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Privacy Policy

Effective Date: April 9, 2025

Circle ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our insurance brokerage automation software (the "Service"). Please read this policy carefully to understand our practices regarding your information and how we will treat it.

1. Information We Collect

We may collect the following types of information:

a. Personal Information:

Information that identifies you as an individual, including:

  • Name
  • Email address
  • Phone number
  • Business information (e.g., company name, job title)

b. Non-Personal Information:

Information that does not directly identify you, including:

  • Usage data (e.g., pages visited, features used)
  • Device information (e.g., browser type, operating system)
  • Aggregated analytics

c. Sensitive Data:

If necessary for providing the Service, we may collect sensitive information, such as:

  • Insurance policy details
  • Claims information
  • Financial data relevant to insurance needs

d. AI-Collected Information:

When you choose to use our AI-powered voice assistant feature, you may voluntarily provide additional sensitive information including:

  • Social Security Number (SSN)
  • Date of birth
  • Health-related information

Use of this feature is optional, and by choosing to interact with the voice assistant, you acknowledge that this information will be shared with and processed by third-party AI services as described in Section 3d.

e. Automated Data Processing:

Our Service uses AI to analyze and process information you provide for the purpose of:

  • Generating completed PDF forms and insurance documents
  • Validating input data for accuracy and completeness
  • Structuring unstructured data for insurance processing

2. How We Use Your Information

We use the information we collect to:

  • Provide and improve our Service
  • Facilitate insurance brokerage transactions
  • Personalize user experiences
  • Communicate with you about updates, promotions, and support
  • Ensure compliance with legal and regulatory requirements
  • Automate document generation through AI analysis

3. Sharing of Information

We may share your information with:

a. Service Providers:

Third-party vendors who assist us in delivering the Service, such as:

  • Cloud hosting providers
  • Analytics services
  • Customer support platforms

b. Insurance Partners:

When necessary, we may share relevant information with insurers, underwriters, and other insurance-related entities to facilitate brokerage activities.

c. Legal and Regulatory Compliance:

We may disclose your information if required to comply with legal obligations, enforce our terms, or protect our rights and safety.

d. AI Service Providers:

Our voice assistant feature is powered by ChatGPT 4o through Microsoft Azure. When you use this feature:

  • Your voice interactions and provided information are processed by these third-party AI services
  • Data transmitted to AI services is subject to their respective privacy policies
  • Information processed through this feature is stored in United States-based infrastructure

By choosing to use the voice assistant, you consent to this data sharing with our AI service providers.

e. Automated Processing Providers:

Our document generation features utilize third-party AI services to process and structure your input data. This processing includes:

  • Analysis of free-form text inputs
  • Extraction of relevant data points for form completion
  • Validation of information against insurance requirements

This automated processing is an essential component of our Service and cannot be disabled.

4. Data Security

We implement appropriate technical and organizational measures to safeguard your information, including:

  • Encryption of sensitive data
  • Regular security assessments
  • Access controls and authentication mechanisms

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure.

5. Your Choices and Rights

Depending on your location, you may have the following rights regarding your information:

  • Access and review your data
  • Request corrections to inaccurate data
  • Request deletion of your data
  • Object to or restrict processing
  • Opt-out of marketing communications
  • Opt-out of AI-powered features like the voice assistant

To exercise these rights, please contact us.

6. Data Retention

We retain your information only as long as necessary to fulfill the purposes outlined in this policy or as required by law.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated policy will be posted on our website, and the "Effective Date" will be revised accordingly. We encourage you to review this policy periodically.

8. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us.

Thank you for trusting Circle with your information.