Privacy Policy

This site (trawickindex.com) is the internal proposal and policy-review platform of Trawick Financial Services. It is used by our licensed agents and staff, and by clients who receive a secure link to view a proposal prepared for them. This policy explains, in plain language, what information the platform collects and how it is used.

Information we collect

Agent accounts. Name, email address, username, phone number, National Producer Number (NPN), an optional profile photo and booking-calendar link, a securely hashed password, and two-factor sign-in settings. When you accept our terms or agreements, we keep a record of the name you typed, the date, and the device’s internet address and browser.

Client information. Details used to prepare a strategy proposal or annual policy review, and to keep a record of your relationship with your agent. For example: name, age or date of birth, state, contact details (email, phone, address), household and business details, financial figures, notes of meetings, and insurance policy information such as policy numbers, values and statements. This information comes from you, through your agent, and from the insurance companies that issued your policies, which provide policy statements and values to us as your agent’s agency. It does not come from your visit to this site. We do not collect Social Security numbers for clients.

Health information for underwriting. When an agent is preparing an insurance application, they may ask our underwriting assistant about an applicant’s medical history. Before that information is sent for processing or saved, identifying details such as names, contact details, Social Security, policy and record numbers, and birth dates are removed automatically. Medical details needed to answer the question are kept.

Contracting requests. If an agent submits a carrier contracting request, licensing details are sent securely to our licensing platform. We do not keep Social Security numbers on this site.

Collected automatically. A record of each sign-in attempt to an agent or staff account (date, time, internet address, and whether it succeeded), used for account security and abuse prevention, and a record of when a shared proposal link is viewed (date, time, and the verified email of the viewer). Our web server also keeps standard access logs (internet address, browser and page requested) for a short period.

How we use it

To prepare and deliver proposals and policy reviews, operate and secure agent accounts, send service emails (such as sign-in codes and notifications), and complete the quoting or contracting requests agents make. We do not use this information for advertising, and we never sell personal information.

Cookies

We use only essential cookies: your sign-in session, an optional “remember this device” cookie, and security tokens that protect forms. Your light/dark theme choice is stored in your own browser. This site has no advertising cookies and no third-party analytics or tracking. Some signed-in pages load fonts or a booking calendar from outside providers, which receive your browser’s internet address the way any website does.

Who we share information with

Service providers that run the platform for us: website hosting and encrypted backup storage, email delivery (including receiving policy statements that insurance companies email to us), the AI service that powers our assistants, a workflow tool our staff use to track contracting requests, and scheduling tools. Also the insurance companies, quoting and licensing platforms an agent asks us to work with. We share only what each provider needs to do its job, require providers to protect it, and otherwise disclose information only if the law requires it.

AI assistants

Our agents and staff use AI assistants. “Ask Lee” answers questions about proposals, products and underwriting; a separate assistant answers an agent’s questions about their own book of policies. What they type, and in the book assistant the relevant client and policy details, are sent to our AI service provider to generate an answer. Our provider does not use this information to train its models. For Ask Lee, identifying details are removed automatically before a question is sent or a conversation is saved. Conversations with the book assistant are not saved by us. The assistants are for our agents and staff only and are not offered to clients.

Security

All traffic is encrypted in transit (HTTPS). Passwords are stored hashed, signing in requires a second step (a code or an authenticator app), access is limited by role, backups are encrypted, and client proposal links are individually gated and expire automatically.

How long we keep information

Proposals, policy information and client records are kept for as long as your agent works with you and at least as long as insurance record-keeping rules require, which is generally at least five years after a policy ends. Records of sign-in attempts are kept for 180 days. Saved underwriting-assistant conversations are deleted 30 days after their last message, other saved assistant conversations after one year, and temporary copies of documents (such as expired shared-proposal files) within days. Deleted information can remain in our encrypted backups for up to 30 days. Our email provider keeps copies of messages for up to 30 days.

Your choices

You may ask us to show you, correct, or delete personal information we hold about you. Agents: contact your Trawick Financial Services administrator. Clients: contact the agent who prepared your proposal, or Trawick Financial Services directly.

Children

This platform is a professional tool. It is not directed to children under 13, and we do not knowingly collect information from them.

Changes

If this policy changes, we will post the updated version on this page with a new “last updated” date.