Privacy Policy

M3 Multimedia LLC DBA Agent on Record (“Agent on Record,” “we,” “us”) operates agentonrecord.com, a profile hosting service for licensed insurance agents. This policy explains what information we collect, why we collect it, and the choices you have.

Three commitments, stated up front so the detail below has context:

• We do not sell personal information, and we will not. Not to advertisers, not to data brokers, not as part of any partnership. If that ever changed, this policy would say so before it happened, and you would be told directly.
• The only information about you that is public is what you choose to have public. Your profile shows what you chose to publish, and nothing else we hold about you (your account details, billing, messages, analytics) is ever visible to anyone but you and us. New profiles are also listed in our Find an Agent directory by default, and you can remove yourself from it in your dashboard at any time without affecting your profile.
• Advertising data is for measuring our own ads, and nothing else. What we send to Meta (described plainly in Advertising and analytics) is used to measure whether Agent on Record's own advertising works. We do not use it to build profiles of visitors, to target people who viewed an agent's page, or for any purpose beyond measuring our own campaigns.

Want to know what we hold about you? Email support@agentonrecord.com and ask. A person reads that inbox, and we will tell you what we have, correct it, or delete it on request.

• Identity and contact details: name, email address, phone number
• Professional details: National Producer Number (NPN), years licensed, licensed states, license types, broker or agency affiliation, carrier appointments, specialties, languages, and your bio
• Your headshot photo, which we enhance for use on your profile if you ask us to
• Any license documentation you upload for license verification
• Client testimonials you choose to submit (first name, location, and quote only)
• Payment records processed by Stripe; we never see or store full card numbers
• Authentication data: a password hash, or, if you use a passkey, the public key and credential identifier your device registers with us
• A record of the authorizations you give us during signup, including the exact wording you were shown, the date and time, your IP address, and your browser's user agent string. We keep this because an authorization is only meaningful if we can show what you agreed to and when.

About passkeys. If you sign in with a passkey, your fingerprint, face scan, or device PIN is checked by your own device and never leaves it. We receive only a public key and a credential identifier. We do not collect, store, or have any access to biometric data.

This section covers consumers and clients, not agents. If you visit an agent or agency profile on this platform, we collect:

• What you type into a contact form (name, email, phone, message), which is delivered to that agent
• Page view and interaction events tied to the profile you visited: that a view occurred, that a contact form was submitted, that a profile link was shared or emailed. These are counts and events, not identities. We do not know who you are from a profile view.
• A session identifier, a referral code if you arrived through an agent's referral link, and campaign parameters from the link you followed (for example utm_source or fbclid), each stored in a cookie on your own browser
• If you arrived through one of our own short links (for example agentonrecord.com/linkedin), which link it was. That short link is on this same domain and sends you straight to a page here; it does not pass you through any other company. We record that the click happened, which page it led to, and whether it later led to someone starting an account, all against the session identifier above and never against your name, email, IP address, or any identifier that would follow you to another website
• If you submit a review through an invitation you received: your first name, your rating, your written review, and your choice about whether it may be posted publicly
• If an agent texts you through the platform: your phone number, supplied by that agent, and a record of the message we sent on their behalf

We do not collect Social Security numbers, health information, or other sensitive personal data, and our forms are designed not to request them.

We run advertising tracking on this site, and it is worth being direct about exactly what that means.

Agent on Record advertises on Meta (Facebook and Instagram). To measure whether those ads work, we use two Meta tools: the Meta Pixel, which runs in your browser, and the Meta Conversions API, which sends the same kind of information from our server. Both report to Meta.

What the Pixel does in your browser. On every page of this site, we load Meta's script and record a page view. Meta's script sets a cookie identifying your browser (_fbp). If you arrived by clicking a Meta ad, we also store the click identifier from that link in a cookie (_fbc) for 90 days. These are advertising cookies. An earlier version of this policy said we did not use any, which was wrong.

What our server sends to Meta. Three events, and nothing else:

• Page view, on every page load. We send the page address, your IP address, your browser's user agent string, and the two cookie identifiers above. No name, email, or phone is attached to this event.
• Lead, once, when an account is created. We send a one way scrambled (SHA-256 hashed) version of the email address and of the internal account identifier, plus the cookie identifiers, IP address, and user agent.
• Purchase, when a subscription checkout completes. We send hashed email, hashed phone number, hashed account identifier, the cookie identifiers, and the amount paid.

What is hashed and what is not. Email addresses, phone numbers, and account identifiers are hashed before they leave our server, so we do not transmit them in readable form. Your IP address and browser user agent are sent as they are, not hashed, because Meta requires them in that form. Hashing is not anonymization: Meta can match a hashed email against its own records if the same address is on file there. We are telling you this plainly rather than describing the data as anonymous, because it is not.

Why we do it. Solely to measure our own advertising: how many people saw the site, how many created an account, and how many subscribed. We do not use it to build profiles of consumers, we do not run ads targeting people who visited an individual agent's profile, and we do not receive information about you from Meta in return.

How to stop it. There is currently no on/off switch on this site, and we would rather say so than imply otherwise. What does work today:

• Browser settings or an extension that blocks third party scripts and cookies will stop the Pixel from loading and prevent the cookie identifiers from being set
• Most browsers let you block or delete cookies for a single site, which clears _fbp and _fbc
• Meta's own account settings control how activity reported by businesses is used for your ad experience
• Email us at the address at the foot of this page and we will process the request manually

We also keep our own internal counts of profile views and site usage, separately from Meta. Those counts are what an agent sees in their dashboard, and they never identify individual visitors.

Messages we send to agents. If you have an account and have not opted out, we may text you about your account: a new review, a billing problem, or a change to your profile. This is transactional, never marketing. You choose this during signup and can turn it off in your dashboard or by replying STOP to any message. Message and data rates may apply.

Messages an agent sends to you. Agents on paid plans can send a client their profile link or a review request by text, through our messaging provider. When that happens, the agent supplies the phone number and we transmit a pre written, platform branded message on their behalf. We keep a record of the send. Replying STOP opts you out. The agent, not Agent on Record, is responsible for having your permission to contact you in the first place.

Our messages are sent over a registered 10DLC campaign, the carrier registration required for business text messaging in the United States. Message content is generated from fixed templates; there is no free typing surface for agents in the messaging tools.

If you are an agent. The CRM tab lets you connect a GoHighLevel account or upload a spreadsheet, so the people you look after sit beside the tools you use to message them. We store six things per contact plus their tags: first and last name, phone number, email address, birthday and pipeline stage.

We do not store notes, and that is enforced, not promised. We never ask a connected CRM for notes, our database has no column to put them in, and a notes column in an uploaded spreadsheet is dropped during import and reported back to you. Any other free text about a client is treated the same way. It is the single largest category of sensitive information a CRM holds, and we decided the safest place for it is not with us.

If you are a client of an agent. Your agent may have brought your contact details here from their own CRM or spreadsheet. We use them for one thing: letting that agent see their client list and text you the messages described above. We do not market to you, we do not sell your information, we do not share it with other agents, and we do not build a profile of you across agents.

How long we keep it. Contact information follows the agent's account. It is locked when their account lapses, archived when their account is archived, and deleted when their account is deleted. An agent who disconnects GoHighLevel has the synced contacts removed from us at that moment, and an agent can export and delete their list themselves at any time. If you want to know whether an agent holds your details here, or want them removed, write to support@agentonrecord.com and we will deal with it directly.

Reviews on this platform can only be left by someone an agent invited directly. There is no open review form, and nobody can review an agent they were not invited by.

If you submit a review, you decide whether it is posted publicly. If you choose to post it, your first name, your rating, and your words appear on that agent's public profile, and the agent may publish a reply beneath it. If you choose not to post it, the agent still receives your feedback privately.

You keep ownership of what you write; posting it publicly gives us permission to display it on the profile. An agent cannot edit or delete your review. An agent may ask us to remove one, and we remove a review only where there are grounds to, for example if it is not from a real client, or contains personal information or abuse. Rating alone is never a ground for removal, and a review is never hidden or reordered because it is negative.

• To build, host, and maintain your public profile page
• To verify your license, using the documentation you provide
• To communicate with you about your account, your profile, and renewals
• To deliver messages you ask us to send on your behalf
• To process payments and prevent fraud
• To measure our own advertising, as described above

Your public profile displays, by design, the professional information you asked us to publish: your name, photo, NPN, licensed states, license types, specialties, bio, testimonials, and any published reviews. Do not submit anything to your profile you do not want public.

We do not sell your personal information for money, and we do not trade it to data brokers.

We share data with the service providers who run the platform: hosting and database infrastructure, Stripe for payments, our email provider, and our text messaging provider. Each is bound to use it only to provide that service. We also share data where required by law.

Separately, we send the advertising measurement data described in Advertising and analytics to Meta. Some privacy laws, including California's, define “sharing” broadly enough that advertising measurement of this kind may fall within it. We describe exactly what is sent so you can judge it for yourself, and the controls in that section apply.

Each profile on Agent on Record belongs to an independent licensed agent or agency (a “Platform User”). Each Platform User is independently responsible for their own collection, use, and protection of any consumer data gathered through their profile or tools, and for compliance with applicable data privacy, insurance, and telemarketing regulations. Agent on Record acts solely as a hosting provider and is not a party to a Platform User's data practices. A Platform User's own linked privacy policy, if they publish one, governs their data handling, not this policy, which covers only Agent on Record's own handling of account and billing data. See the Independent agents and agencies section of our Terms of Service.

We use cookies and similar browser storage for four things:

• Necessary: keeping you signed in and letting the site function
• Preference: remembering your light or dark mode choice
• Attribution: a session identifier, a referral code if you followed an agent's referral link, campaign parameters from the link you arrived on, and the name of our short link if you followed one. These are first party: they are set by this site, readable only by this site, and are not shared with an analytics company
• Advertising: Meta's _fbp browser identifier and, if you clicked one of our ads, _fbc. See Advertising and analytics.

Your application progress is saved in your own browser's local storage and never leaves your device until you submit.

If your browser sends a Do Not Track or Global Privacy Control signal, we do not record campaign measurement for your visit and we do not set the short link cookie. Short links still take you where they point, and nothing else about the site changes.

If you are a California resident, you have the right to know what personal information we collect, the right to access and receive a copy of it, the right to correct inaccuracies, the right to delete it (subject to legal retention requirements), the right to opt out of the sale or sharing of personal information, and the right not to be discriminated against for exercising these rights.

We do not sell personal information. As described in Advertising and analytics, we do send advertising measurement data to Meta, which may constitute “sharing” under California law. To opt out, or to exercise any other right, email us at the address below and we will process the request manually. We will verify your identity and respond within 45 days.

While your account is open, we keep your account and profile data so the service works. What happens afterward depends on the account:

• An individual agent who cancels a paid plan moves to the free tier. The profile stays online with the free feature set. Nothing is deleted.
• An agency whose payment stops keeps its pages online for a 30 day grace period. After 30 days the agency page and its agents' profiles are taken offline but retained, and the account is flagged for review at 120 days. Deletion at that point is a manual decision, not automatic.
• An agency that took a free trial and never paid is taken offline when the trial ends, and 30 days after that the account is permanently and automatically deleted. That deletion removes the agency record, its agents' accounts and profiles, their login credentials, and associated activity records. It cannot be undone.
• If you ask us to delete your account, email us and we will do it.

We keep billing and transaction records after an account closes where we are required to for tax, accounting, and legal purposes. We may also keep records of messages sent through the platform, which support our own compliance obligations for text messaging.

We use industry standard safeguards, including encryption in transit, to protect your data. Passwords are stored hashed, and passkeys mean there is no password to steal at all. No system is perfectly secure; if a breach affecting your data occurs, we will notify you as required by law.

Our service is for licensed insurance professionals and is not directed to anyone under 18. We do not knowingly collect information from minors.

We will post any changes to this policy on this page and update the date above. For privacy questions or data requests, contact: support@agentonrecord.com