Field-Pro Privacy Policy

Field-Pro Technologies LLC and its applications—Field-Pro Performance, Field-Pro Select and Field-Pro Connect—do not sell, rent, trade, or disclose customer, prospect, lead, or applicant personal information to outside entities for those entities' own advertising, marketing, lead generation, or other independent commercial purposes.

Field-Pro Connect does not transmit customer or lead information to Meta, Facebook, or Instagram for advertising targeting, conversion reporting, or audience creation. This restriction applies to all Field-Pro applications.

Personal information may be processed by contracted technology providers only as necessary to operate the services, subject to appropriate confidentiality and data-processing obligations. Information may also be disclosed when legally required or specifically authorized by the appropriate data controller.

This commitment applies throughout this Privacy Policy. If any other statement in this Privacy Policy appears inconsistent with it, this commitment controls.

Field-Pro is operated by Field Pro Technologies LLC, a legal entity separate from Retirement Income Life.

For personal information that an organization's authorized users submit to Field-Pro in the course of their business, the subscribing organization generally determines the purposes and means of processing. The subscribing organization acts as the controller or business, and Field-Pro acts as a service provider or processor processing that information on the organization's documented instructions.

For account and technical information relating to a user's own registration and use of Field-Pro, Field-Pro acts as a controller or business.

Field-Pro does not sell personal information and does not share personal information for cross-context behavioral advertising, as described in “Our Commitment” above.

Organizations that use Field-Pro Select to recruit, or Field-Pro Connect to acquire clients, act as the controller or business for the applicant, lead and prospect information they collect, and Field-Pro acts as their service provider or processor.

The information processed through Field-Pro depends on the features that a user or organization chooses to use.

Account And Profile Information

When you create or use a Field-Pro account, we may process information such as:

• Name
• Email address
• Telephone number
• Organization or agency affiliation
• User role and permissions
• Profile information
• Account identifiers
• Authentication-related information
• Business and professional information

Authentication credentials may be processed through authentication providers used by Field-Pro rather than being directly accessible to Field-Pro personnel.

Business And Insurance Information

Users may enter, upload, import, or otherwise maintain business information within Field-Pro, including:

• Leads and prospects
• Client information
• Contact information
• Addresses
• Dates of birth
• Insurance carrier information
• Policy information
• Policy numbers
• Policy types and products
• Premium information
• Policy status
• Application, sale, issue, and effective dates
• Lead sources
• Appointment information
• Notes and follow-up information
• Sales and production information
• Agent and writing-agent information

Field-Pro is designed as a business-management platform. Organizations and users are responsible for determining what information they are permitted to enter into the Services and for complying with laws, regulations, contractual requirements, and carrier requirements applicable to their businesses.

Prohibited Information

Field-Pro is not designed or intended to receive or store protected health information, Social Security numbers, bank account numbers, credit-card numbers, or other financial account numbers.

Users must not enter, upload, import, transmit, or otherwise submit this information to the Services, including through an artificial intelligence feature.

By virtue of providing the Services as described in this Privacy Policy, Field-Pro is not acting as a business associate under the Health Insurance Portability and Accountability Act or as a financial institution subject to the privacy provisions of the Gramm-Leach-Bliley Act.

Users and subscribing organizations remain responsible for determining what information they may lawfully submit to Field-Pro and for complying with applicable requirements.

Activity And Performance Information

Field-Pro may process information relating to business activities and performance, including:

• Calls or dials
• Appointments
• Lead activity
• Sales activity
• Production
• Applications
• Agent activity
• Training activity and completion
• Rankings and performance metrics
• Actions and tasks
• Route and mileage-related activity

The specific information processed depends on the features used by the user or organization.

Registration, Subscription, and Billing Information

When an account or organization registers, enrolls, starts a trial, or subscribes, we may process registration details, organization details, trial and subscription status, product seats, invoices, and billing history. Payments are processed by our payment processor (Stripe). Field-Pro does not receive or store full payment-card numbers.

Applicant and Recruiting Information (Field-Pro Select)

When an organization uses Field-Pro Select, it may process information about people who apply or are recruited to become agents, which may include contact information, licensing status, work and professional history, recruiting-campaign source, interview notes and evaluations, recruiting-pipeline status, and assessment responses and results.

Lead-Generation and Advertising Information (Field-Pro Connect)

When an organization uses Field-Pro Connect, it may process information submitted by consumers through advertising lead forms, landing pages, or other lead sources (such as name, telephone number, email address, city, ZIP code, and form answers), together with campaign, advertisement, form, and source identifiers used to attribute each lead to an agent or campaign, and records of email and text communications and marketing-automation activity. This information flows into Field-Pro Connect for the organization's use; it is not sent back to Meta, Facebook, Instagram, or any other advertising platform.

Uploaded Images and Documents

Users may photograph or upload documents (for example, a lead card) for automatic reading. The image is stored privately for authorized users of the organization.

Technical And Usage Information

When you use Field-Pro, certain technical or operational information may be processed automatically, such as:

• Device or browser information
• Application activity
• Authentication events
• Error information
• Network or internet activity
• Other information necessary to operate, secure, diagnose, and maintain the Services

Categories Of Personal Information, Purposes, and Disclosures

Field-Pro may process identifiers, commercial information, professional or employment-related information, geolocation information, internet or network activity, and business-related inferences generated from information maintained in the Services.

These categories may be used to provide accounts, authentication, organizational administration, leads, clients, policies, appointments, production reporting, training, mapping, routing, mileage, security, support, and other requested Field-Pro functionality.

Information may be made available to authorized users of the applicable subscribing organization and to contracted technology providers only as necessary to operate the functionality requested by Field-Pro or its users.

Field-Pro does not sell personal information or share personal information for cross-context behavioral advertising, and does not disclose customer, prospect, lead, or applicant personal information to outside entities for their own purposes, as described in “Our Commitment.” Field-Pro does not collect sensitive personal information for the purpose of inferring characteristics about consumers.

We may use information processed through Field-Pro to:

• Provide and operate the Services
• Authenticate users
• Maintain user accounts
• Provide lead, client, and policy management
• Provide appointment and calendar functionality
• Calculate and display authorized production and performance information
• Provide dashboards and reporting
• Provide training and training-progress functionality
• Provide mapping, routing, and mileage-related functionality
• Provide communications and notifications
• Provide integrations requested by users
• Maintain organizational roles and permissions
• Provide customer and technical support
• Diagnose technical problems
• Protect the security and integrity of the Services
• Prevent unauthorized access or misuse
• Maintain and improve Field-Pro
• Comply with applicable legal obligations
• Provide one shared sign-in and account across the Field-Pro applications
• Process registration, trials, subscriptions, seats, and billing
• Provide recruiting, applicant evaluation, and assessment functionality (Field-Pro Select)
• Provide lead generation, advertising lead intake, lead attribution, and marketing automation (Field-Pro Connect)
• Prevent duplicate accounts and keep each person's account history accurate

We may also use information as otherwise disclosed at the time it is collected or with the user's authorization.

Field-Pro allows users to voluntarily connect supported Google services, including Google Calendar.

When you choose to connect your Google account, Google may ask you to authorize Field-Pro to access specific Google account information or functionality.

Field-Pro uses Google Calendar authorization only to provide the calendar functionality requested by the user, such as creating, synchronizing, updating, or otherwise managing Field-Pro appointment information in connection with the user's authorized calendar functionality.

Field-Pro does not sell information obtained through Google APIs.

Field-Pro does not use Google Calendar information obtained through Google APIs for advertising.

A user may disconnect Google Calendar from Field-Pro. Users may also manage or revoke third-party access through their Google account where available.

Field-Pro's use and transfer to any other application of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google's own services and handling of information are governed by Google's applicable terms and privacy policies.

Field-Pro may provide functionality allowing users to display or subscribe to their Field-Pro appointments through Apple Calendar or other calendar applications supporting compatible calendar subscriptions.

Depending on the functionality selected, a user may receive a private calendar subscription link or similar mechanism that permits a supported calendar application to display Field-Pro appointment information.

Users should treat private calendar subscription links as confidential because anyone who obtains a valid private link may potentially be able to access the calendar information made available through that link.

Apple and other third-party calendar providers operate independently of Field-Pro and are governed by their respective privacy policies and terms.

Certain Field-Pro features may use location information when the user chooses to enable or use functionality that requires location.

Examples may include:

• Displaying the user's current location
• Mapping leads or appointments
• Route planning
• Navigation-related functionality
• Mileage-related functionality

Where device permission is required, users control whether location permission is granted through their device or browser settings.

The location information processed and its duration depend on the specific feature being used and the user's permissions and settings.

Field-Pro is designed to support organizations with multiple users and different levels of authorized access.

Depending on a user's organization, role, permissions, reporting hierarchy, and the applicable Field-Pro feature, information may be accessible to authorized individuals within that organization, such as administrators or leaders.

Access to information may differ according to organizational configuration and permissions.

Users should understand that information entered into an organizational Field-Pro account may constitute business information of that organization and may be accessible to other authorized users according to the organization's structure and Field-Pro permissions.

Each organization's information is kept separate from other organizations' information. Within an organization, leaders and administrators may see the activity and production of agents in their reporting hierarchy (downline). An agent can see his or her own records and leaderboard rank but not other agents' detailed client, production, or activity records unless the agent's role permits it.

One Field-Pro account, identified by one email address, is used across the Field-Pro applications your organization authorizes. Field-Pro Performance manages sign-in, and the applications exchange sign-in confirmations so that you do not need a separate password for each application.

To operate one account across the ecosystem, the Field-Pro applications share account information that may include your account identifier, name, email address, telephone number, profile photo, organization, role, permissions, application access, and active status, along with changes to that information. These transfers use authenticated connections between the applications.

Business information may also move between applications when authorized by the organization, for example when a lead generated in Field-Pro Connect is assigned to an agent and made available in Field-Pro Performance, or when a recruited applicant in Field-Pro Select becomes a Field-Pro agent.

Information is not transferred from one organization to another as part of these exchanges.

Field-Pro may rely on third-party technology providers and integrations to operate portions of the Services.

These providers may support functions such as:

• Cloud infrastructure
• Database services
• Authentication
• Mapping and routing
• Calendar integration
• Communications
• Artificial intelligence features
• Application hosting
• Payment processing
• Email delivery
• Text messaging
• Advertising lead intake
• Technical monitoring and support

Information is provided to or processed by contracted technology providers only as necessary to provide the applicable functionality, subject to applicable agreements, permissions, and legal requirements.

Third-party services may also maintain their own privacy policies and terms.

Our principal service providers currently include: cloud hosting and database providers; Stripe (payment processing); Twilio (text messaging); our email-delivery provider; OpenAI (artificial-intelligence features); Google (Google Calendar, when a user connects it); mapping and geocoding providers; and Meta Platforms, solely as the source of lead-form submissions that an organization receives through Field-Pro Connect. No customer or lead information is transmitted to Meta, as described in “Our Commitment.”

Contracted technology providers process personal information only as necessary to operate the Services, subject to appropriate confidentiality and data-processing obligations, and may not use it for their own advertising, marketing, lead generation, or other independent commercial purposes.

Field-Pro may include artificial-intelligence-assisted features, including Coach RILey and other automated functionality.

Depending on the feature used, user inputs and relevant account or business context may be transmitted to third-party artificial intelligence service providers as necessary to generate the requested output or perform the requested functionality.

Users must not submit to an artificial intelligence feature:

• Protected health information
• Social Security numbers
• Bank, credit-card, or other financial account information
• Information that the user is not authorized to use
• Any other information prohibited under this Privacy Policy

Users should not intentionally submit information to an artificial intelligence feature unless they are authorized to use that information for that purpose.

Artificial-intelligence-generated information may contain errors and should not be treated as legal, tax, medical, underwriting, carrier, or other professional advice without appropriate independent verification.

Artificial-intelligence features are currently provided by OpenAI. Before a document photo is read by the Scan / Take Photo feature, Field-Pro records the user's acknowledgment. The image is sent to the artificial-intelligence provider to extract lead details. If the extracted results appear to contain prohibited information (such as Social Security, payment-card, or bank account numbers), those results are discarded and not saved. Field-Pro cannot detect prohibited information before an image is sent, so users must not photograph or upload documents containing it.

Information may be disclosed:

• To contracted technology providers, only as necessary to operate the Services
• To authorized users within the applicable organization
• When specifically authorized by the appropriate data controller (the user for the user's own account information, or the subscribing organization for information it controls)
• When necessary to provide a requested integration or functionality
• When reasonably necessary to protect Field-Pro, its users, or others
• When required by applicable law, legal process, court order, or governmental request
• Between Field-Pro applications as described in Section 7
• In connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable law

Field-Pro does not sell, rent, trade, or disclose customer, prospect, lead, or applicant personal information to outside entities for those entities' own advertising, marketing, lead generation, or other independent commercial purposes. Field-Pro does not share personal information for cross-context behavioral advertising.

Field-Pro does not sell Google API user data.

Organizations may use Field-Pro Connect in connection with advertising on Meta platforms (Facebook and Instagram) and to receive leads from Meta lead forms. When a person submits such a form, Meta sends the information entered on the form to Field-Pro Connect along with campaign, advertisement, and form identifiers used to attribute the lead. The lead may then be assigned to an authorized agent of the organization. Meta's handling of information that a person submits on Meta's platforms is governed by Meta's own privacy policy and terms.

Information flows in one direction only: from the lead form into Field-Pro Connect. Field-Pro Connect does not transmit customer or lead information to Meta, Facebook, or Instagram for advertising targeting, conversion reporting, or audience creation, and no other Field-Pro application does so.

Field-Pro may provide dialing, appointment, communications, and notification features.

Users and subscribing organizations are responsible for obtaining and maintaining any consent required by applicable law before making marketing calls or sending marketing text messages using or in connection with Field-Pro.

Consent to receive marketing calls or text messages should not be made a condition of purchasing a product or service where prohibited by applicable law.

Message frequency may vary. Message and data rates may apply.

Recipients should be provided appropriate mechanisms for opting out of applicable text-message programs, including replying STOP where supported.

The subscribing organization or other organization responsible for the communication is responsible for obtaining, documenting, maintaining, and relying upon required consent and honoring applicable opt-out requests.

Users should review any separate SMS terms and conditions applicable to a particular communication program.

Field-Pro lets authorized users send individual and group text messages, and Field-Pro sends automated texts and emails such as appointment reminders, follow-ups, account-security notices, and confirmation codes. Texts are delivered through our messaging provider and emails through our email-delivery provider. Field-Pro keeps records of messages, delivery status, consent status, and opt-out requests.

When a recipient replies STOP to a text sent through Field-Pro Performance, the opt-out is recorded, and Field-Pro Performance will not send further texts to that number from any organization using Field-Pro Performance until the recipient opts back in. Reply HELP for help.

Mobile telephone numbers and text-messaging consent information are not shared with third parties or affiliates for their marketing purposes.

Field-Pro uses administrative, technical, and organizational measures intended to protect information against unauthorized access, loss, misuse, or alteration.

No internet-based application, database, transmission method, or storage system can be guaranteed to be completely secure. Accordingly, Field-Pro cannot guarantee absolute security.

Field-Pro will address security incidents involving personal information in accordance with applicable legal obligations.

Users are responsible for protecting their account credentials, devices, private calendar links, and other methods used to access Field-Pro.

Users should promptly report suspected unauthorized access to their accounts.

Information may be retained based on factors including:

• The nature of the information
• The purpose for which the information was collected
• Requirements of the subscribing organization
• Contractual commitments
• Applicable statutes of limitation
• Applicable recordkeeping requirements
• Applicable insurance and regulatory requirements

Backups and technical records may persist after information is removed from active systems and may be retained according to applicable operational and security practices.

Deletion requests are subject to the rights of the applicable subscribing organization, applicable law, contractual requirements, and legitimate recordkeeping obligations.

Dated production, activity, policy, and audit records are kept as business records of the organization after an account is deactivated. When an account is deleted or combined with a duplicate account, its email address remains reserved to that account so that a duplicate account cannot be created. Records of text-message consent and opt-outs are kept as long as needed to honor opt-out requests.

Users may contact Field-Pro regarding account deactivation or requests concerning their information.

Because Field-Pro is an organizational business platform, certain information may belong to or be maintained on behalf of the user's organization.

Consequently, an individual user's request to delete information may be subject to the organization's rights, applicable record-retention obligations, contractual requirements, and applicable law.

Account deactivation does not necessarily require deletion of legitimate organizational business records.

Because one Field-Pro account is used across the Field-Pro applications, deactivating an account is intended to block sign-in to every Field-Pro application and end active sessions. Deletion requests are coordinated across the Field-Pro applications. On deletion, personal account details may be removed or anonymized while the organization's business records and their original attribution are kept.

Depending on the user's location and applicable law, users may have rights relating to their personal information, which may include:

• The right to know or access certain personal information
• The right to request correction of inaccurate personal information
• The right to request deletion, subject to applicable exceptions
• The right to data portability where applicable
• The right to opt out of certain sales or sharing where applicable
• Certain rights concerning sensitive personal information
• The right not to receive discriminatory treatment for exercising applicable privacy rights

Field-Pro does not sell personal information and does not share personal information for cross-context behavioral advertising.

Requests concerning personal information controlled by a subscribing organization should generally be directed to that organization.

Requests concerning account and technical information controlled directly by Field-Pro may be submitted to:

Robert.appel@theAppelteam.com

Field-Pro may need to verify the identity and authority of a person making a request before acting on it.

Authorized agents may submit requests on behalf of individuals where permitted by applicable law and subject to appropriate verification.

Field-Pro will respond to verified privacy requests within the time required by applicable law.

Where applicable law provides a right to appeal a decision concerning a privacy request, instructions for submitting an appeal will be provided with the decision.

Applicants in Field-Pro Select and leads or prospects in Field-Pro Connect whose information is controlled by an organization should generally direct requests to that organization. Field-Pro will assist the organization as its service provider.

Field-Pro and its service providers may use cookies, browser storage, session technologies, or similar mechanisms as necessary to:

• Provide authentication
• Maintain sessions
• Remember application preferences
• Protect security
• Operate the Services

Additional technologies may be used as Field-Pro evolves. Where required by applicable law, additional notice or choices may be provided.

The Services are intended for individuals 18 years of age or older and are designed for professional and business use.

The Services are not directed to children.

Field-Pro does not knowingly collect personal information directly from individuals under 18 through accounts intended for professional users.

If we become aware that personal information has been collected directly from a person under 18 in circumstances prohibited by applicable law, we will take appropriate steps to address the information.

Field-Pro is operated in the United States and is intended for users and organizations based in the United States.

Information processed through Field-Pro may be stored or processed in the United States and potentially in other locations where Field-Pro's service providers operate, subject to applicable law.

Field-Pro provides technology for insurance professionals and organizations.

Field-Pro does not replace an organization's or insurance professional's obligations concerning:

• Licensing
• Privacy
• Recordkeeping
• Carrier requirements
• Consumer disclosures
• Information security
• Insurance data-security laws
• Other regulatory requirements

Users and organizations are responsible for using Field-Pro in accordance with laws, regulations, carrier agreements, organizational policies, and professional obligations applicable to them.

We may update this Privacy Policy from time to time as Field-Pro, applicable laws, or our practices change.

When the Privacy Policy is updated, we may revise the Effective Date and Last Updated date shown at the top of this page.

For material changes, Field-Pro may provide notice by email, in-product notice, or another legally appropriate method. Where consent is required by applicable law, Field-Pro will seek that consent.

Questions, concerns, or requests regarding this Privacy Policy or Field-Pro's privacy practices may be directed to:

Field Pro Technologies LLC
Field-Pro
13451 McGregor Boulevard, Suite 29
Fort Myers, Florida 33919
Email: Robert.appel@theAppelteam.com
Phone: 919-946-6755
Website: https://field-pro.app