Privacy Policy

1. Introduction

Proximity Protect LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our insurance services.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide to us when you:

• Request an insurance quote or purchase a policy
• Create an account on our platform
• Subscribe to our newsletter or marketing communications
• Contact us for customer support
• Fill out forms on our website

This information may include: name, email address, phone number, mailing address, company name, workspace location, payment information, and other information necessary to provide insurance coverage.

2.2 Automatically Collected Information

When you access our website, we automatically collect certain information, including:

• IP address and device information
• Browser type and version
• Pages visited and time spent on pages
• Referring website addresses
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our insurance services
• To process transactions and send policy confirmations
• To communicate with you about your policy, claims, or account
• To send marketing communications (with your consent)
• To respond to your inquiries and provide customer support
• To detect, prevent, and address technical issues or fraud
• To comply with legal obligations and regulatory requirements
• To analyze usage patterns and improve our website and services

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Carrier and surplus lines broker: With Old Republic Union Insurance Company (NAIC #31143), the non-admitted carrier that underwrites your policy, and with One80 Intermediaries, Inc. (d/b/a Access One80), the Colorado-licensed surplus lines broker that places your coverage with the carrier. These parties receive the application data, certificate-of-insurance details, and any claims information necessary to bind, service, and pay claims on your policy.
• Building / landlord: Where you bind coverage at a specific workspace, your certificate of insurance (including business name, policy number, term dates, and coverage limits) is delivered to that building's compliance contact and may be saved to their property-management system.
• Service Providers (Sub-Processors): Third parties that process personal data on our behalf, each under contract limiting their use of your data to the services they provide to us. Our current sub-processors are listed in Section 4.1 below.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• Legal Requirements: When required by law, court order, regulatory request from a state insurance department, or government investigation.
• Consent: With your explicit consent for specific purposes.

We do not sell your personal information to third parties. See our Surplus Lines Disclosures for more on the carrier and broker relationship.

4.1 Sub-Processors

We engage the following third-party sub-processors to help us operate our services. Each processes personal data only as needed to provide its service to us and under contractual data-protection obligations:

We may update this list as our service providers change. Material changes will be reflected here with an updated "Last Updated" date.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure server infrastructure
• Regular security assessments and audits
• Access controls and authentication procedures
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5A. Automated Processing & Artificial Intelligence

We use artificial intelligence (AI) and automated processing to operate and improve our services. Specifically, we use AI to:

• Verify workspaces: assess whether a claimed coworking or flex-office address is a legitimate shared workspace.
• Review documents: extract and summarize information from certificates of insurance, declaration pages, and related documents you or a broker provide.
• Assist communications: draft, review, and route emails and notifications between you, brokers, and our team.

To provide these features, relevant information may be sent to our AI service provider, Anthropic, PBC, which processes it on our behalf under contractual data-protection terms and does not use your data to train its models. AI outputs are used to assist our team and workflows — they do not solely determine whether coverage is issued, priced, or a claim is paid. A human remains involved in material decisions about your policy. If you have questions about automated processing that affects you, contact us at info@proximityprotect.com.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us:

• Remember your preferences and settings
• Understand how you use our website
• Improve website functionality and performance
• Deliver personalized content and advertisements

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

7. Your Privacy Rights

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

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request a copy of your data in a portable format
• Opt-Out: Unsubscribe from marketing communications at any time
• Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us at info@proximityprotect.com or submit a data removal request.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Insurance-related information is typically retained for at least 7 years to comply with regulatory requirements.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

13. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt-out of the sale of your information (we do not sell personal information).