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Privacy Policy

RACKS INSURANCE AGENCY LLC — PRIVACY POLICY

Effective Date: January 13, 2026 Last Updated: January 13, 2026

INTRODUCTION

Racks Insurance Agency LLC ("Racks Insurance," "Company," "we," "us," "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy ("Policy") describes how we collect, use, disclose, retain, and protect information when you use the Racks mobile application ("App"), the Passport platform, the racksinsurance.com website, and all related services (collectively, the "Services").

This Policy applies to:

BY ACCESSING OR USING THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTOOD THIS PRIVACY POLICY. If you do not agree with our data practices, please do not use the Services.

SECTION 1: INFORMATION WE COLLECT

1.1 Information You Provide Directly

Account Information: When you create an account, we collect:

Business and Project Information: When you use the Services, you may provide:

Insurance Application Information: When you request insurance quotes or coverage, we collect:

Payment Information: If you make payments through the Services, we collect:

1.2 Subcontractor and Third-Party Data

Certificates of Insurance (COIs) and Insurance Documents: When you upload Certificates of Insurance or other insurance documents regarding subcontractors or third parties, we collect information contained in those documents, including:

Subcontractor Contact Information: When you add subcontractors to Passport, you may provide:

Important Notice Regarding Third-Party Data: By uploading information about subcontractors or other third parties, you represent and warrant that you have the right to share such information with us for the purposes described in this Policy, and that doing so does not violate any contractual obligation or applicable law.

1.3 Information Collected Automatically

Device and Usage Information: When you use the Services, we automatically collect:

Location Information: With your consent, we may collect approximate location information based on your IP address or device settings. We do not collect precise GPS location.

Cookies and Similar Technologies: Our website uses cookies, pixels, and similar technologies to:

You can control cookie preferences through your browser settings. Disabling cookies may affect website functionality.

1.4 Information from Third Parties

We may receive information about you from:

SECTION 2: HOW WE USE YOUR INFORMATION

2.1 Providing the Services

We use your information to:

2.2 Insurance Advisory and Underwriting Services

As a licensed Florida insurance agency, we use your information to:

Notice: Our review of your data, including uploaded COIs and gap analysis results, for the purpose of identifying insurance needs and recommending coverage constitutes insurance advisory services provided under our Florida 2-20 license.

2.3 Risk Management and Loss Control

We use aggregated and anonymized data to:

2.4 Communications

We use your contact information to:

2.5 Legal and Compliance Purposes

We use your information to:

2.6 Business Operations

We use your information to:

SECTION 3: HOW WE SHARE YOUR INFORMATION

3.1 Insurance Carriers and Underwriters

When you request insurance quotes or coverage, we share your information with insurance carriers and their authorized representatives for the purpose of underwriting, policy issuance, and claims handling. This is necessary to provide insurance services and is a standard practice in the insurance industry.

3.2 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

Our service providers are contractually obligated to use your information only to provide services to us and to maintain appropriate security measures.

3.3 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

3.4 Subcontractor Communications

When you invite subcontractors to upload documents through Passport, we share limited information (your business name, project name, and document requests) with those subcontractors to facilitate the compliance process.

3.5 Aggregated and Anonymized Data

We may share aggregated, anonymized, or de-identified data that cannot reasonably be used to identify you with third parties for research, marketing, analytics, and other purposes.

3.6 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order, subpoena, or government agency request).

3.7 Protection of Rights

We may disclose information when we believe disclosure is necessary to:

3.8 Business Transfers

IMPORTANT — PLEASE READ CAREFULLY:

In the event of a merger, acquisition, reorganization, bankruptcy, asset sale, spin-off of technology assets, or other business transfer, your information (including Account Information, Subcontractor Data, Gap Analysis history, and all other data collected through the Services) may be transferred to the successor entity, acquiring party, or new technology affiliate.

You acknowledge and consent to the following:

This provision is intended to allow for the continued operation of the Services and protection of your data in the event of corporate changes, including the potential separation of our technology platform into a distinct entity.

SECTION 4: DATA RETENTION

4.1 Regulatory Retention Requirements

Racks Insurance Agency LLC is a licensed insurance agency subject to Florida insurance regulations. Florida Statute § 626.561 and related regulations require us to retain records of insurance transactions, advisory services, and related communications for a minimum of five (5) years.

The following data is subject to this regulatory retention requirement:

We cannot delete this data upon request until the statutory retention period has expired, even if you close your account or request deletion.

4.2 General Retention Practices

For data not subject to regulatory retention requirements, we retain your information for as long as:

4.3 Retention of Subcontractor Data

Certificates of Insurance and subcontractor compliance data uploaded to Passport are retained for the longer of:

4.4 Account Deletion

If you request account deletion:

SECTION 5: SUBCONTRACTOR DATA RIGHTS AND LICENSE

5.1 License to Use Subcontractor Data

By uploading Certificates of Insurance, compliance documents, or any data regarding subcontractors or third parties ("Subcontractor Data"), you grant Racks Insurance Agency LLC a non-exclusive, royalty-free, worldwide license to:

(a) Host and store Subcontractor Data on our servers and those of our service providers;

(b) Process and analyze Subcontractor Data using automated systems, including AI and OCR technology, to extract coverage information;

(c) Display Subcontractor Data to you and authorized users within your organization;

(d) Use Subcontractor Data to provide compliance tracking, gap analysis, and related Services;

(e) Create anonymized and aggregated data derived from Subcontractor Data for risk modeling, industry analytics, and service improvement purposes;

(f) Retain Subcontractor Data as required by applicable law and this Policy.

5.2 Your Representations Regarding Subcontractor Data

By uploading Subcontractor Data, you represent and warrant that:

(a) You have the right to share such information with us;

(b) Your upload of Subcontractor Data does not violate any agreement with the subcontractor or applicable law;

(c) You will use the compliance information we provide only for legitimate business purposes;

(d) You understand that we may contact subcontractors regarding their uploaded documents or insurance needs.

5.3 Subcontractor Rights

Subcontractors whose information is uploaded to Passport may contact us at team@racksinsurance.com to:

Subcontractors should direct deletion requests to the user who uploaded their information, as that user controls whether to maintain compliance tracking for their projects.

SECTION 6: DATA SECURITY

6.1 Security Measures

We implement reasonable administrative, technical, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, and destruction. These measures include:

Technical Safeguards:

Administrative Safeguards:

Physical Safeguards:

6.2 Florida Information Protection Act (FIPA) Compliance

In accordance with the Florida Information Protection Act (F.S. § 501.171), we implement reasonable measures to protect and secure "Personal Information" as defined under Florida law. This includes information contained in Certificates of Insurance that may identify individual sole proprietors, such as names and addresses.

6.3 Breach Notification

In the event of a data breach affecting your Personal Information, we will:

6.4 Limitations

While we implement reasonable security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You acknowledge and accept this inherent limitation.

You are responsible for:

SECTION 7: COMMUNICATIONS AND CONSENT

7.1 Transactional Communications

By creating an account, you consent to receive transactional communications necessary to provide the Services, including:

You cannot opt out of transactional communications while maintaining an active account.

7.2 Marketing Communications

With your consent, we may send marketing communications about:

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

Opting out of marketing communications does not affect transactional messages.

7.3 Telephone and SMS Communications

TCPA Consent: By providing your phone number and creating an account, you expressly consent to receive communications from Racks Insurance Agency LLC via:

Message frequency varies. Message and data rates may apply.

Opt-Out of Calls/Texts: You may revoke consent to receive calls or texts at any time by:

Opting out may affect our ability to provide certain compliance alerts and time-sensitive notifications.

7.4 Push Notifications

The App may send push notifications regarding compliance alerts, document requests, and other matters. You can control push notification preferences through your device settings.

SECTION 8: YOUR RIGHTS AND CHOICES

8.1 Access and Correction

You may access and update your account information at any time through the App or by contacting us. You are responsible for maintaining accurate information.

8.2 Data Portability

Upon request, we will provide you with a copy of your personal data in a commonly used, machine-readable format, subject to regulatory retention limitations.

8.3 Deletion Requests

You may request deletion of your account and personal data by contacting us at team@racksinsurance.com. As described in Section 4, certain data is subject to mandatory regulatory retention and cannot be deleted until the retention period expires.

8.4 Do Not Track

Our Services do not currently respond to "Do Not Track" browser signals. However, you can control tracking through cookie settings and browser preferences.

8.5 Exercising Your Rights

To exercise any of your rights, please contact us at:

We will respond to requests within thirty (30) days, or as required by applicable law.

SECTION 9: CHILDREN'S PRIVACY

The Services are intended for business use and are not directed to individuals under the age of eighteen (18). We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information promptly.

SECTION 10: THIRD-PARTY LINKS AND SERVICES

The Services may contain links to third-party websites or integrate with third-party services. This Policy does not apply to third-party sites or services. We encourage you to review the privacy policies of any third-party sites you visit.

SECTION 11: CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

Notification of Changes:

We encourage you to review this Policy periodically.

SECTION 12: CONTACT INFORMATION

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

Racks Insurance Agency LLC 77 W Lamb Dr. Santa Rosa Beach, FL 32459

Email: team@racksinsurance.com Phone: (850) 630-6945 Website: racksinsurance.com

Florida Insurance License No.: G304846

SECTION 13: ACKNOWLEDGMENT

BY USING THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTOOD THIS PRIVACY POLICY AND CONSENT TO THE COLLECTION, USE, DISCLOSURE, AND RETENTION OF YOUR INFORMATION AS DESCRIBED HEREIN.

Document Version: 1.0 Effective Date: January 13, 2026 Last Reviewed: January 13, 2026

This document should be reviewed by qualified legal counsel before

Questions about this policy?

If you have any questions about this document, please reach out.

hello@racks.com