LAST UPDATED: SEPTEMBER 31, 20241. Introduction

Your privacy is important to us. This Privacy Policy (“Policy”) applies to services provided by LYNC LLC (“we”, “us”, “our”, or “LYNC LLC”) and our customer relationship management platform, LYNC CRM, including our website (lynccrm.com, accessible from https://lynccrm.com/), product pages, mobile or web applications, optional phone AI integration, and other digital products that link to or reference this Policy (collectively, the “Services”).This Policy explains what information we collect from the individual accessing or using the Services, or the company, or other legal entity on behalf of which such individual is accessing or using the Services, as applicable (a “user”, “you”, or “your”), including information that may be used to personally identify you (“Personal Information”) and how we use it. This Policy applies to any visitor to or user of our Services, including insurance agencies, their employees, and their clients whose information may be processed through our platform.

1.1. About LYNC CRM

LYNC CRM is a comprehensive customer relationship management platform designed specifically for insurance agencies. Developed by LYNC LLC, our CRM is a white-label version of GoHighLevel, tailored to meet the unique needs of insurance professionals. We offer a suite of tools to streamline agency operations, enhance client relationships, and boost productivity.

1.2. Purpose and Scope of this Policy

This Policy is designed to inform you about how we collect, use, share, and protect your Personal Information. We are committed to safeguarding the privacy of our users and ensuring transparency in our data practices. The scope of this Policy covers:

All data processed through the LYNC CRM platform

Information collected through our website, customer support channels, and other interactions with LYNC LLC

Data collected and processed by our optional phone AI integration

This Policy aims to:

Clearly explain what types of information we collect and why

Describe how we use and protect your data

Outline your rights regarding your Personal Information

Ensure compliance with applicable data protection laws and insurance industry regulations

By using our Services, you acknowledge that you have read and understood this Policy. We encourage you to review this Policy regularly, as it may be updated to reflect changes in our practices or legal requirements. It’s important to note that as a CRM provider, we primarily act as a data processor for the insurance agencies using our platform. This means that while we have control over how we handle and secure the data, the insurance agencies (our clients) are the data controllers and are responsible for ensuring they have the necessary rights to collect and process their customers’ data through our platform.

2. Information We Collect and Process

LYNC CRM collects and processes various types of information to provide and improve our Services. This section outlines the categories of data we collect and how we obtain this information.

2.1. Personal Information

We collect Personal Information that you provide directly to us or that we receive from your use of our Services. This may include:

Contact Information: Name, email address, phone number, postal address, and other identifiers you choose to provide.

Account Information: Username, password, account preferences, and other information related to your account with us. Business Information: Company name, job title, business type, and other details about your organization.

Financial Information: Payment details, billing address, and other information necessary for processing payments (note: we do not store full credit card numbers).

Client Information: Information about your clients that you input into the CRM, which may include their contact details, policy information, and interaction history.

2.2. Usage Data

We automatically collect certain information about how you interact with our Services:

Device Information: Type of device, operating system, browser type, IP address, and other technical identifiers.

Log Data: Access times, pages viewed, features used, clicks, and other actions taken within our Services.

Performance Data: Crash reports, system activity, and other diagnostic data.

Location Information: General location inferred from IP address (we do not collect precise GPS location unless explicitly authorized).

2.3. Optional Phone AI Data

If you choose to use our optional phone AI integration, we may collect additional data such as:

Call Recordings: Audio recordings of phone calls (where permitted by law and with appropriate consent).

Call Metadata: Call duration, time stamps, caller ID information, and other call-related data.

Transcriptions: Text transcriptions of phone conversations generated by our AI system.

AI Analysis Data: Data generated from AI analysis of calls, such as sentiment analysis, keyword detection, and conversation summaries.

2.4. Information from Third Parties

We may receive information about you from other sources, including:

Integration Partners: If you choose to integrate LYNC CRM with third-party services, we may receive information from those services.

Public Sources: Publicly available information such as business registries or professional networks.

Marketing Partners: Information from marketing partners or data providers, in compliance with applicable laws.

2.5. How We Collect Information

We collect information through various methods:

Direct Collection: Information you provide when you create an account, use our Services, or communicate with us.

Automated Collection: Through cookies, web beacons, and other tracking technologies (see our Cookie Policy for more details).

Third-Party Sources: As described in section 2.4, we may receive information from other sources.

2.6. Legal Basis for Processing

For users in regions where it’s applicable (such as the European Economic Area), we process Personal Information based on one or more of the following legal grounds:

Performance of a contract when we provide you with our Services.

Your consent, which you can withdraw at any time.

Compliance with our legal obligations.

Our legitimate interests, which do not override your fundamental rights and freedoms.

3. How We Use Your Information

LYNC CRM uses the information we collect for various purposes to provide, maintain, and improve our Services. This section outlines how we use your information:

3.1. Core CRM Functionalities

Providing Services: To operate and maintain the LYNC CRM platform, including processing your data, managing your account, and facilitating your use of our features.

Customer Management: To help you manage your client relationships, including storing and organizing client information, tracking interactions, and managing policies.

Communication: To enable communication between you and your clients through our platform, including email, SMS, and phone integration features.

3.2. Service Improvement and Personalization

Enhancing User Experience: To analyze usage patterns and improve our Services, making them more intuitive and efficient for insurance agencies.

Personalization: To tailor our Services to your preferences and needs, including customizing dashboards, reports, and features.

Product Development: To develop new products, features, or services based on user behavior and feedback.

3.3. Communication and Support

Customer Support: To provide technical support, respond to your inquiries, and resolve issues you may encounter while using our Services.

Updates and Notifications: To send you important information about our Services, including updates, security alerts, and system messages.

Marketing Communications: To send you marketing communications about our products and services, subject to your communication preferences and applicable laws.

3.4. Analytics and Research

Usage Analysis: To understand how our Services are used, including analyzing trends, conducting research, and compiling statistical information.

Performance Monitoring: To monitor and analyze the performance of our Services, identify and fix technical issues, and improve system reliability.

AI and Machine Learning: To train and improve our optional phone AI system, enhancing its ability to provide accurate transcriptions and useful insights.

3.5. Legal Compliance and Rights Protection

Legal Obligations: To comply with applicable laws, regulations, and legal processes.

Fraud Prevention: To detect, investigate, and prevent fraudulent transactions and other illegal activities.

Rights Protection: To protect our rights, privacy, safety, or property, and that of our users or others.

3.6. Business Operations

Financial Processing: To process payments, billing, and other financial transactions related to your use of our Services.

Business Planning: To support our business operations, including data analysis, audits, and strategic planning.

3.7. Aggregated and De-identified Data

We may use aggregated or de-identified data, which cannot reasonably be used to identify you, for various purposes, including:

Improving our Services and developing new features

Conducting market research and analysis

Sharing insights about the insurance industry (in a non-identifiable format)

3.8. With Your Consent

We may use your information for other purposes with your explicit consent, which you can withdraw at any time.

3.9. Limitations on Use

We will only use your Personal Information for the purposes outlined in this Policy or for purposes that are reasonably compatible with the original purpose of collection. If we need to use your Personal Information for an unrelated purpose, we will notify you and explain the legal basis for this new use.

It’s important to note that as a data processor for insurance agencies using our CRM, we primarily process data according to their instructions and for the purposes they define. Insurance agencies using our Services should ensure they have the necessary rights and consents to process their clients’ data through our platform.

4. Data Sharing and Disclosure

LYNC CRM is committed to protecting your privacy and maintaining the confidentiality of your information. However, there are certain circumstances where we may share or disclose your information. This section outlines these situations:

4.1. Service Providers and Partners

We may share your information with third-party service providers and partners who help us deliver and improve our Services. These entities are contractually bound to use the information only for the purposes of providing services to us and are required to maintain the confidentiality and security of the data. Examples include:

Cloud hosting and data storage providers

Payment processors

Customer support software providers

Analytics and performance monitoring services

Email and communication service providers

4.2. Integration Partners

If you choose to integrate LYNC CRM with third-party services or applications, we may share necessary information with these partners to facilitate the integration. The use of your information by these third parties is governed by their respective privacy policies.

4.3. Legal Requirements and Rights Protection

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency). We may also disclose your information to:

Enforce our terms of service and other agreements

Protect and defend our rights or property

Prevent or investigate possible wrongdoing in connection with our Services

Protect the personal safety of users of our Services or the public

4.4. Business Transfers

If LYNC LLC or its assets are acquired by or merged with another company, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your Personal Information, as well as any choices you may have regarding your information.

4.5. With Your Consent

We may share your information with third parties when we have your explicit consent to do so.

4.6. Aggregated and De-identified Data

We may share aggregated or de-identified information, which cannot reasonably be used to identify you, with third parties for industry analysis, demographic profiling, research, and other purposes.

4.7. Within Your Organization

If you are using LYNC CRM as part of an organization (e.g., an insurance agency), your account administrators may have access to your information and may be able to modify your account settings.

4.8. Limitations on Sharing

We do not sell, rent, or lease your Personal Information to third parties. When we share information with third parties, we do so for the purposes outlined in this Policy and with appropriate safeguards in place.

4.9. International Data Transfers

Your information may be transferred to and processed in countries other than the country in which you reside. These countries may have data protection laws that are different from the laws of your country. We have taken appropriate safeguards to ensure that your Personal Information remains protected in accordance with this Policy and applicable data protection laws.

4.10. Data Processor Role

As a data processor for insurance agencies using our CRM, we process data according to their instructions and for the purposes they define. We may share or disclose information as directed by these data controllers, in accordance with their own privacy policies and data sharing practices.

4.11. Notification of Disclosure

Unless prohibited by law or a court order, we will make reasonable efforts to notify you before we disclose your Personal Information in response to legal processes or when disclosure is required to address national security or law enforcement requirements.

5. Data Security and Retention

At LYNC CRM, we prioritize the security of your information and implement robust measures to protect it. We also have policies in place regarding how long we retain your data.

5.1. Data Security

5.1.1. Security Measures

We employ industry-standard technical and organizational security measures to protect your information from unauthorized access, disclosure, alteration, and destruction. These measures include:

Encryption: We use strong encryption protocols (such as SSL/TLS) to protect data in transit and at rest.

Access Controls: We implement strict access controls and authentication procedures to ensure that only authorized personnel can access your data.

Firewalls and Intrusion Detection: Our systems are protected by advanced firewalls and intrusion detection systems to prevent unauthorized access.

Regular Security Audits: We conduct regular security audits and vulnerability assessments to identify and address potential security risks.

Employee Training: Our employees undergo regular security awareness training to ensure they understand and follow best practices for data protection.

5.1.2. Third-Party Service Providers

We carefully select our third-party service providers and require them to use appropriate security measures to protect your information. We regularly review their security practices to ensure they meet our standards.

5.1.3. Data Breach Notification

In the event of a data breach that affects your Personal Information, we will notify you and the relevant authorities as required by applicable laws.

5.2. Data Retention

5.2.1. Retention Periods

We retain your Personal Information for as long as necessary to provide you with our Services and for legitimate and essential business purposes, such as:

Maintaining the performance of our Services

Making data-driven business decisions about new features and offerings

Complying with our legal obligations

Resolving disputes

The retention periods for different types of data may vary depending on the nature of the information and the purposes for which it is processed.

5.2.2. Account Information

Active Accounts: We retain your account information for as long as your account is active.

Inactive Accounts: If your account becomes inactive, we may retain your information for a reasonable period in case you decide to reactivate your account.

Account Deletion: Upon your request to delete your account, we will delete or anonymize your Personal Information within a reasonable timeframe, unless we are required to retain it for legal reasons.

5.2.3. Client Data

As a data processor for insurance agencies, we retain client data in accordance with the instructions of our clients (the data controllers) and applicable laws. Insurance agencies using our Services should have their own data retention policies in place.

5.2.4. Usage Data

We may retain de-identified or aggregated data derived from usage of our Services for a longer period for analytical purposes and to improve our Services.

5.2.5. Legal and Compliance

We may retain certain information for longer periods if required by law, regulatory requirements, or for the establishment, exercise, or defense of legal claims.

5.3. Data Deletion and Anonymization

5.3.1. Deletion Process

When data is no longer necessary, we have processes in place to securely delete or anonymize it. Our deletion processes are designed to ensure that data cannot be recovered or read after the deletion process.

5.3.2. Anonymization

In some cases, instead of deleting data, we may anonymize it by removing all identifying information. This allows us to retain useful aggregate data for analytics without keeping your Personal Information.

5.4. Your Role in Data Security

While we implement strong security measures, the security of your information also depends on you. We urge you to:

Keep your account credentials confidential and not share them with others.

Use strong, unique passwords for your LYNC CRM account.

Log out of your account when using shared computers.

Notify us immediately if you suspect any unauthorized access to your account.

5.5. Continuous Improvement

We continuously monitor and update our security practices to address new and evolving threats. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Your Rights and Choices

At LYNC CRM, we believe in empowering our users with control over their personal information. This section outlines the rights and choices available to you regarding the collection, use, and sharing of your information.

6.1. Access and Control of Your Data

6.1.1. Account Information

You can review, update, or delete certain account information directly within your LYNC CRM account settings. If you need assistance with accessing, correcting, or deleting information that is not available through your account settings, please contact us using the information provided in the “Contact Us” section.

6.1.2. Data Subject Rights

Depending on your location and applicable laws, you may have the following rights regarding your Personal Information:

Right to Access: You can request a copy of the Personal Information we hold about you.

Right to Rectification: You can request that we correct any inaccurate or incomplete information we have about you.

Right to Erasure: In certain circumstances, you can request that we delete your Personal Information.

Right to Restrict Processing: You can ask us to restrict the processing of your Personal Information in certain circumstances.

Right to Data Portability: You can request a copy of your Personal Information in a structured, commonly used, and machine-readable format.

Right to Object: You can object to our processing of your Personal Information in certain circumstances.

Right to Withdraw Consent: Where we rely on your consent to process your Personal Information, you have the right to withdraw that consent at any time.

To exercise these rights, please contact us using the information provided in the “Contact Us” section. We will respond to your request within the timeframe required by applicable law.

6.2. Communication Preferences

6.2.1. Marketing Communications

You can opt out of receiving marketing communications from us by following the unsubscribe instructions included in our marketing emails or by contacting us directly. Please note that even if you opt out of marketing communications, we may still send you important administrative messages relating to your account or our Services.

6.2.2. Service-Related Communications

Certain service-related communications are necessary for the proper functioning and use of our Services. You cannot opt out of these communications while you are actively using our Services.

6.3. Account Closure

You may choose to close your LYNC CRM account at any time. Upon account closure:

We will cease processing your Personal Information for the provision of our Services.

We will retain certain information as required by law or for legitimate business purposes, such as to resolve disputes, enforce our agreements, or comply with legal obligations.

Information you have shared with others (e.g., through collaborative features of our Services) may remain visible even after your account is closed.

6.4. Do Not Track

Some browsers offer a “Do Not Track” feature that signals to websites that you do not want to have your online activities tracked. Our Services do not currently respond to “Do Not Track” signals. However, you can usually choose to turn off online behavioral advertising yourself through the preference settings of most internet browsers.

6.5. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA). Please refer to our “State-Specific Privacy Rights” section for more information.

6.6. Data Controllers and Processors

For users who are part of an organization (e.g., employees of an insurance agency) using LYNC CRM, please note that your organization may be the data controller of your information. In such cases, you should direct your requests to exercise your rights to your organization.

6.7. Limitations

We may not always be able to fully address your request, for example, if it would impact the duty of confidentiality we owe to others, or if we are legally entitled to deal with the request in a different way. Additionally, we may not be able to delete some information if required by law to be retained.

6.8. No Discrimination

We will not discriminate against you for exercising any of your rights over your Personal Information. Unless permitted by law, we will not:

Deny you goods or services.

Charge you different prices or rates for goods or services.

Provide you a different level or quality of goods or services.

Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

7. State-Specific Privacy Rights

LYNC CRM is committed to complying with all applicable state privacy laws. This section provides detailed information about the specific rights granted to residents of certain states. If you are a resident of one of these states, you may have additional rights regarding your personal information.

7.1. California Privacy Rights

This section is addressed to California residents only and provides more information about your rights under the California Consumer Privacy Act or “CCPA” (California Civil Code Section 1798.100 et seq.), as amended by the California Privacy Rights Act (CPRA).Subject to certain exceptions, the CCPA grants California residents the following rights:

Right to Know: You can request information about the personal information we’ve collected about you in the past 12 months, including categories of information, sources, purposes of collection, and categories of third parties with whom we’ve shared the information.

Right to Access: You can request a copy of the specific pieces of personal information we’ve collected about you.

Right to Delete: You can request deletion of your personal information, subject to certain exceptions.

Right to Correct: You can request correction of inaccurate personal information.

Right to Opt-Out: You can opt-out of the sale or sharing of your personal information for cross-context behavioral advertising.

Right to Limit Use and Disclosure of Sensitive Personal Information: You can direct us to limit the use of your sensitive personal information to specified purposes.

To exercise these rights, please contact us using the information provided in the “Contact Us” section. We will respond to your verifiable request within 45 days of receipt. If we require more time, we will inform you of the reason and extension period in writing.

LYNC CRM does not sell your Personal Information. If you wish to exercise your right to opt-out of LYNC CRM using your Personal Information for cross-contextual targeted advertising purposes, you may do so by using the details in the “Contact Us” section or the appropriate withdrawal mechanism provided on our platform.

7.2. Colorado Privacy Rights

This section is addressed to Colorado residents only and provides more information about your rights under the Colorado Privacy Act or “CPA.

”Subject to certain exceptions, the CPA grants Colorado residents the following rights:

Right to Access: You can confirm whether we are processing your personal data and access such data.

Right to Correct: You can request correction of inaccurate personal data.

Right to Delete: You can request deletion of personal data provided by or obtained about you.

Right to Data Portability: You can obtain a copy of your personal data in a portable and readily usable format.

Right to Opt-Out: You can opt-out of the processing of personal data for purposes of targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects.

To exercise these rights, please contact us using the information provided in the “Contact Us” section. We will respond to your authenticated request within 45 days of receipt. If we require more time, we will inform you of the reason and extension period.

If we have not responded to your request or asked for additional time to respond within 45 days after you send us a request, you have the right to appeal our failure to take action. To appeal, please contact us using the details in the “Contact Us” section.

7.3. Connecticut Privacy Rights

This section is addressed to Connecticut residents only and provides more information about your rights under the Connecticut Data Privacy Act or “CTDPA.”

The CTDPA grants Connecticut residents similar rights to those provided under the Colorado Privacy Act. You can exercise these rights by using the details in the “Contact Us” section.If we inform you that we decline to take action regarding your request, you have the right to appeal our decision. To appeal, please contact us using the details in the “Contact Us” section.

7.4. Utah Privacy Rights

This section is addressed to Utah residents only and provides more information about your rights under the Utah Consumer Privacy Act or “UCPA.”

The UCPA grants Utah residents the following rights:

Right to Access: You can request confirmation of whether we are processing your personal data and obtain access to such data.

Right to Delete: You can request deletion of your personal data that you provided to us.

Right to Data Portability: You can obtain a copy of your personal data in a portable and readily usable format.

Right to Opt-Out of Sale: You can opt-out of the sale of your personal data.

You can exercise these rights by using the details in the “Contact Us” section.

7.5. Virginia Privacy Rights

This section is addressed to Virginia residents only and provides more information about your rights under Virginia’s Consumer Data Protection Act or “VCDPA.”

Subject to certain exceptions, the VCDPA grants Virginia residents the following rights:

Right to Access: You can confirm whether we are processing your personal data and access such data.

Right to Correct: You can request correction of inaccurate personal data.

Right to Delete: You can request deletion of personal data provided by or obtained about you.

Right to Data Portability: You can obtain a copy of your personal data in a portable and readily usable format.

Right to Opt-Out: You can opt-out of the processing of personal data for purposes of targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects.

You can exercise these rights by using the details in the “Contact Us” section. If we inform you that we decline to take action regarding your request, you have the right to appeal our decision. To appeal, please contact us using the details in the “Contact Us” section.

7.6. Verification Process

To protect your privacy and security, we may need to verify your identity before processing your request. We will use information you provide to verify your identity and may request additional information if necessary.

7.7. Authorized Agents

In some states, you may designate an authorized agent to make requests on your behalf. We will require verification of the agent’s authority to act on your behalf before processing any requests.

7.8. Non-Discrimination

We will not discriminate against you for exercising any of your privacy rights. This means we will not deny you goods or services, charge different prices, or provide a different level of quality for services based on your exercise of these rights.

8. International Data Transfers

LYNC CRM operates globally, which means that your personal information may be transferred to and processed in countries other than the one in which you reside. This section outlines our approach to international data transfers and the safeguards we implement to protect your data.

8.1. Cross-Border Data Transfers

We may transfer personal information to countries outside of your country of residence, including to the United States, where our primary data centers are located. These countries may have data protection laws that are different from those in your country.

8.2. Legal Basis for Transfers

When we transfer personal information across borders, we rely on one or more of the following legal mechanisms:

Adequacy Decisions: Where applicable, we transfer data to countries that the European Commission has deemed to provide an adequate level of data protection.

Standard Contractual Clauses (SCCs): For transfers to countries without an adequacy decision, we implement the European Commission’s Standard Contractual Clauses, which provide appropriate safeguards for the protection of personal data.

Binding Corporate Rules (BCRs): In some cases, we may rely on approved Binding Corporate Rules for intra-group transfers of personal data.

Consent: Where appropriate and permitted by law, we may rely on your explicit consent for certain data transfers.

8.3. Safeguards

Regardless of the country to which your data is transferred, we maintain appropriate technical and organizational measures to protect your personal information, including:

Encryption of data in transit and at rest

Access controls and authentication procedures

Regular security assessments and audits

8.4. EU-U.S. and Swiss-U.S. Data Transfers

For transfers of personal data from the European Economic Area (EEA), Switzerland, or the UK to the United States, we comply with the applicable data protection laws and implement additional safeguards as required.

8.5. Data Transfer Impact Assessments

We conduct data transfer impact assessments to evaluate the risks associated with cross-border data transfers and implement additional measures where necessary to ensure an adequate level of protection for your personal information.

8.6. Third-Party Transfers

When we engage third-party service providers or partners who may process your personal information outside your country of residence, we require them to adhere to our data protection standards through appropriate contractual measures.

8.7. Your Rights Regarding International Transfers

You have the right to request information about the specific safeguards we use for the transfer of your personal information. To exercise this right, please contact us using the information provided in the “Contact Us” section of this Policy.

8.8. Updates to Transfer Mechanisms

We continually monitor changes in international data transfer regulations and may update our transfer mechanisms as necessary to comply with evolving legal requirements. We will notify you of any significant changes to our data transfer practices.

8.9. Limitations on Transfers

In some cases, we may be unable to transfer your personal information to certain countries due to legal restrictions. In such instances, we will inform you and seek alternative solutions to provide our services while protecting your data rights.

By using our Services, you acknowledge and consent to the transfer of your personal information as described in this section.

9. Cookies and Tracking Technologies

LYNC CRM uses cookies and similar tracking technologies to enhance your experience with our Services. This section explains how we use these technologies and the choices you have regarding their use.

9.1. What Are Cookies?

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work more efficiently and provide information to website owners.

9.2. Types of Cookies We Use

We use the following types of cookies:

Essential Cookies: These are necessary for the operation of our Services. They enable basic functions like page navigation, access to secure areas, and maintaining user sessions.

Analytical/Performance Cookies: These help us understand how visitors interact with our Services by collecting and reporting information anonymously. We use this data to improve our Services.

Functionality Cookies: These allow our Services to remember choices you make (such as your username, language, or region) and provide enhanced, more personal features.

Targeting/Advertising Cookies: These are used to deliver advertisements more relevant to you and your interests. They are also used to limit the number of times you see an advertisement and help measure the effectiveness of advertising campaigns.

9.3. Other Tracking Technologies

In addition to cookies, we may use other tracking technologies, including:

Web Beacons: Small graphic images (also known as “pixel tags” or “clear GIFs”) that may be included on our Services to help deliver cookies, count visits, and understand usage patterns.

Local Storage: We may use local storage technologies (like HTML5) to store content information and preferences.

9.4. How We Use These Technologies

We use cookies and tracking technologies for various purposes, including:

Authenticating users and remembering user preferences

Analyzing site traffic and user behavior

Personalizing content and user experience

Measuring the effectiveness of our marketing campaigns

Improving our Services based on user data

9.5. Third-Party Cookies and Tracking Technologies

Some cookies and tracking technologies on our Services are served by third parties, such as analytics providers and advertising networks. These third parties may use this technology to collect information about your online activities over time and across different websites.

9.6. Your Choices Regarding Cookies

Most web browsers allow you to control cookies through their settings preferences. However, if you limit the ability of websites to set cookies, you may impact your overall user experience. Some browsers offer a “Do Not Track” feature that signals to websites that you do not want to have your online activities tracked. Our system does not currently respond to these signals.

9.7. Cookie Management

You can manage your cookie preferences in the following ways:

Browser Settings: You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.

Opt-Out Links: For third-party cookies used for advertising, you can often opt out through the provider’s own tools or industry-wide opt-out mechanisms.

Our Cookie Management Tool: [If applicable] We provide a cookie management tool on our website that allows you to customize your cookie preferences.

9.8. Updates to This Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in our practices or for operational, legal, or regulatory reasons. We encourage you to review this policy periodically.

10. Children’s Privacy

LYNC CRM takes the privacy of children seriously. This section outlines our policy regarding the collection and use of personal information from individuals under the age of 18, with specific provisions for children under 13.

10.1. Age Restrictions

Our Services are not directed to or intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you are under 18, please do not use our Services or provide any personal information to us.

10.2. Collection of Children’s Information

We do not knowingly collect, use, or disclose personal information from children under the age of 13 without parental consent. If we learn that we have inadvertently collected personal information from a child under 13, we will promptly delete that information from our records.

10.3. Parental Consent

In the event that we need to collect personal information from a child under 13 for a specific purpose (such as to provide customer support), we will first seek parental consent. We will provide parents with:

Notice of the specific types of personal information we wish to collect from their child

The purpose for collecting and using the information

The opportunity to review and control the collection, use, and disclosure of such information

10.4. Verifiable Parental Consent

When parental consent is required, we will use reasonable efforts to verify that the person providing consent is indeed the child’s parent or legal guardian. This may include:

Requiring a signed consent form to be returned via postal mail or electronic scan

Accepting and verifying a credit card payment

Speaking to a trained operator via telephone

Other methods as permitted by law

10.5. Limited Use and Disclosure

If we do collect personal information from children under 13 with parental consent, we will only use or disclose this information as permitted by law, including compliance with the Children’s Online Privacy Protection Act (COPPA).

10.6. Parental Rights

Parents or guardians of children under 13 have the right to:

Review the personal information collected from their child

Request deletion of their child’s personal information

Refuse further collection or use of their child’s personal information

To exercise these rights, please contact us using the information provided in the “Contact Us” section of this Policy.

10.7. Third-Party Services

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage parents to review the privacy policies of any third-party services their children may use.

10.8. Notification of Changes

If we make material changes to how we collect, use, or disclose children’s personal information, we will notify parents and obtain new parental consent where required by COPPA.

10.9. Compliance with State Laws

In addition to COPPA, we comply with state laws that may provide additional protections for children’s privacy, such as the California Consumer Privacy Act’s provisions regarding minors.

If you believe we might have collected information from or about a child under 13 without parental consent, please contact us immediately using the information provided in the “Contact Us” section of this Policy. We will investigate and delete any such information promptly.

11. Insurance Industry Compliance

LYNC CRM, as a white-label version of HighLevel tailored for insurance agencies, is designed to help our clients maintain compliance with industry-specific data protection and privacy regulations. This section outlines our approach to supporting insurance industry compliance.

11.1. Regulatory Framework

We understand that insurance companies are subject to various federal and state regulations regarding data privacy and security. Our platform is intended to help you comply with key regulations, including:

The Gramm-Leach-Bliley Act (GLBA)The Health Insurance Portability and Accountability Act (HIPAA)State-specific insurance data protection laws

The National Association of Insurance Commissioners (NAIC) Insurance Data Security Model Law

11.2. Data Security Measures

While we strive to implement robust security measures, the specific security features are provided by HighLevel.

We recommend reviewing HighLevel’s security practices and documentation to understand the full scope of security measures in place.

11.3. Data Minimization and Purpose Limitation

Our platform, based on HighLevel’s technology, is designed to support principles of data minimization and purpose limitation. We encourage users to:

Collect only necessary information for insurance operations

Clearly define and document the purpose of data collection

Regularly review and manage stored data

11.4. Consent Management

LYNC CRM includes features inherited from HighLevel to help you manage policyholder consent. We recommend familiarizing yourself with these features to ensure compliance with applicable regulations.

11.5. Data Subject Rights

Our platform supports the fulfillment of data subject rights as required by various insurance regulations, to the extent provided by HighLevel’s underlying technology.

11.6. Third-Party Risk Management

For information about third-party risk management, including the use of sub-processors, please refer to HighLevel’s privacy policy and documentation.

11.7. Breach Notification Support

In the event of a data breach, our platform includes features inherited from HighLevel to support timely notification. We recommend reviewing HighLevel’s specific capabilities in this area.

11.8. Compliance Reporting

LYNC CRM offers reporting tools to help you demonstrate compliance with insurance industry regulations, based on the capabilities provided by HighLevel.

11.9. Phone AI Integration

Our optional phone AI integration, hosted by Thoughtly, is subject to Thoughtly’s privacy policy and data practices. We recommend reviewing Thoughtly’s documentation for specific information about data handling and compliance related to the AI phone system.

11.10. Continuous Improvement

We are committed to staying informed about evolving regulatory requirements in the insurance industry and will work with HighLevel to incorporate relevant updates into our platform.

By using LYNC CRM, you gain a partner committed to supporting your insurance industry compliance efforts. However, please note that while we provide tools and features to support compliance, it is ultimately your responsibility to ensure that your use of our platform and your overall data practices comply with all applicable laws and regulations.

12. Changes to This Privacy Policy

At LYNC CRM, we are committed to continuously improving our services and adapting to new technologies and regulations. As a result, this Privacy Policy may be updated from time to time. This section outlines how we manage changes to our Privacy Policy and how we will inform you about these changes.

12.1. Policy Updates

We reserve the right to modify this Privacy Policy at any time. Changes may be made for various reasons, including:

To reflect changes in our practices or services

To comply with new legal or regulatory requirements

To address feedback from users or regulatory authorities

To improve clarity or readability of the policy

12.2. Notification of Changes

When we make significant changes to this Privacy Policy, we will take the following steps to inform you:

We will post a notice on our website and within the LYNC CRM platform

We will update the “Last Updated” date at the top of this Privacy Policy

For material changes, we may send a direct notification to the email address associated with your account

12.3. Review of Changes

We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information. Your continued use of LYNC CRM after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

12.4. Material Changes

For any changes we deem as material, we will provide a more prominent notice and, where required by applicable law, seek your consent before implementing the change.

12.5. Prior Versions

We will maintain prior versions of this Privacy Policy in an archive for your review upon request. To access a previous version, please contact us using the information provided in the “Contact Us” section.

12.6. Questions About Changes

If you have any questions or concerns about changes made to this Privacy Policy, please don’t hesitate to contact us using the information provided in the “Contact Us” section. We’re here to help clarify any updates and address your privacy concerns.

12.7. Your Rights and Choices

Please note that your rights and choices regarding your personal information, as outlined in previous sections of this Privacy Policy, remain in effect regardless of any changes to this policy. However, new rights or options may be introduced with policy updates, so we encourage you to review the policy regularly.

By continuing to use LYNC CRM after changes to this Privacy Policy, you acknowledge that you have read and understood the updated terms. If you disagree with any changes and no longer wish to use our services, you may close your account by contacting our support team.

13. Contact Us

We value your privacy and are committed to addressing any questions, concerns, or requests you may have regarding this Privacy Policy or our data practices. If you need to contact us for any privacy-related matter, please use the following information:

13.1. General Inquiries

For general privacy inquiries or to exercise your rights as outlined in this Privacy Policy:

Email: [email protected]

Postal Address:

LYNC, LLC

400  Travis Steet, #930 BLDG

Shreveport, LA 71101

13.2. Response Time

We strive to respond to all privacy-related inquiries within 45 days. If we require more time, we will notify you and provide an explanation for the delay.

13.3. Verification Process

To protect your privacy and security, we may need to verify your identity before processing your request. We may ask for additional information depending on the nature of your request and your prior interactions with us.

13.4. Authorized Agents

If you are an authorized agent submitting a request on behalf of a LYNC CRM user, please include proof of your authorization along with your request.

13.5. Updates to Contact Information

We may update our contact information from time to time. Please refer to the most recent version of this Privacy Policy for the latest contact details. We appreciate your trust in LYNC CRM and are committed to protecting your privacy. Don’t hesitate to reach out if you have any questions or concerns about our privacy practices.

14. Glossary of Terms

To help you better understand our Privacy Policy, we’ve provided definitions for key terms used throughout the document:

Personal Information

Any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household.

Data Controller

The entity that determines the purposes and means of processing personal information. In most cases, this refers to the insurance agencies using LYNC CRM.

Data Processor

The entity that processes personal information on behalf of the Data Controller. LYNC CRM acts as a Data Processor for our clients.

Cookies

Small text files placed on your device to store data that can be recalled by a web server in the domain that placed the cookie.

IP Address

A unique address that identifies a device on the Internet or a local network.

Encryption

The process of converting information or data into a code to prevent unauthorized access.

Opt-Out

The action of choosing not to participate in something, particularly related to data collection or use for specific purposes.

Data Subject Rights

The specific rights individuals have regarding the collection and use of their personal information, as defined by various privacy laws.

Sensitive Personal Information

A category of personal information that is especially sensitive and is subject to additional protections. This may include information such as precise geolocation, racial or ethnic origin, religious beliefs, or health information.

Cross-Contextual Behavioral Advertising

The targeting of advertising to a consumer based on the consumer’s personal information obtained from the consumer’s activity across businesses, distinctly-branded websites, applications, or services.

Data Retention

The continued storage of data for compliance or business reasons.

Data Minimization

The practice of limiting the collection of personal information to that which is directly relevant and necessary to accomplish a specified purpose.

Authorized Agent

A person or business entity registered with the Secretary of State that a consumer has authorized to act on their behalf with respect to their privacy rights.

Aggregated Data

Data that is combined from several measurements and is no longer personally identifiable.

De-identified Data

Data that has been processed to remove or modify personal information so that it can no longer be associated with a particular individual.

Phone AI

Refers to the artificial intelligence technology used in our optional phone system integration, provided by Thoughtly.