Privacy Policy

Last Updated: december 9, 2025

This Privacy Policy describes howEpic Broker Solutions (“Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information when you use the EPIC Broker Suite mobile application (“App”).

By installing, accessing, or using the App, you agree to the practices described in this Policy.

1. Information We Collect

We collect the following categories of data:

1.1 Personal Information Provided by Users

  • Name

  • Email address

  • Phone number

  • Login credentials

  • Professional information (e.g., agency, license number)

  • Notes, files, or information you choose to store in the CRM

  • Call recordings (if enabled)

  • Messages sent through the App (team chat, group chats)

1.2 Client Information Entered by Users

Insurance agents may store personal and sensitive information about clients, which may include:

  • Contact information

  • Demographic details

  • Health-related information (HIPAA-regulated)

  • Insurance policy details

  • Lead and sales notes

Agents are responsible for obtaining proper consent before entering client data.

1.3 Automatically Collected Data

  • Device type, model, operating system

  • IP address

  • Mobile carrier

  • Log files & crash data

  • App usage statistics

  • Cookies or similar tracking technologies

1.4 Third-Party Integration Data

When you connect third-party services (e.g., social media accounts, email/SMS gateways), we may receive:

  • Profile information

  • Authentication tokens

  • Marketing metrics

We only access data necessary to operate the requested features.

2. How We Collect Information

We collect information through:

  • Data entered directly by the user

  • Automated technologies (cookies, logs, analytics)

  • Third-party service integrations authorized by the user

  • Customer support communications

  • Call recording functionality (only when user activates it)

3. Purpose of Data Collection

We use collected information to:

3.1 App Functionality

  • Provide CRM tools

  • Store client and policy data

  • Manage leads & sales pipelines

  • Enable call recording and storage

  • Power team chat and organization messaging

  • Send emails, notifications, and SMS messages

  • Connect social media accounts

3.2 App Improvements

  • Monitor performance

  • Diagnose technical issues

  • Analyze usage patterns

  • Develop new features

3.3 Compliance & Security

  • Maintain HIPAA & AP2/TCPA compliance

  • Authenticate user accounts

  • Prevent fraud

  • Enforce terms of service

3.4 Customer Support

  • Assist with troubleshooting

  • Respond to feedback

4. Sharing and Disclosure of Information

We do not sell or rent user or client data.
We may share information only with:

4.1 Authorized Third-Party Service Providers

Such as:

  • Cloud hosting providers

  • SMS/email delivery partners

  • Encrypted call-storage vendors

  • Authentication and security tools

  • Analytics tools

  • Payment processors (if applicable)

4.2 Organizational Administrators

If your account is part of an agency or team, certain information may be visible to your organization’s administrators.

4.3 Legal Requirements

We may disclose information if required to:

  • Comply with laws or regulations

  • Respond to lawful requests (court orders, subpoenas)

  • Protect rights, safety, or prevent fraud

4.4 Data Controlled by Agents

Agents may export or share client data with carriers, CRM systems, or communication tools — this is at the agent’s discretion.

5. Data Storage and Security

We use industry-standard security measures, including:

  • HIPAA-compliant encryption (in transit & at rest)

  • Secure, encrypted cloud servers

  • Role-based access restrictions

  • Activity logging

  • Regular security testing

Despite safeguards, no method of transmission is 100% secure.

6. User Rights

Depending on your region (GDPR, CCPA), you may have the right to:

6.1 Access Your Data

Request a copy of your personal information.

6.2 Update or Correct Data

Edit your account information at any time.

6.3 Delete or Remove Data

Request deletion of your account or stored personal data.

6.4 Opt Out of Communications

Unsubscribe from marketing or notification messages.

6.5 Withdraw Consent

Disable features such as call recording or integrations.

Requests may be submitted via: [Insert Contact Email].

7. Children’s Privacy (COPPA Compliance)

This App is not intended for children under 13 and should not be used by minors.
We do not knowingly collect data from children.
If we learn that data from a child under 13 has been collected, we will delete it immediately.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own.
We implement appropriate safeguards such as:

  • Standard Contractual Clauses (for GDPR)

  • Data processing agreements

  • Encryption of all transmitted data

By using the App, you consent to this transfer.

9. Changes to This Privacy Policy

We may update this Policy from time to time.
When changes are made, we will:

  • Post the updated policy in the App

  • Update the “Last Updated” date at the top

  • Notify users of significant changes (email or in-app notice)

Continued use of the App after changes constitutes acceptance of the revised Policy.

10. Contact Information

For questions or concerns about this Privacy Policy or your data rights, contact us at:

ePIC BROKER SOLUTIONS
sUPPORT@GOEPICBROKERS.COM