Privacy Policy

1. Introduction

MedaSynq Technologies ("MedaSynq," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

We handle sensitive personal and health-related information in connection with life insurance policies. We take our responsibility to protect this information seriously and maintain HIPAA compliance for all protected health information (PHI).

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Identity Information: Name, date of birth, Social Security Number (last 4 digits or full), government-issued ID
• Contact Information: Email address, phone number, mailing address
• Financial Information: Payment card information, billing address (processed securely through Stripe)
• Account Information: Username, password, account preferences

2.2 Insurance-Related Information

To provide our services, we collect information about:

• Life insurance policies (carrier, policy number, face value, beneficiaries)
• Claim-related information (death certificates, beneficiary status, claim forms)
• Information about deceased individuals (for claim processing purposes)

2.3 Estate Planning Information

When you use our Estate Planning features, we collect:

• Estate document content (wills, trusts, powers of attorney, advance directives)
• Property information (address, estimated value)
• Information about heirs, beneficiaries, executors, trustees, and healthcare proxies
• Asset information you provide for estate planning purposes

2.4 Technical Information

We automatically collect certain technical information:

• IP address and device identifiers
• Browser type and version
• Operating system
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve our Services
• Process your subscriptions and payments
• Communicate with insurance carriers on your behalf
• File and track insurance claims
• Prepare, store, and facilitate execution of estate planning documents
• Connect you with licensed real estate professionals when property is part of an estate matter
• Send you service updates, notifications, and important information
• Respond to your inquiries and provide customer support
• Comply with legal obligations
• Detect, prevent, and address fraud or security issues
• Analyze usage patterns to improve our Services

4. SMS/Text Messaging

If you provide your phone number and consent to receive SMS messages, we may send you text messages related to your account and claim status. By opting in to SMS communications, you agree to the following:

4.1 Types of Messages

We may send SMS messages for:

• Claim status updates and notifications
• Insurance quote and application reminders and status updates
• Account security alerts and verification codes
• Important service announcements
• Reminders about required actions or documents
• Responses to your inquiries

4.2 Message Frequency

Message frequency varies based on your account activity and claim status. You may receive multiple messages per week during active claim processing, or fewer during inactive periods.

4.3 Opting Out

You can opt out of SMS messages at any time by texting STOP to any message you receive from us. After opting out, you will receive a confirmation message and will no longer receive SMS communications from MedaSynq. Note that opting out of SMS does not affect email communications or your account status.

4.4 Help

For help with SMS messages, text HELP to any message you receive from us, or contact us at support@medasynq.com.

4.5 Carrier Fees

Message and data rates may apply. Your mobile carrier's standard messaging rates will apply to any SMS messages you receive. MedaSynq is not responsible for any charges from your mobile carrier.

4.6 SMS Service Provider

We use Twilio, a trusted third-party service provider, to deliver SMS messages. Your phone number may be shared with Twilio solely for the purpose of delivering messages to you.

Mobile opt-in data and text-message consent are never shared with third parties or affiliates for marketing or promotional purposes.

5. How We Share Your Information

We may share your information with:

5.1 Insurance Carriers

With your authorization, we share information with insurance carriers as necessary to obtain quotes, submit applications, manage your policies, and process claims. This is a core function of our service. A carrier with whom we share your information may contact you directly regarding your application or coverage. When you begin an application for a carrier's product, that carrier's separate privacy policy and terms of use also apply. Review those documents before submitting your application.

5.2 Service Providers

We use trusted third-party service providers who assist us in operating our Services:

• Insurance technology partners: Multi-carrier quoting and electronic application processing
• Stripe: Payment processing (PCI-DSS compliant)
• Amazon Web Services: Cloud hosting and data storage (HIPAA-eligible services)
• SendGrid: Email communications
• Twilio: SMS and voice communications
• BoldSign: Electronic document signing for authorization forms and estate documents
• Proof.com: Remote online notarization services
• RentCast: Property valuation data used to estimate home values in estate matters
• Meta (Facebook and Instagram) and Google: Advertising measurement, described in 5.4 below

5.4 Advertising Measurement

When you start or submit an insurance quote or application through our website, we share information about that step with Meta (Facebook and Instagram) and Google so that we can measure and improve our advertising. We do this whether or not you reached us from an ad.

What we share: your email address and phone number in hashed form (scrambled with SHA-256 before they leave our systems), and for Meta, your name in the same hashed form; which step you reached (for example, viewing quotes, providing your contact details, completing an application, or a policy being issued) and when it happened; when you view prices, the estimated monthly price shown to you and your state; and, when a policy is issued, its annual premium as the value of that event. If you arrived from one of their ads, we may also share the click identifier that platform attached to your visit and, for Meta, your IP address and browser information from that visit.

What we do not share: your health answers, Social Security number, date of birth, or the carriers and plans you were shown. If you reached us from an ad in ChatGPT, we share similar step information with OpenAI (a hashed email address where you gave one, your state, and your IP address and browser information from that visit), as also described in Section 5.6. SMS opt-in data and text-message consent are excluded from all advertising-measurement sharing.

This may be considered "sharing" for cross-context behavioral advertising or "targeted advertising" under some state privacy laws. If your browser sends the Global Privacy Control or Do Not Track signal when you use our insurance quote tool, we honor it and share nothing about your quote or application with Meta or Google. You can also opt out by emailing support@medasynq.com.

5.3 Real Estate Professionals

If you use our Estate features and your estate involves real property, we may share your contact information and property details with a licensed real estate professional in your area to facilitate a referral. You will be notified before any such referral is made and may decline.

5.4 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

5.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5.6 Optional ChatGPT Insurance Advertising Measurement

If you arrive through a ChatGPT ad and choose to allow this measurement, we may tell OpenAI that an online insurance application was completed and when it was completed. We send the ad's click reference, a unique event reference, and our insurance-start page address without query parameters. OpenAI can connect this event to your ad click; this is not anonymous measurement.

This completion event does not include your name, email, phone number, IP address, browser details, raw application number, answers, health information, coverage amount, or premium. Click associations expire after 30 days. We remove them after delivery or expiry; scheduled cleanup retries any failed removal. Limited delivery records may remain to prevent duplicate events.

This measurement requires your separate choice below. Using the site, agreeing to an application, or agreeing to calls or texts does not turn it on. You can decline without affecting quotes or applications. Your browser choice expires after 30 days. Turning it off stops future sends for that browser; it cannot recall events already delivered. A Global Privacy Control or Do Not Track signal also turns this measurement off. These controls do not change other advertising settings.

We do NOT sell your personal information to third parties.

You may decline to have your information shared with an insurance carrier by choosing not to use our Services or by not authorizing a particular application; in that case, we will not be able to obtain a quote, submit an application, or service a policy on your behalf.

6. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access controls limit who can view sensitive information
• Secure Infrastructure: We use AWS infrastructure with HIPAA-eligible services
• Regular Audits: We conduct regular security assessments and penetration testing
• Employee Training: Our team receives regular privacy and security training

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

Saved online life-insurance drafts before a carrier application is created have a recorded expiration deadline, normally 24 hours after creation. Depending on the configured draft retention period, a new draft may be available for up to 30 days. We show its deadline when you save or return to it. Returning or saving more answers does not extend that deadline, and expired drafts cannot be resumed. Quote prices and secure access links can expire sooner. Existing carrier applications, whether submitted or unfinished, consent records and legally required records have separate retention requirements.

We retain your information for as long as:

• Your account remains active
• Necessary to provide our Services to you
• Required by law or regulation
• Needed to resolve disputes or enforce our agreements

For insurance-related records, we may retain information for extended periods as required for claim processing and regulatory compliance (typically 7-10 years after account closure).

8. Your Rights and Choices

You have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Portability: Request a portable copy of your data
• Opt-Out: Opt out of marketing communications at any time
• Targeted Advertising Opt-Out: Opt out of the advertising measurement sharing described in Section 5.4 by enabling the Global Privacy Control or Do Not Track signal in your browser or emailing us
• Revoke Authorization: Revoke authorization for us to act on your behalf

To exercise these rights, please contact us at support@medasynq.com.

Your Privacy Choices

You can stop us from sharing information with Meta and Google for advertising (see Section 5.4) in either of two ways:

• Turn on Global Privacy Control or Do Not Track in your browser. When your browser sends either signal, our site does not load the Meta, Google or OpenAI advertising tags, and we share nothing about your insurance quote or application with Meta or Google. Some browsers send Global Privacy Control by default; others offer it as a setting or an extension. It applies to the browser you use, so turn it on in each browser you use with us.
• Email us at support@medasynq.com and ask us to stop. Tell us the email address or phone number you used with us. We will record your request and stop sharing information about your insurance quotes and applications with Meta and Google. Your request stays in place; it is not undone later.

Either choice only affects advertising. It does not change your quotes, your application, or how we help you.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect and how it is used
• Right to delete your personal information
• Right to opt-out of the "sale" of personal information (we do not sell your data)
• Right to opt-out of the "sharing" of personal information for cross-context behavioral advertising, described in Section 5.4. We honor the Global Privacy Control or Do Not Track signal as a request to opt out, or you can email support@medasynq.com (see "Your Privacy Choices" in Section 8)
• Right to non-discrimination for exercising your privacy rights

10. Cookies and Tracking

We use cookies and similar tracking technologies to improve your experience. You can control cookies through your browser settings. Essential cookies required for the Services to function cannot be disabled.

Types of cookies we use:

• Essential: Required for basic functionality (authentication, security)
• Functional: Remember your preferences and settings
• Analytics: Help us understand how you use our Services
• Advertising: Set by the Meta, Google and OpenAI tags on our pages to measure the results of our ads (see Section 5.4). These tags are not loaded when your browser sends the Global Privacy Control or Do Not Track signal. You can also block them through your browser settings.

11. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. International Users

Our Services are operated in the United States. If you access our Services from outside the U.S., your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our Services after changes constitutes acceptance of the updated policy.

14. Contact Us

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