Effective Date: January 1, 2024
This Privacy Policy describes how PolicyTek, LLC (“PolicyTek,” “Company,” “we,” “us,” or “our”) collects, uses, discloses, stores, and protects information in connection with your access to and use of our websites, software platforms, applications, customer relationship management systems (CRM), agency management systems (AMS), dialer and telephony display features, lead marketplace tools, call routing systems, analytics dashboards, artificial intelligence or automation features, payment and wallet tools, APIs, webhooks, integrations, and all related services (collectively, the “Services”).
This Privacy Policy applies to information collected online and offline, including information transmitted through electronic communications, integrations, or third-party systems connected to the Services.
By accessing or using the Services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.
1. Platform Role and Scope
PolicyTek is a technology platform provider that offers software infrastructure and tools to business users. PolicyTek does not operate as:
- An insurance carrier, agency, or broker
- A call center or telemarketing firm
- A communications carrier or dialer provider
- A data broker or data reseller
- A fiduciary, custodian, or trustee of consumer data
Users independently determine how the Services are configured and how data is collected, recorded, transmitted, stored, shared, accessed, or deleted. PolicyTek does not determine the legality, compliance requirements, or permissible use of data processed through the Services.
2. Information We Collect
A. Information You Provide Directly
We may collect information you provide when registering for, configuring, or using the Services, including:
- Name, business name, and contact information
- Login credentials and authentication data
- Account roles, permissions, and agency hierarchy data
- Billing information, wallet balances, transaction history, and payout metadata
- Communications with support, onboarding, or account teams
B. User Content and Third-Party Data
The Services allow Users to upload, input, transmit, receive, store, process, display, or route third-party data, including but not limited to:
- Consumer, prospect, lead, or policyholder information
- Call recordings, call logs, call metadata, voicemails, transcripts, and dispositions
- SMS, MMS, email content, and communication metadata
- Form submissions, webhook payloads, API responses, and vendor data
- Notes, tags, automations, workflows, analytics, and AI-generated outputs
All such data (“User Content”) is provided, controlled, and managed solely by Users.
PolicyTek:
- Acts solely as a data processor and infrastructure provider
- Processes User Content only at the direction of Users
- Does not verify accuracy, legality, consent, ownership, or compliance
Users are solely and fully responsible for:
- Obtaining all required consumer consents
- Compliance with all applicable laws and regulations (including but not limited to TCPA, TSR, CAN-SPAM, HIPAA, GLBA, CCPA/CPRA)
- Data classification, retention, deletion, and breach notification obligations
C. Automatically Collected Information
When you access or use the Services, we may automatically collect:
- IP addresses
- Device identifiers
- Browser type, operating system, and environment data
- Usage logs, timestamps, feature interactions, and error reports
- Cookies and similar tracking technologies
This information is used to operate, secure, monitor, and improve the Services.
3. How We Use Information
We use information solely to:
- Provide, operate, maintain, and secure the Services
- Authenticate users and enforce access controls
- Process transactions, wallets, payouts, and commissions
- Monitor abuse, fraud, excessive refund behavior, or policy violations
- Debug, improve, and optimize system performance
- Comply with legal obligations and enforce agreements
Use of Automated and Artificial Intelligence Tools
PolicyTek may use automated systems, algorithms, and artificial intelligence tools to monitor platform activity, refund requests, dispute patterns, and system abuse for compliance, integrity, fraud prevention, and operational purposes.
These tools:
- Operate on account-level and transactional metadata
- Do not evaluate medical information, protected health information, or sensitive consumer health data
- Do not make eligibility, underwriting, or medical determinations
- Are used solely to enforce platform rules and protect system integrity
PolicyTek does not use AI tools to market to consumers and does not claim ownership of User Content.
4. Call Recording and Communications Data
The Services may display, store, stream, or make accessible call recordings, call logs, transcripts, or communications data that originate from third-party phone systems, dialers, carriers, or communication platforms connected by Users.
PolicyTek:
- Does not provide native telephony services
- Does not initiate or control call recording
- Does not determine recording legality
- Does not obtain consent from call participants
All call recordings and communications data:
- Are generated and controlled by third-party providers
- Are transmitted to the Services solely at the User’s request
- Remain the exclusive responsibility of the User
Users are solely responsible for complying with all applicable call recording and communications laws, including one-party, two-party, or all-party consent requirements.
To the maximum extent permitted by law, PolicyTek expressly disclaims all liability arising from or related to call recording activities, including regulatory enforcement, civil claims, fines, penalties, or damages.
5. APIs, Webhooks, and External Data Transfers
The Services may allow Users to send, receive, transmit, ingest, export, or synchronize data via APIs, webhooks, integrations, automated workflows, or third-party software connections.
All such data transfers are:
- Initiated at the User’s direction
- Configured by the User
- Executed at the User’s sole risk
PolicyTek does not control or guarantee the security, accuracy, availability, or lawful use of data once transmitted outside the Services.
Users are solely responsible for securing API keys, tokens, credentials, and ensuring that all external recipients comply with applicable laws.
PolicyTek disclaims liability for data leaks, unauthorized access, misconfigurations, downstream misuse, or failures arising from API or webhook usage.
6. Data Sharing and Disclosure
PolicyTek does not sell personal information.
We may disclose information only to:
- Service providers acting under contractual confidentiality obligations
- Third-party integrations enabled by Users
- Legal or regulatory authorities when required by law
- Parties involved in a merger, acquisition, financing, or sale of assets
PolicyTek is not responsible for downstream handling of data once shared at a User’s direction.
7. Third-Party Services Disclaimer
The Services may interoperate with third-party platforms, including telephony providers, lead vendors, payment processors, analytics platforms, and AI services.
PolicyTek does not control and is not responsible for third-party data practices, outages, pricing changes, compliance failures, or security incidents. Users are responsible for reviewing and complying with third-party terms and privacy policies.
8. Data Security and Risk Allocation
PolicyTek employs commercially reasonable administrative, technical, and physical safeguards designed to protect information.
However, no system can be guaranteed to be 100% secure. Users acknowledge that:
- Security safeguards do not extend to third-party systems or integrations
- Data transmission occurs at User risk
- Incidents may occur due to user error, compromised credentials, misconfiguration, malware, or third-party failures
To the maximum extent permitted by law, PolicyTek disclaims liability for indirect, incidental, consequential, or punitive damages related to security incidents.
9. Data Retention
PolicyTek retains information only as necessary to provide the Services, comply with legal obligations, and enforce agreements.
Users are solely responsible for exporting, backing up, archiving, and deleting their own data.
10. Privacy Rights
Depending on jurisdiction, you may have rights to access, correct, delete, restrict, or request portability of personal information, subject to verification and legal limitations.
11. California Privacy Rights (CCPA / CPRA)
California residents have statutory rights including the Right to Know, Delete, Correct, Limit use of Sensitive Personal Information, and Non-Discrimination.
PolicyTek does not sell or share personal information for cross-context behavioral advertising.
12. Cookies and Tracking Technologies
We use cookies and similar technologies for authentication, preferences, analytics, and security. Disabling cookies may affect functionality.
13. Minors
The Services are not intended for individuals under 18. We do not knowingly collect information from minors.
14. International Users
If you access the Services from outside the United States, you consent to the transfer and processing of information in the United States and other jurisdictions.
15. Billing and Refunds
All billing, payments, chargebacks, refunds, wallet balances, and financial disputes are governed exclusively by the Terms of Service. Nothing in this Privacy Policy creates any refund obligation.
16. Changes to This Privacy Policy
We may update this Privacy Policy at any time. Continued use of the Services constitutes acceptance of the updated policy.
17. Governing Law
This Privacy Policy is governed by the laws of the State of California, without regard to conflict-of-law principles.s.
14. Contact Information
If you have questions or requests regarding this Privacy Policy, please contact:
PolicyTek, LLC
Email: contact@policytek.com
