Privacy Notice

Introduction

This Privacy Notice explains how MY COI, LLC ("myCOI", "we", "us", and/or "our") handles personal information we collect from or about you when you use our Insurance Compliance management platform ("illumend"). This Privacy Notice also describes certain legal rights you may have under applicable laws and how you can exercise them.

Please read this notice carefully. By using the illumend platform, you confirm that you have read and understood the practices described in this Privacy Notice.

Data Collection

Information We Collect

We collect certain business and personal information when you use the illumend platform for streamlining insurance compliance, management of third-party documents, and other third-party vetting and compliance services or interact with us, including:

• Business Information: Details about your business or organization (e.g. company name, industry, and relevant business identifiers).
• Contact Details: Personal identifiers and contact information such as names, work email addresses, phone numbers, and job titles.
• Insurance Documentation: Insurance-related documents and data, like certificates of insurance (COIs), coverage details, and associated records you upload for compliance purposes.
• Legal Contracts: Relevant legal agreements or contracts (for example, vendor agreements or compliance documents) that provided or managed through our Services.

How We Use Collected Data

• Service Provision & AI Improvement: To operate and enhance illumend's AI-powered services. For example, subject to our agreements with our customers, your data may be used to train or improve our AI models and algorithms, helping us deliver more accurate and efficient compliance solutions. We do not allow any third-party artificial intelligence provider to train their AI technologies on the data you submit when using illumend.
• Communications & Marketing: To communicate with you about your account and our offerings, send updates, and provide marketing or promotional materials. This may include outreach via email, text message, AI-generated voicemails, or other automated or AI-enabled communication tools. We might use your contact info to inform you of new features, newsletters, or events. Where required by law (such as under the TCPA, GDPR, or other applicable laws), we will obtain your consent before sending certain types of communications. You can opt out of receiving marketing communications at any time by following the instructions provided in those messages or by contacting us directly.
• Analytics & Product Improvement: To analyze usage patterns and performance of our platform. This helps us understand how users interact with illumend, enabling us to improve user experience, troubleshoot issues, and develop new features or insights.

Third-Party Sharing

We may share your personal information in a few limited circumstances, outlined below:

Service Providers

We may share information with trusted third-party service providers who perform functions on our behalf. This includes services such as email communication platforms, customer support tools, cloud hosting, analytics providers, or marketing services that help us run and improve the illumend platform. These partners are bound by contractual obligations to safeguard your data and only use it for the purposes we specify, not for their own commercial benefit.

Legal Compliance and Protection

We may disclose your information if required to do so by law or lawful request (for example, in response to a subpoena, court order, or government investigation), or when we believe disclosure is necessary to protect our rights, enforce our Terms of Service and/or Acceptable Use Policy or protect the safety of illumend, our users, or others. In any such case, we limit the information shared to what is legally required or strictly necessary.

However, We may also aggregate and anonymize data for various purposes, including to create industry insights, benchmarking reports, and analytics that we may commercialize, but such data will never contain personal information.

User Rights and Control

Depending on where you live, you may have the following rights regarding your personal information:

• Right of Access: You can request confirmation of whether we are processing your personal information and receive a copy of the data we hold about you, as well as relevant information about how we use it.
• Right of Correction (Rectification): If any of your personal information is inaccurate or incomplete, you have the right to request that we correct or update it. We encourage you to keep your information current and will honor legitimate correction requests.
• Right of Deletion: You can ask us to delete your personal information. Upon a verified request, we will erase your information from our records, provided we do not have a legal obligation or overriding legitimate interest to retain it.
• Right to Non-Discrimination: We will never discriminate or retaliate against you for exercising any of your privacy rights. This means we won't deny you services, charge you different prices, or provide a lesser quality of service just because you exercised your data rights.

To exercise any of these rights, you may contact us using the information in the Contact Information section below. We will respond to legitimate requests in accordance with applicable law. For your security, we may need to verify your identity before fulfilling certain requests (for example, by asking you to provide information that confirms your identity). Once verified, we will take appropriate action on your request, such as providing a data report, making a correction, or deleting data, within the timeframe required by law. If we cannot comply with a request, we will explain the reason (e.g., if an exemption applies or we cannot verify your identity).

Restricting Cookies/Do Not Track

We do not currently change our behavior in response to web browser "do not track" signals. However, you can configure most browsers to reject cookies or to notify you when you are sent a cookie, giving you a chance to decide whether or not to accept it. You can consult the help section of your browser to find out how to do this. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of the illumend platform. In the event that a universally accepted standard emerges on how organizations should respond to "do not track" signals, we will re-assess our response.

International Data Transfers

All personal and business data collected through the illumend platform is stored and processed on servers located in the United States. If you are accessing illumend from outside the U.S., please be aware that your personal information will be transferred to and maintained on servers within the U.S. (or other jurisdictions where our service providers may maintain facilities). By using the illumend platform and providing your information, you consent to the transfer of your data to the United States for processing and storage.

We understand that privacy laws differ by country, and when we transfer or process data from individuals in other regions (such as the European Economic Area), we take steps to ensure appropriate safeguards. For example, we may rely on Standard Contractual Clauses or other legal mechanisms for international data transfers to ensure your personal information is protected to a standard commensurate with the privacy laws in your region.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Notice or as required by law. In practice, this means we keep your information for as long as your account is active or as long as needed to provide you with our services and operate our business (for example, to ensure compliance documentation is available, or to improve our AI models over time), plus a reasonable period thereafter for backup, archival, or auditing purposes. We may also retain information to comply with legal obligations, resolve disputes, or fulfill and/or enforce our agreements, which could extend up to ten years or beyond.

If you request deletion of your data (see User Rights above), we will delete or anonymize your personal information in accordance with applicable law. Unless we receive a deletion request, or unless a longer retention period is required or permitted by law, we may retain your data at our discretion to serve our legitimate business needs. When personal information is no longer necessary, we will securely dispose of it or irreversibly anonymize it. For instance, we may keep aggregated, non-identifiable data (which no longer contains personal information) for statistical analysis or system improvement purposes even after deletion of personal information.

Security Measures

We use generally accepted administrative, physical, and technical safeguards we believe are appropriate to safeguard the confidentiality and integrity of your personal information. Although we make reasonable efforts to protect personal information from loss, misuse, or alteration by third parties, you should be aware that there is always some risk involved in transmitting information over the Internet and storing information electronically. myCOI cannot and does not guarantee absolute security.

Children's Privacy

Our Services are intended for business use and are not directed to children under the age of 18. We do not knowingly collect personal information from anyone under 18 years old. Should we become aware that we have inadvertently collected personal information from a child under 18 without proper consent, we will take immediate steps to delete that information from our systems. If you believe a child under 18 may have provided us with personal information without parental approval, please contact us right away so that we can investigate and address the issue.

Changes to the Privacy Notice

We may update or modify this Privacy Notice from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes to the way we handle your personal information, we will notify you by appropriate means – for example, by emailing you (using the email address associated with your account) or by posting a prominent notice on our website or within the illumend application. We will also update the "Last Updated" date at the top of this Privacy Notice to indicate the effective date of the revisions.

We encourage you to review this Privacy Notice periodically to stay informed about how we are protecting your information. Your continued use of the illumend platform after any changes to this Privacy Notice constitutes your acknowledgment of the updated terms. If changes are significant, we may provide you with an opportunity to consent to the new practices, if required by law.

Contact Information

If you have any questions, concerns, or requests regarding this Privacy Notice or our handling of your personal information, please do not hesitate to contact us:

• Email: legal@illumend.com
• Address: MY COI, LLC (Legal Team)
  8520 Allison Pointe Blvd
  STE 223, PMB 49940
  Indianapolis, IN 46250
• Phone: 317-759-9426 *101

We are here to help and will respond to your privacy inquiries or requests as promptly as possible. Whether you need more information about our data practices or want to exercise your rights, you can reach out to us using the contact details above.