Privacy Policy

1. Introduction

Refrrd ("we," "our," or "us") operates the Refrrd platform, a referral management system for insurance agencies and their partners. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Information We Collect

We collect information that you provide directly to us, including:

• Account Information: Name, email address, phone number, and role (agency admin, agent, or salesperson) when you create an account.
• Referral Data: Customer names, phone numbers, email addresses, driver's license numbers, and other information submitted through referral forms.
• Agency Information: Agency name, branding assets (logos, colors), partner details, and category configurations.
• Usage Data: Information about how you interact with the platform, including pages visited, features used, and actions taken.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Refrrd platform
• Process and manage referrals between partners and insurance agencies
• Send notifications about new referrals, including SMS and email alerts to agents
• Generate leaderboards, analytics, and performance reports
• Facilitate prize campaigns and reward programs
• Communicate with you about your account, updates, and support

4. SMS Notifications & Phone Number Data

When you provide your phone number during account registration, by accepting a platform invitation, or by adding it to your profile, we collect and store your phone number for the purpose of sending you transactional SMS/MMS notifications related to the Refrrd platform.

What we send: Referral status updates (new referral received, approved, paid out), platform invitation links, referral submission confirmations, and account-related alerts.

How we use your phone number: Your phone number is used solely to deliver platform-related transactional notifications. We do not sell, rent, or share your phone number with third parties for marketing purposes. Your phone number may be shared with our SMS service provider (Twilio) solely for the purpose of delivering messages on our behalf.

Message frequency: Varies based on referral activity. You may receive multiple messages per day during periods of high referral volume.

Message and data rates: Standard message and data rates may apply depending on your mobile carrier and plan.

Opting out: You can stop receiving text messages at any time by replying STOP to any message. You can also remove your phone number from your profile settings. Reply HELP to any message for assistance.

Data retention: Your phone number is retained as long as your account is active and you have not opted out. Upon account deletion or opt-out, your phone number will be removed from our messaging systems.

5. Information Sharing

We do not sell your personal information. We may share information in the following circumstances:

• Within Your Agency: Referral data is shared with agents and administrators within the same agency for the purpose of processing leads.
• Service Providers: We use third-party services for hosting, analytics, and notifications (such as Twilio for SMS). These providers are bound by contractual obligations to protect your data.
• Webhook Integrations: If your agency configures webhook integrations (e.g., Zapier), referral data will be transmitted to those configured endpoints.
• Legal Requirements: We may disclose information if required by law, regulation, or legal process.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption in transit (TLS/SSL), secure authentication, and role-based access controls.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. Referral data is retained according to your agency's data retention policies. You may request deletion of your account and associated data by contacting your agency administrator.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of SMS notifications by removing your phone number
• Object to certain processing of your data

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact your agency administrator or reach out to us through the platform.