingly collect personal information from individuals under the age of 16.
• Policy Updates: We may update this Policy periodically to reflect changes in platform technology, legal requirements, or operational practices. Updated versions will be posted on our website with a revised effective date. Continued use of the Platform after updates constitutes acknowledgment of the revised Policy.
• Contact Us: For questions, privacy inquiries, or data requests regarding this Policy, please contact us at privacy@aiolinsu.com.