Privacy Policy

Sistema Ceha Insurance ("Sistema Ceha," "we," "us," or "our") respects your privacy and is committed to protecting personal information collected through sistemaceha.com (the "Site"), client portals, email, and offline interactions connected to our insurance agency services. This Privacy Policy explains what we collect, how we use and share it, your choices, and how we safeguard data.

1. Scope

This Policy applies to visitors, prospective clients, policyholders, beneficiaries, claimants, and business contacts who interact with Sistema Ceha in connection with personal, commercial, and employee benefit insurance products. Carrier partners and third-party administrators may have separate privacy notices governing data they process as controllers; we describe our role when sharing information with them.

2. Information We Collect

2.1 Information You Provide

• Contact and identity data: name, email address, phone number if voluntarily supplied, mailing preferences, and communication history.
• Insurance application data: date of birth, gender, occupation, income ranges, health history where relevant to life or disability lines, property details, vehicle identifiers, driver history, and beneficiary designations.
• Business information: entity name, industry, revenue bands, employee counts, payroll, and property schedules for commercial lines.
• Claims information: descriptions of loss, dates, locations, photos, repair estimates, medical treatment details when applicable, and third-party contact information.
• Payment-related data: partial account tokens or billing preferences when processed through approved payment vendors; we do not store full payment card numbers on our servers.
• Marketing preferences: subscription choices, content interests, and unsubscribe requests.

2.2 Information Collected Automatically

When you use the Site, we may collect device identifiers, browser type, operating system, referring URLs, pages viewed, time stamps, and approximate geographic location derived from IP address. We use cookies, web beacons, and similar technologies to remember preferences, measure performance, and prevent fraud. You can adjust browser settings to refuse cookies, though some features may not function properly.

2.3 Information from Third Parties

With authorization, we obtain motor vehicle records, property data, credit-based insurance scores where permitted, claims history reports, medical records for underwriting, and employment verification for group benefits. We may receive updated contact information from data hygiene vendors or marketing partners when allowed by law.

3. How We Use Information

• Provide quotes, bind coverage, endorse policies, and service renewals.
• Assist with claims reporting, investigation support, and recovery coordination.
• Communicate about policy changes, regulatory notices, and security alerts.
• Send educational content and promotional offers where consent or soft opt-in rules allow.
• Conduct analytics to improve Site usability, marketing effectiveness, and product design.
• Detect, investigate, and prevent fraud, misrepresentation, and cyber incidents.
• Comply with legal obligations, licensing requirements, audits, and court orders.
• Establish, exercise, or defend legal claims.

4. Legal Bases for Processing

Where privacy regulations require a legal basis, we rely on performance of a contract or steps prior to entering a contract (processing applications), compliance with legal obligations (recordkeeping, anti-fraud), legitimate interests (security, analytics, improving services) balanced against your rights, and consent for certain marketing or non-essential cookies when applicable.

5. How We Share Information

We share personal information only as needed to operate our agency:

• Insurance carriers and reinsurers for underwriting, policy issuance, premium billing, and claims payment.
• Third-party administrators and benefit platforms for group enrollment and eligibility updates.
• Service providers such as hosting, email delivery, document management, customer relationship tools, and payment processors bound by confidentiality agreements.
• Independent agents and brokers when co-brokering or transferring books of business with appropriate notices.
• Regulators and law enforcement when required to comply with law or to protect rights and safety.
• Professional advisors including auditors and attorneys under privilege where applicable.
• Business transfers in connection with mergers, acquisitions, or asset sales with safeguards requiring continued protection.

We do not sell personal information for monetary consideration. We may share limited data for joint marketing with carriers when you request quotes for their products.

6. Retention

We retain records according to state insurance department requirements, carrier agreements, and limitation periods for potential claims. Application data for policies not issued may be deleted or anonymized after a reasonable period unless retention is required for regulatory examinations. Marketing suppression lists are retained to honor unsubscribe requests indefinitely.

7. Security

We implement administrative, technical, and physical safeguards appropriate to the sensitivity of insurance data, including encryption in transit for the Site, role-based access controls, employee training, and vendor due diligence. No method of transmission or storage is completely secure; please use strong passwords and protect devices you use to access portals.

8. Your Choices and Rights

Depending on applicable law, you may have rights to access, correct, delete, or restrict processing of personal information, to data portability, and to object to certain processing including direct marketing. You may exercise marketing opt-out through the Unsubscribe page or links in emails. To submit privacy rights requests, use the Contact Us form and indicate "Privacy Request" in the subject line. We will verify identity before fulfilling requests and respond within statutory timeframes.

You may lodge complaints with your state insurance department or data protection authority where applicable.

9. Children's Privacy

The Site is not directed to children under sixteen, and we do not knowingly collect personal information from children except as necessary to list dependents on a guardian's policy with parental authorization.

10. International Transfers

Our systems and service providers may process data in countries other than your residence. When transferring data internationally, we implement appropriate safeguards such as standard contractual clauses or vendor certifications where required.

11. Sensitive Information

Health and financial information collected for underwriting and claims is treated as sensitive. We limit internal access to personnel with a business need and prohibit use for unrelated marketing without consent.

12. Automated Decision-Making

Carriers may use automated scoring for underwriting and pricing. We do not make solely automated decisions that produce legal or similarly significant effects without human review when required by law. You may request information about carrier scoring practices during the application process.

13. Changes to This Policy

We may update this Privacy Policy to reflect regulatory changes or new services. The effective date at the top will change when updates occur. Material changes will be highlighted on the Site or communicated to active clients when appropriate.

14. Cookie and Analytics Details

Essential cookies enable secure sessions, load balancing, and form submission. Analytics cookies help us understand aggregate traffic patterns; where required, we obtain consent before placing non-essential cookies. You may withdraw cookie consent by clearing browser storage or using opt-out tools provided by analytics vendors listed in our cookie notice updates.

We do not respond to Do Not Track signals uniformly because industry standards remain evolving; instead, we honor opt-out preferences submitted through our privacy request process where legally mandated.

15. Data Breach Notification

If a security incident compromises personal information, we will notify affected individuals and regulators as required by applicable breach notification laws, describing the nature of the incident, categories of data involved, steps we are taking, and recommended protective actions you may consider.

16. Deidentified and Aggregated Data

We may create deidentified or aggregated datasets that cannot reasonably identify you. We may use and share such datasets for research, benchmarking, and service improvement without restriction, provided reidentification is prohibited by contract and technical controls.

17. Contact

For privacy questions or to exercise your rights, contact us through the Contact Us form. Designate "Privacy" in your message so we can route it to our compliance team promptly.