Privacy Policy

1. Information We Collect

a. Personal Information Provided by You:

• Full name, company name, email address, contact number
• Job title and business address
• Payment information (processed through PCI-compliant providers)
• Communications and inquiries
• Lead and customer information (names, contact details, company information)
• Policy information (policy numbers, effective dates, renewal dates, premiums)
• Appointment and calendar data
• Email content and metadata (when you grant email access permissions)
• Document uploads and form submissions (including ACORD forms)

b. Automatically Collected Information:

• IP address, device type, operating system
• Browser type and version
• Pages viewed, time spent, clickstreams
• Geolocation (if enabled)

c. Information from Third Parties:

• Integrated platforms (Google Calendar, Microsoft Outlook, email providers)
• Email accounts (with your explicit permission for reading and sending emails)
• Public databases and partners
• Lead generation sources and marketing platforms

2. How We Use Your Information

• To operate and maintain the Ezy Agent CRM platform
• To manage leads, customers, and policy information
• To schedule and manage appointments via integrated calendars
• To facilitate communication through campaigns, messages, and templates
• To read and send emails on your behalf (with your explicit permission)
• To process and store insurance forms and documents (including ACORD forms)
• To provide team collaboration and role-based access control
• To deliver proactive support, updates, and communication
• To improve product performance and user experience
• To generate reports and analytics for your business
• To comply with legal obligations
• To detect and prevent fraud, abuse, or security threats

3. Data Processing and Storage

We process and store your CRM data:

• To maintain accurate records of leads, customers, and policies
• To enable efficient search, filtering, and reporting capabilities
• To facilitate data synchronization across integrated platforms
• To ensure data integrity and backup for business continuity

All data is stored securely. We do not sell, rent, or disclose your CRM data to unaffiliated third parties for marketing purposes.

4. Legal Basis for Processing

Where applicable (e.g., GDPR considerations), our lawful bases include:

• Consent
• Performance of a contract
• Legal obligation
• Legitimate interest

5. Email Permissions and Data Usage

Ezy Agent may request permission to access your email account for reading and sending emails. This permission is optional and requires your explicit consent. When granted, we may:

• Read emails to extract lead and customer information
• Send emails on your behalf for campaigns, follow-ups, and communications
• Sync email conversations with your CRM records
• Store email metadata (sender, recipient, subject, timestamps) in your CRM

Email access is used solely to provide CRM functionality and improve your workflow. You can revoke email permissions at any time through your account settings or by disconnecting the email integration.

We do not use your email data for advertising, marketing to third parties, or any purpose unrelated to providing the CRM service.

6. Google API User Data Compliance

Use of Workspace User Data

Ezy Agent's use and transfer of information received from Workspace APIs (including Gmail API for email access) will adhere to theWorkspace API User Data Policy, including theLimited Use requirements.

We affirm that Ezy Agent only uses Workspace user data (including email data) in compliance with theLimited Use requirementsand does not use this data for any purpose other than providing or improving user-facing features that are visible and prominent in the requesting application's user interface. We do not transfer or sell Workspace user data to third parties, nor do we use it for advertising or unrelated purposes.

We only access, use, store, or share Workspace user data for purposes that are directly necessary to operate or improve our features that interact with Workspace services (e.g., calendar scheduling, email reading and sending), and never for unauthorized advertising, profiling, or reselling purposes.

7. Sharing Your Information

We only share data with:

• Service providers and integration partners (Google, Microsoft, email providers)
• Law enforcement, where required by law
• Business successors, in case of a merger or acquisition

We do not sell personal information or CRM data.

8. Data Retention

We retain user data only as long as necessary:

• To fulfill services and legal obligations
• For security, fraud prevention, and compliance

You may request deletion or export of your data at any time.

9. Your Rights (California Residents)

Under the CCPA, you have the right to:

• Know what data we collect and why
• Request access or deletion of your personal information
• Opt out of the sale of your data (we don't sell data)
• Non-discrimination for exercising rights

10. Cookies and Tracking

We use cookies and similar technologies for:

• Authentication and session management
• Usage analytics
• Personalised content

You can manage cookie preferences via your browser settings.

11. Children's Privacy

Ezy Agent is not intended for children under 13 years of age, and we do not knowingly collect information from them.

12. Security Measures

• TLS/SSL encryption
• Regular audits and penetration testing
• Secure access policies and employee training

13. Cross-Border Data Transfers

If you access the platform outside the U.S., your data may be transferred to and processed in the United States. We ensure protection through standard contractual clauses (SCCs) where required.

14. Updates to This Policy

We may update this policy to reflect changes to our practices. All changes will be posted at https://crm.ezyagent.com/privacy-policy.

15. Contact Us