Privacy Policy

1. INTRODUCTION AND SCOPE

Prolines Insurance Agency, LLC (“Prolines,” “we,” “our,” or “the Agency”) is a licensed independent property and casualty insurance agency. We are licensed in the State of Florida and Georgia. We are committed to protecting the privacy, confidentiality, and security of all personal and business information entrusted to us.
This Privacy Policy (“Policy”) applies to:

All individuals who visit our website at Prolinesinsurance.com
All prospective, current, and former clients regardless of the state in which they reside
All individuals whose personal information we receive in connection with property and casualty insurance products and services
All business entities and their authorized representatives who engage our services
All parties whose data we process in connection with claims, underwriting, or regulatory compliance

This Policy governs data collected through all channels including our website, phone, email, in-person and virtual meetings, our agency management system (AMS), third-party referrals, carrier submissions, and any technology or artificial intelligence tools used in connection with our business operations.
Where state law grants residents of a particular state additional or different privacy rights, those rights are described in Section 3.2 (State-Specific Supplemental Disclosures). In all cases, we apply the most protective standard required by applicable law.

2. APPLICABLE LAWS AND REGULATORY FRAMEWORK

Our privacy practices are designed to comply with applicable federal and state laws. The primary legal frameworks governing our data handling are set forth below.

2.1 Federal Law — Applicable in All States

Gramm-Leach-Bliley Act (GLBA), 15 U.S.C. § 6801 et seq. — requires financial institutions, including insurance agencies, to explain their information sharing practices and safeguard consumer data
Fair Credit Reporting Act (FCRA), 15 U.S.C. § 1681 et seq. — governs our use of consumer credit information obtained from consumer reporting agencies in connection with insurance underwriting
Children’s Online Privacy Protection Act (COPPA), 15 U.S.C. § 6501 et seq. — restricts collection of data from children under age 13
CAN-SPAM Act, 15 U.S.C. § 7701 et seq. — governs commercial electronic communications
Federal Trade Commission Act, 15 U.S.C. § 45 — prohibits unfair or deceptive acts or practices, including deceptive privacy representations
National Association of Insurance Commissioners (NAIC) Insurance Information and Privacy Protection Model Act (#670)
NAIC Privacy of Consumer Financial and Health Information Regulation (#672)
NAIC Insurance Data Security Model Law (#668) — adopted in whole or in part by a majority of states

2.2 State-Specific Supplemental Disclosures

We are currently licensed to sell property and casualty insurance in Florida and Georgia. Clients residing in these states have specific legal protections under state law, set forth below. Clients in other states may have additional rights under their applicable state law; we will comply with those requirements to the extent we conduct business in those states.

2.2.1 Florida

Florida Information Protection Act (FIPA), Fla. Stat. § 501.171 — governs data breach notification requirements for Florida residents
Florida Insurance Information and Privacy Protection Act, Fla. Stat. § 626.9641 et seq. — governs the collection, use, and disclosure of personal information in connection with insurance transactions
Florida Insurance Data Security Law, Fla. Stat. § 624.4741 (effective January 1, 2022) — requires licensed insurance entities to implement and maintain a written Information Security Program and comply with cyber security standards
Florida Deceptive and Unfair Trade Practices Act (FDUTPA), Fla. Stat. § 501.201 et seq.
Florida residents have the right to file complaints with the Florida Department of Financial Services (DFS) at myfloridacfo.com or (850) 413-3089

2.2.2 Georgia

Georgia Insurance Information and Privacy Protection Act, O.C.G.A. § 33-39-1 et seq. — governs collection, use, and disclosure of personal information in connection with insurance transactions, including notice requirements and access rights
Georgia data breach notification law, O.C.G.A. § 10-1-910 et seq. — requires notification to affected Georgia residents within a reasonable time following discovery of a qualifying security breach
Georgia Fair Business Practices Act, O.C.G.A. § 10-1-390 et seq.
Georgia residents may file complaints with the Georgia Office of Insurance and Safety Fire Commissioner at oci.georgia.gov

2.2.3 Other States

To the extent we are appointed to write insurance in additional states, we comply with all applicable state privacy and data security laws in those jurisdictions. If you reside in a state with specific privacy rights not addressed in this Policy and you wish to exercise those rights, please contact us at the information in Section 14.

3. CATEGORIES OF INFORMATION WE COLLECT

We collect information limited to what is reasonably necessary for the business purposes described in this Policy.

3.1 Personally Identifiable Information (PII)

Full legal name and any known aliases
Date of birth
Social Security Number (SSN) — collected only where required for insurance underwriting, OFAC screening, or regulatory compliance, and subject to heightened protection
Government-issued identification numbers (driver’s license, passport, state ID)
Home and business addresses
Personal and business email addresses
Telephone and mobile phone numbers
Marital status and household composition where relevant to policy underwriting
Electronic and physical signatures

3.2 Financial and Insurance Information

Insurance policy numbers, coverage types, limits, and deductibles
Premium amounts and payment history
Payment card and banking information; we do not store raw payment card data
Consumer credit information obtained from credit bureaus pursuant to FCRA (see Section 13)
Claims history, loss run reports, and prior insurance information
Business financial data including revenues, payroll, and employee counts used for commercial underwriting
Premium financing arrangements

3.3 Commercial and Business Information

Business entity name, type, and formation documents
Employer Identification Number (EIN) / Federal Tax Identification Number
Business licenses, professional certifications, and permits
Nature of business operations, products, and services
Number of employees, contractors, and business locations
Commercial vehicle information including VIN, year, make, model, and usage classification
Commercial property descriptions including address, construction type, occupancy, and square footage
Certificates of Insurance issued to third parties on your behalf

3.4 Sensitive Personal Information

We handle the following sensitive categories with heightened safeguards:

Medical and injury information — collected only in connection with workers’ compensation claims; access is strictly limited to personnel involved in claims management
Criminal history — collected only where required by carrier underwriting guidelines or applicable law
Financial account credentials — we do not collect or store passwords or full payment card numbers
Biometric data — we do not collect biometric information of any kind

3.5 Technical and Digital Information

IP address and approximate geo-location
Browser type, version, and operating system
Pages visited, time on site, and referring URLs
Cookies and similar tracking technologies (see Section 11)
Device identifiers
Email engagement data including open rates and link clicks

3.6 Communications and Correspondence

Emails, text messages, and voicemails exchanged with our agency
Notes and summaries from in-person or virtual meetings
Insurance applications and all supporting documentation
Social media communications directed to our agency accounts

4. HOW WE COLLECT INFORMATION

We collect information through the following channels:

Directly from you through our website contact and quote forms
By telephone, email, text, or in-person consultation
From insurance applications and supporting documentation you submit
From your authorized representatives, employers, or business partners
From insurance carriers, managing general agents (MGAs), and wholesale brokers in connection with policy issuance, endorsements, and renewal
From consumer reporting agencies and credit bureaus pursuant to FCRA
From public records, government databases, and regulatory filings
From third-party data providers used in commercial insurance underwriting
From our agency management system in which your account and policy information is maintained
Through cookies and web analytics tools on our website

5. HOW WE USE YOUR INFORMATION

5.1 Property and Casualty Insurance Services

Evaluating and processing property and casualty insurance applications
Obtaining quotes from admitted carriers and eligible surplus lines markets
Binding, issuing, and servicing commercial and personal lines insurance policies
Generating and delivering certificates of insurance (COIs) and policy documents
Processing endorsements, policy changes, and cancellations
Coordinating claims on your behalf with insurance carriers
Managing premium financing arrangements where applicable
Conducting renewal reviews and marketing your account to appropriate markets

5.2 Legal and Regulatory Compliance

Meeting obligations under GLBA, FCRA, and applicable state insurance privacy laws
Responding to subpoenas, court orders, and lawful regulatory requests
Conducting OFAC screening where required by carrier underwriting requirements
Maintaining records required by state insurance department regulations
Complying with anti-fraud reporting obligations

5.3 Business Operations

Communicating with you about your policies, renewals, and coverage matters
Processing payments and maintaining billing and commission records
Detecting, investigating, and preventing fraud and unauthorized access
Training agency personnel on products, markets, and service standards
Evaluating and improving our services and operational workflows

5.4 Marketing Communications

We may use your contact information to send information about insurance products or coverage updates that may be relevant to your needs. You may opt out at any time without affecting your existing insurance relationship. See Section 9.4 for opt-out procedures.

6. ARTIFICIAL INTELLIGENCE AND TECHNOLOGY TOOLS — DATA HANDLING DISCLOSURE

6.1 AI Tools Used in Business Operations

In the ordinary course of business, Prolines may use the following categories of AI-assisted technology:

Large language model (LLM) platforms (including but not limited to Claude by Anthropic, ChatGPT by OpenAI, and similar AI writing tools) used for drafting correspondence, policy summaries, marketing content, internal analysis, and administrative tasks
Agency management system (AMS) platforms with integrated AI features for workflow automation, renewal reminders, and document management
AI-assisted comparative rating and quoting platforms
AI-powered customer communication and scheduling tools

6.2 Data Minimization Standards for AI Tools

Prolines maintains the following internal standards when using AI tools in connection with client work:

Personally Identifiable Information (PII) — including names, Social Security Numbers, driver’s license numbers, dates of birth, and financial account information — will not be intentionally entered into third-party AI platforms
When AI tools assist with client-related tasks, information will be anonymized or generalized to the maximum extent practicable before submission to the AI platform
Medical and injury information received in connection with workers’ compensation claims will not be processed through third-party AI tools under any circumstances
AI-generated communications sent to clients will be reviewed and approved by a licensed agent before transmission
No coverage determinations, policy recommendations, or claims decisions will be made solely by AI without review and authorization by a licensed producer

6.3 Limitation of Liability for AI-Generated Content

You acknowledge and agree that:

AI-generated content used in our communications represents drafts reviewed and approved by our licensed producers — not independent outputs of any AI system
Coverage determinations, policy recommendations, and binding decisions are made by licensed human agents and are governed by the terms of the applicable insurance policy, not any AI-generated summary or analysis
You should always refer to the actual policy documents issued by your insurance carrier as the authoritative statement of your coverage
Prolines does not warrant the accuracy or completeness of any AI-generated analysis or content

6.4 Third-Party AI Platform Data Practices

Third-party AI platforms operate under their own privacy policies and data handling practices. Prolines does not control and is not responsible for the privacy practices of third-party AI providers. By continuing to engage our services, you acknowledge this disclosure.

6.5 Your Right to Request Non-AI-Assisted Service

You may request in writing that your account be handled without AI-assisted tools. Contact us at the information in Section 14. We will make commercially reasonable efforts to accommodate such requests.

7. INFORMATION SHARING AND DISCLOSURE

We do not sell your personal information to third parties. Sharing is limited to the circumstances below.

7.1 Insurance Operations

Insurance carriers and underwriters to whom we submit applications on your behalf
Managing general agents and wholesale brokers involved in placing your coverage
Premium finance companies when you elect to finance premiums
Third-party claims administrators, independent adjusters, and loss control consultants
IVANS and carrier data exchange services that sync policy information with our AMS

7.2 Legal and Regulatory Requirements

State insurance departments and regulatory bodies upon lawful request
Federal regulatory agencies including the FTC upon lawful request
In response to a valid subpoena, court order, or other legally compelled process
To detect, prevent, or investigate fraud or criminal activity
To enforce our legal rights and contractual agreements

7.3 Service Providers

We engage third-party service providers bound by contract to use your information only as directed by Prolines and to maintain appropriate security measures. Categories include:

Agency management system software providers
Cloud storage and IT infrastructure providers
PCI-DSS compliant payment processors
Email communication and marketing platforms
Web analytics providers
Legal and accounting professionals subject to professional confidentiality obligations

7.4 Business Transfers

In the event of a merger, acquisition, or sale of substantially all agency assets, your information may be transferred to the successor entity. You will be notified by prominent notice on our website or direct communication before your information becomes subject to a materially different privacy policy.

7.5 With Your Consent

With your written or electronic consent, we may share your information for purposes outside the scope of this Policy.

7.6 No Sale of Personal Information

Prolines Insurance Agency does not sell, rent, or trade personal information to any third party for monetary or other valuable consideration. This prohibition applies to all categories of personal information we collect.

8. DATA SECURITY

We maintain a written Information Security Program designed to protect the confidentiality, integrity, and availability of nonpublic personal information, consistent with the NAIC Insurance Data Security Model Law and applicable state implementations thereof.

8.1 Technical Safeguards

AES-256 encryption for data at rest; TLS 1.2 or higher for data in transit
Multi-factor authentication (MFA) for all agency systems containing client data
Role-based access controls limiting data access to personnel with a legitimate business need
Firewall and intrusion detection systems on all agency networks
Regular software patching and vulnerability management
Secure, contractually obligated cloud-based agency management system

8.2 Administrative Safeguards

Formal written Information Security Program maintained pursuant to applicable state law
Periodic security risk assessments
Confidentiality obligations imposed on all personnel and service providers with access to client data
Data handling and privacy training for agency staff
Incident response plan addressing identification, containment, notification, and remediation

8.3 Physical Safeguards

Physical access controls for locations where records are maintained
Secure disposal of paper records containing PII using cross-cut shredding
Secure disposal of electronic media using NIST-compliant data destruction standards

8.4 Limitation of Liability

No data transmission or storage system is completely secure. We cannot guarantee absolute security of your information. In the event of a security incident affecting your data, we will notify you in accordance with Section 10 of this Policy and applicable law. To the maximum extent permitted by law, our aggregate liability for privacy-related claims shall not exceed the total premiums paid to the Agency in the twelve (12) months preceding the event giving rise to the claim. Nothing herein limits our liability for gross negligence, willful misconduct, or violations of mandatory statutory privacy obligations.

9. DATA RETENTION AND DELETION

9.1 Retention Periods

Active client records: Duration of the relationship plus a minimum of five (5) years following policy expiration or termination
Insurance applications and underwriting files: Minimum five (5) years from application date
Claims files: Minimum seven (7) years from date of claim closure
Financial and payment records: Minimum seven (7) years for accounting and tax compliance
Marketing opt-out records: Retained indefinitely to honor your preferences
Website analytics data: Typically 26 months from collection

Retention periods may be extended where required by applicable state insurance regulation or pending litigation.

9.2 Secure Deletion

Upon expiration of applicable retention periods, we will securely destroy or de-identify information using methods appropriate to the format (cross-cut shredding for paper records; NIST SP 800-88-compliant methods for electronic media).

10. DATA BREACH NOTIFICATION

In the event of a security breach or unauthorized disclosure of your personal information, Prolines will comply with all applicable federal and state breach notification laws. Notification obligations and timelines vary by state. The following general standards apply:

We will investigate and assess any suspected breach promptly upon discovery
We will notify affected individuals without unreasonable delay following determination that a qualifying breach has occurred, in the manner required by applicable state law
Notification will describe the nature of the breach, the categories of information accessed, the steps taken to contain and remediate the breach, and instructions for protecting yourself from potential harm
Where applicable state law requires notification to a state regulatory agency, we will make that notification within the legally required timeframe

State-Specific Breach Notification Timelines

Florida residents: We will notify the Florida Department of Financial Services within 30 days of determination that a breach has affected 500 or more Florida residents, pursuant to Fla. Stat. § 501.171
Georgia residents: We will notify affected Georgia residents within a reasonable time following discovery, as required by O.C.G.A. § 10-1-910 et seq.
All other states: We will comply with applicable state breach notification law in the state of the affected individual’s residence

Where a breach involves Social Security numbers, driver’s license numbers, or financial account information, we will assess whether to offer credit monitoring services to affected individuals and make that determination on a case-by-case basis consistent with applicable law and the severity of the incident.
To report a suspected privacy or security incident, contact us at info@Prolinesinsurance.com or (813) 513-7414.l

11. COOKIES AND TRACKING TECHNOLOGIES

Our website uses cookies and similar tracking technologies in the following categories:

Strictly Necessary Cookies: Required for basic website operation including session management and security. These cannot be disabled.
Analytics Cookies: Used to understand visitor behavior through tools such as Google Analytics and Google Tag Manager. Data collected is aggregated and anonymized.
Marketing Cookies: We do not currently operate retargeting campaigns. If this practice changes, we will update this Policy and provide notice.

You may control cookie preferences through your browser settings. Disabling non-essential cookies may limit certain website functionality. For information on how Google uses data collected through our website, visit google.com/policies/privacy/partners/.

12. YOUR RIGHTS AND CHOICES

12.1 Right to Access

You may request a copy of the personal information we hold about you. We will respond to verified requests within thirty (30) days or such shorter period as required by applicable state law.

12.2 Right to Correction

You may request correction of inaccurate or incomplete personal information. We will address verifiable errors within a reasonable timeframe.

12.3 Right to Deletion

You may request deletion of your personal information. We may be required to retain certain information by law, for claims administration, or to enforce our legal rights. We will identify any applicable exceptions in our response.

12.4 Right to Opt Out of Marketing

You may opt out of marketing communications at any time by:

Clicking the unsubscribe link in any marketing email
Sending a written request to info@Prolinesinsurance.com
Calling (813) 513-7414 during business hours

Opting out of marketing does not affect service communications related to your active policies.

12.5 Right to Request Non-AI-Assisted Service

As described in Section 6.5, you may request in writing that your account be managed without AI-assisted tools.

12.6 State-Specific Rights

Clients residing in states with specific statutory consumer privacy rights may have additional rights not listed above. Contact us to inquire about rights specific to your state of residence. We will comply with all legally applicable rights requests.

12.7 How to Submit a Rights Request

To exercise any right described in this Section, contact us at info@Prolinesinsurance.com or (813) 513-7414. Please include your full name, contact information, state of residence, and a description of the right you wish to exercise. We may require identity verification before processing your request.

12.8 Right to File a Complaint

If you believe your privacy rights have been violated, you may contact:

Prolines Insurance Agency — info@Prolinesinsurance.com
Your state insurance department or consumer protection agency
The Federal Trade Commission — ftc.gov/complaint

13. GRAMM-LEACH-BLILEY ACT — PRIVACY NOTICE

In accordance with GLBA and applicable implementing regulations:

Sharing for everyday business purposes (processing transactions, maintaining accounts, legal compliance): We share as necessary. You cannot limit this sharing.
Sharing for our own marketing to you: We may share your contact information for this purpose. You may opt out at any time (see Section 12.4).
Sharing for joint marketing with other financial companies: We do not engage in joint marketing arrangements.
Sharing with affiliates for their own use: We do not currently have affiliates. If this changes, we will update this Policy and provide notice.
Sharing with non-affiliated third parties for their marketing: We do not share for this purpose.

Annual Privacy Notice: Under GLBA as amended by the Dodd-Frank Act, we are not required to deliver an annual privacy notice if our privacy practices have not changed and we do not share information in ways that trigger opt-out rights. If we adopt practices that require an annual notice, we will deliver it as required by applicable law.

14. FAIR CREDIT REPORTING ACT — CONSUMER REPORT DISCLOSURE

When we obtain consumer reports from credit reporting agencies in connection with an insurance application, underwriting, or renewal, we do so in compliance with the FCRA. You have the following rights:

The right to know if a consumer report has been obtained about you in connection with your insurance application
The right to receive notice if information in your consumer report results in adverse action affecting your application
The right to dispute inaccurate information in your consumer report directly with the applicable consumer reporting agency
The right to obtain a free annual copy of your consumer report at annualcreditreport.com

15. WORKERS’ COMPENSATION — MEDICAL AND INJURY INFORMATION

In connection with workers’ compensation insurance, which is a property and casualty line of coverage, we may receive medical or injury-related information about employees covered under a policy. This information is handled as follows:

Medical and injury information is used solely for the purpose of processing and administering workers’ compensation claims
Access is restricted to personnel with a direct operational role in the claims process
This information is not shared with parties outside the claims process without written authorization from the affected individual, except as required by law
This information is subject to the same retention and secure destruction standards described in Section 9
We comply with all applicable state workers’ compensation privacy regulations

16. CHILDREN’S PRIVACY

Our website and services are directed to adults and business operators. We do not knowingly collect personal information from children under the age of 13. If we become aware that personal information has been collected from a child under 13 without verifiable parental consent, we will promptly delete such information. If you believe a child under 13 has provided us with personal information, please contact us immediately.

17. THIRD-PARTY WEBSITES AND CARRIER PORTALS

Our website may contain links to third-party websites, insurance carrier portals, or external platforms. This Policy does not apply to the practices of those third parties. We are not responsible for the content, accuracy, or privacy practices of any third-party site, and we encourage you to review their respective privacy policies before providing any personal information.

18. CHANGES TO THIS POLICY

We reserve the right to update this Privacy Policy when our practices change, when applicable law requires, or when we determine that an update is appropriate. When we make material changes, we will post the updated Policy on our website with a new effective date and, where practicable, provide direct notice to active clients via email.
Non-material changes — such as typographical corrections or updated regulatory citation formatting — will be posted without individual notice. We do not commit to a specific review schedule beyond what is required by applicable law.
Your continued engagement of our services following notice of a material change constitutes acceptance of the updated Policy.

19. GOVERNING LAW AND DISPUTE RESOLUTION

This Policy is governed by the laws of the State of Florida, without regard to conflict of law principles, to the extent not superseded by applicable federal law or the law of another state with a stronger interest in the dispute.
Before initiating any legal action, you agree to first provide written notice to Prolines at the contact information in Section 20 and allow a minimum of thirty (30) days for investigation and response.

20. CONTACT INFORMATION

To submit a privacy inquiry, exercise your rights under this Policy, or report a suspected data incident:
Prolines Insurance Agency, LLC
Attn: Privacy Officer
Wesley Chapel, FL 33543
Phone: (813) 513-7414
Email: info@Prolinesinsurance.com
Website: Prolinesinsurance.com
Business Hours: Monday–Friday 9:00 AM – 7:00 PM | Saturday 9:00 AM – 3:00 PM (Eastern Time)

info@prolinesinsurance.com

+1-813-513-7414