Privacy Policy

This Privacy Policy explains how CarePros AI Inc., doing business as HiTimmy ("HiTimmy," "we," "us," or "our"), collects, uses, discloses, and protects personal information.

This Privacy Policy applies to:

• the HiTimmy website, including hitimmy.com;
• HiTimmy software, applications, dashboards, communications tools, and artificial-intelligence features;
• sales, marketing, demonstration, support, and account-management interactions;
• calls, text messages, emails, chats, forms, and other communications involving HiTimmy;
• information processed through HiTimmy's business services where HiTimmy determines how and why the information is used; and
• applicants, contractors, vendors, business contacts, and other individuals who interact directly with HiTimmy.

Together, these are referred to as the "Services."

1. Important Distinction: HiTimmy as a Business and as a Service Provider

HiTimmy processes personal information in two different roles.

Information HiTimmy Processes for Its Own Purposes

When you visit our website, request a demo, create an account, communicate with us, apply for a position, or otherwise interact directly with HiTimmy, we generally determine how and why your personal information is processed.

This Privacy Policy governs those activities.

Information HiTimmy Processes for Customers

HiTimmy also provides technology and services to businesses, including insurance agencies and other service businesses.

Our customers may use the Services to:

• answer, place, route, record, transcribe, or analyze calls;
• send or receive text messages, emails, and chats;
• qualify and follow up with leads;
• communicate with prospects, customers, policyholders, and business contacts;
• automate renewal, cross-sell, win-back, service, or lifecycle communications;
• analyze employee or producer calls;
• forward and process emails;
• update customer-relationship-management, agency-management, or other connected systems; and
• perform other customer-configured workflows.

When we process personal information solely on behalf of a customer, that customer determines why and how the information is used. HiTimmy generally acts as the customer's service provider or processor.

The customer's own privacy notice and policies govern that processing. Questions or requests concerning information processed on behalf of a HiTimmy customer should generally be directed to that customer first.

We may refer a request to the relevant customer where the customer is responsible for responding.

2. Personal Information We Collect

The information we collect depends on how you interact with us and how a customer configures the Services.

A. Information You Provide Directly

We may collect:

Contact and Identification Information

• name;
• business name;
• job title;
• mailing address;
• email address;
• telephone number;
• professional profile information; and
• other identifiers you provide.

Account Information

• username;
• account identifier;
• password or authentication information;
• user role;
• permissions;
• account preferences; and
• information concerning Authorized Users.

We generally store passwords in a protected or hashed form rather than in readable form.

Billing and Transaction Information

• billing contact information;
• subscription and purchase details;
• invoices;
• payment status;
• transaction history; and
• limited payment-related information.

Payment-card details may be collected directly by a payment processor rather than by HiTimmy.

Sales, Demo, and Support Information

• demo requests;
• information about your business and intended use;
• questions and feedback;
• support requests;
• survey responses;
• implementation information;
• troubleshooting records; and
• communications with our sales, support, and account teams.

Communications and Content

Depending on how the Services are used, we may process:

• telephone calls;
• call recordings;
• voicemails;
• text messages;
• emails;
• chats;
• transcripts;
• summaries;
• uploaded documents;
• forms and form responses;
• notes;
• prompts;
• instructions;
• workflow configurations;
• contact lists;
• calendar information;
• customer records;
• insurance-related inquiry information;
• website content;
• social-media content; and
• other material submitted to the Services.

Information Submitted Through Connected Systems

If you or a customer connects another service to HiTimmy, we may process information from that system according to the permissions granted.

Connected systems may include:

• email accounts;
• telephone and messaging providers;
• calendars;
• customer-relationship-management systems;
• agency-management systems;
• quote or lead systems;
• website forms;
• advertising platforms;
• social-media accounts;
• analytics platforms; and
• other business applications.

Employment and Contractor Information

If you apply to work with HiTimmy, we may collect:

• résumé and employment history;
• education;
• skills and qualifications;
• professional references;
• interview information;
• work authorization information;
• compensation expectations; and
• other information relevant to the application or engagement.

B. Information Collected Automatically

When you use our website or Services, we may automatically collect:

• Internet Protocol address;
• browser type;
• device type;
• operating system;
• device identifiers;
• referring and exit pages;
• pages and features viewed;
• links clicked;
• dates and times of access;
• session duration;
• account activity;
• system logs;
• error and diagnostic data;
• approximate location inferred from an IP address;
• cookie identifiers; and
• interactions with emails or other communications.

We may use cookies, pixels, local storage, software-development kits, and similar technologies to collect this information.

C. Information Received From Customers

Our customers may provide information about their:

• employees;
• contractors;
• producers;
• prospects;
• leads;
• customers;
• policyholders;
• applicants;
• vendors;
• referral sources; and
• other business contacts.

This information may include names, contact information, communication history, account details, policy-related inquiry information, workflow status, preferences, and other information selected by the customer.

Customers are responsible for ensuring they have an appropriate legal basis to provide this information to HiTimmy.

D. Information Received From Other Sources

We may receive information from:

• service providers;
• telecommunications carriers;
• messaging providers;
• integration partners;
• analytics providers;
• advertising and marketing partners;
• referral partners;
• event organizers;
• publicly available sources;
• professional directories;
• social networks;
• data-enrichment providers; and
• other third parties permitted by law.

We may combine information from these sources with information collected through the Services.

E. Sensitive Personal Information

Depending on how the Services are configured, we may process information that some laws classify as sensitive, such as:

• account credentials;
• contents of private communications;
• call recordings and transcripts;
• precise location information, when intentionally enabled;
• financial or insurance-related information; and
• government identifiers or similar information submitted by a customer.

Do not submit payment-card authentication data, Social Security numbers, health information, financial-account credentials, or other highly sensitive information unless the applicable Service is expressly approved and configured to process that information.

HiTimmy does not use sensitive personal information to infer characteristics about individuals for unrelated purposes.

3. How We Use Personal Information

We may use personal information to:

Provide and Operate the Services

• create and manage accounts;
• authenticate users;
• provide websites, software, calls, messages, emails, and workflows;
• process customer instructions;
• connect third-party services;
• perform requested automations;
• maintain call, message, and workflow history;
• generate transcripts, summaries, recommendations, and reports; and
• deliver contracted services.

Provide Artificial-Intelligence Features

• interpret voice, text, emails, and instructions;
• generate responses, summaries, drafts, recommendations, or classifications;
• route communications;
• extract information;
• identify workflow steps;
• evaluate communications;
• assist users with configured tasks; and
• improve the relevance and reliability of customer-specific experiences.

Communicate With You

• respond to inquiries;
• provide support;
• schedule demonstrations;
• send administrative messages;
• provide product and security notices;
• communicate about billing or subscriptions;
• request feedback; and
• manage our relationship with you.

Personalize and Improve the Services

• understand use of the Services;
• troubleshoot errors;
• measure performance;
• conduct research and analytics;
• develop features;
• improve usability;
• improve reliability and safety; and
• evaluate customer needs.

Protect HiTimmy, Customers, and Others

• prevent fraud and abuse;
• secure accounts and systems;
• enforce our agreements;
• investigate suspicious activity;
• maintain audit logs;
• prevent unlawful communications;
• protect rights, property, and safety; and
• comply with carrier and platform requirements.

Market HiTimmy

Where permitted by law, we may:

• send product and company updates;
• provide offers or promotional information;
• measure marketing performance;
• personalize our website;
• manage events and campaigns; and
• contact prospective business customers.

You may opt out of marketing emails as described below.

Comply With Law

We may use personal information to:

• comply with legal obligations;
• respond to lawful requests;
• establish, exercise, or defend legal claims;
• conduct audits;
• maintain required records; and
• respond to regulatory, law-enforcement, or government inquiries.

4. Artificial Intelligence and Model Training

The Services may use artificial-intelligence and machine-learning systems provided by HiTimmy or third-party model providers.

These systems may process:

• prompts and instructions;
• calls and recordings;
• transcripts;
• emails;
• messages;
• uploaded files;
• account information;
• workflow information; and
• other content submitted to the Services.

We may use Customer Data to provide the Services, perform customer-specific configuration, evaluate quality, prevent abuse, maintain security, and improve the reliability of the Services.

Unless an applicable agreement states otherwise or the customer gives written authorization, HiTimmy does not use Customer Data to train general-purpose artificial-intelligence models made available to other customers.

We may use aggregated or de-identified information that does not reasonably identify a customer or individual to analyze and improve the Services.

Third-party artificial-intelligence providers may process information on our behalf under contractual restrictions. Their processing may include temporary retention for security, abuse prevention, troubleshooting, or service delivery, depending on the applicable provider and configuration.

Artificial-intelligence output may be inaccurate or incomplete. Customers and users are responsible for reviewing output before relying on it or using it to make decisions.

5. Calls, Text Messages, Emails, and Recordings

HiTimmy or its customers may use the Services to initiate, receive, route, record, transcribe, analyze, or summarize communications.

When you interact with a HiTimmy-enabled phone number, text-message channel, email address, chatbot, or other communication tool:

• your communication may be handled in whole or in part by an automated or AI-enabled system;
• the communication may be recorded, transcribed, analyzed, or summarized;
• information may be shared with the business on whose behalf the communication occurs;
• the business may combine the information with records it already maintains about you; and
• that business's own privacy notice may also apply.

Where required, HiTimmy or its customer should provide notice that a communication is recorded, transcribed, or assisted by artificial intelligence.

Customers are responsible for configuring their communications and obtaining legally required consent.

Communication Preferences

You may request that marketing communications stop by:

• using an unsubscribe link in a marketing email;
• replying "STOP" to a marketing text where supported;
• telling a caller or automated system that you do not wish to receive additional marketing calls;
• adjusting applicable account settings; or
• contacting the business responsible for the communication.

Transactional, account, service, security, or legally required communications may continue even after you opt out of marketing communications.

Google Workspace Data

HiTimmy's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

HiTimmy does not use Google Workspace API data to create, train, or improve generalized artificial intelligence or machine learning models.

HiTimmy does not permit third-party AI service providers to use Google Workspace API data to train or improve their models.

When a user connects Gmail, HiTimmy uses the authorized Gmail access only to provide user-facing features requested by the user, such as sending customer follow-up emails from the connected account.

6. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients.

Service Providers and Subprocessors

We may use providers that support:

• hosting and cloud infrastructure;
• data storage;
• artificial-intelligence processing;
• telephone and messaging services;
• email delivery;
• call recording and transcription;
• analytics;
• cybersecurity;
• identity and authentication;
• customer support;
• payment processing;
• billing;
• communications;
• marketing;
• professional services; and
• business operations.

These providers may process personal information only for the purposes for which we engage them, subject to applicable contractual restrictions.

HiTimmy Customers

When an individual communicates with or submits information to a HiTimmy customer through the Services, we disclose that information to the relevant customer.

For example, a lead's contact information, call transcript, form response, appointment request, or message may be provided to the insurance agency or other business the individual contacted.

Customer-Directed Integrations

We may disclose information to third-party services that a customer or user chooses to connect to HiTimmy.

The third party's own terms and privacy policy apply to its independent processing.

Telecommunications and Messaging Providers

We may disclose information to providers necessary to:

• place or receive calls;
• deliver text messages;
• send emails;
• assign or manage telephone numbers;
• comply with carrier requirements;
• prevent spam and abuse; and
• maintain communications infrastructure.

Professional Advisers

We may disclose information to lawyers, auditors, insurers, accountants, consultants, investors, and other professional advisers where reasonably necessary.

Corporate Transactions

We may disclose or transfer information in connection with:

• a merger;
• acquisition;
• financing;
• reorganization;
• bankruptcy;
• sale of assets;
• due diligence; or
• another corporate transaction.

Any recipient will be required to handle personal information consistently with applicable law.

Legal, Safety, and Security Purposes

We may disclose information where we reasonably believe disclosure is necessary to:

• comply with law, legal process, or a government request;
• protect HiTimmy, our customers, users, or the public;
• detect or prevent fraud, abuse, security threats, or unlawful conduct;
• enforce agreements;
• investigate a violation; or
• establish, exercise, or defend legal claims.

With Your Direction or Consent

We may disclose information where you direct us to do so or provide consent.

7. Sale, Sharing, Targeted Advertising, and Profiling

HiTimmy does not sell personal information in exchange for money.

We may use analytics, marketing, or advertising technologies on our website. Depending on the technology used and the law applicable to you, disclosing identifiers, device information, or Internet activity to certain advertising partners may be considered:

• a "sale" of personal information;
• "sharing" for cross-context behavioral advertising; or
• processing for targeted advertising.

You may opt out of this activity through our cookie-preference tool or by using a legally recognized browser-based opt-out preference signal such as Global Privacy Control.

We do not use personal information to make decisions that produce legal or similarly significant effects concerning individuals without appropriate customer direction, notice, safeguards, and legally required rights.

HiTimmy's customers may use the Services to support their own workflows. Customers are responsible for determining whether their use constitutes profiling or automated decision-making and for providing required notices and choices.

8. Cookies and Similar Technologies

We may use the following types of cookies and technologies:

Essential Technologies

These are used for:

• security;
• authentication;
• fraud prevention;
• network management;
• load balancing;
• account access; and
• core website functionality.

Functional Technologies

These remember preferences and improve features and usability.

Analytics Technologies

These help us understand how visitors and users interact with our website and Services.

Advertising Technologies

Where used, these may measure campaigns, personalize advertising, or help us reach business audiences on other services.

You may control cookies through:

• your browser settings;
• a cookie-preference tool provided on our website;
• device settings; and
• legally recognized opt-out preference signals.

Blocking some cookies may affect website or Service functionality.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• provide the Services;
• maintain customer accounts;
• fulfill contractual obligations;
• comply with legal and regulatory obligations;
• resolve disputes;
• prevent fraud and abuse;
• enforce agreements;
• maintain security;
• establish or defend legal claims; and
• maintain appropriate business and financial records.

The applicable retention period depends on:

• the type and sensitivity of the information;
• the reason it was collected;
• customer instructions;
• contractual commitments;
• legal requirements;
• risk of harm from unauthorized use or disclosure; and
• technical requirements concerning backups and system integrity.

Customer Data is generally retained according to the applicable customer agreement, customer configuration, or documented deletion request.

After an applicable retention period expires, we may delete, aggregate, or de-identify the information.

Information stored in backups may remain until the backups are overwritten or deleted in the ordinary course, provided it remains protected and is not restored except for legitimate recovery purposes.

10. Security

We maintain reasonable administrative, technical, and organizational safeguards designed to protect personal information.

These safeguards may include:

• access controls;
• authentication;
• encryption where appropriate;
• logging and monitoring;
• vulnerability management;
• employee and contractor confidentiality requirements;
• vendor reviews;
• incident-response procedures; and
• data minimization practices.

No Internet transmission, storage system, or security measure is completely secure. We cannot guarantee absolute security.

You are responsible for protecting your account credentials, devices, connected systems, and access permissions.

Contact us promptly at contact@hitimmy.com if you believe an account or interaction involving HiTimmy has been compromised.

11. International Data Transfers

HiTimmy and its providers may process personal information in the United States and other countries where we or our service providers operate.

Those countries may have privacy laws that differ from the laws where you live.

Where required, we use appropriate contractual or legal safeguards for international transfers, such as approved contractual clauses or other legally recognized transfer mechanisms.

12. Your Privacy Rights

Depending on where you live and subject to applicable exceptions, you may have the right to:

• confirm whether we process your personal information;
• access personal information we maintain about you;
• request a copy of certain information;
• correct inaccurate personal information;
• delete personal information;
• obtain portable information in a usable format;
• opt out of the sale of personal information;
• opt out of sharing for cross-context behavioral advertising;
• opt out of targeted advertising;
• opt out of certain profiling or automated decision-making;
• limit certain uses and disclosures of sensitive personal information;
• withdraw consent where processing is based on consent;
• object to or restrict certain processing;
• appeal the denial of a privacy request; and
• receive equal service without unlawful discrimination for exercising a privacy right.

These rights vary by jurisdiction and may not apply in every circumstance.

How to Submit a Request

You may submit a privacy request by:

• emailing privacy@hitimmy.com or contact@hitimmy.com;
• calling 8-333-HI-TIMMY; or
• using a privacy request form if available on our website.

Please state:

• your name;
• the email address or telephone number associated with your interaction;
• the nature of your request;
• your state or country of residence; and
• whether your request concerns HiTimmy directly or a particular HiTimmy customer.

Verification

We may need to verify your identity before completing a request.

Verification may involve confirming information already associated with you. We will request only information reasonably necessary to verify and process the request.

We may deny or limit a request where permitted by law, including where:

• we cannot verify the requester;
• an exception applies;
• the information must be retained by law;
• disclosure could adversely affect another person;
• the request is fraudulent or abusive; or
• the information is processed solely on behalf of a customer responsible for the request.

Authorized Agents

Where permitted by law, you may use an authorized agent to submit a request.

We may require evidence that the agent is authorized to act for you and may ask you to verify your identity directly.

Appeals

Where applicable, you may appeal a decision concerning your privacy request by emailing privacy@hitimmy.com with the subject line "Privacy Request Appeal."

Requests Concerning Customer-Controlled Information

Where HiTimmy processes information on behalf of a customer, we may:

• direct you to the relevant customer;
• forward your request to the customer; or
• assist the customer in responding.

13. California Privacy Notice

This section applies to California residents where the California Consumer Privacy Act, as amended, applies.

Categories of Personal Information

During the preceding 12 months, depending on the applicable interaction, we may have collected the following categories:

Identifiers

Examples include names, email addresses, telephone numbers, postal addresses, account identifiers, Internet Protocol addresses, and similar identifiers.

Sources may include you, our customers, integrations, service providers, referral partners, and public sources.

We use identifiers to provide the Services, communicate, maintain accounts, market our Services, secure systems, and comply with law.

We may disclose identifiers to customers, service providers, integrations, telecommunications providers, professional advisers, and parties involved in a corporate transaction.

Customer-Record Information

Examples include contact details, account information, billing information, and other records concerning a customer or business relationship.

We use this information to provide Services, manage accounts, process billing, provide support, and maintain records.

Commercial Information

Examples include subscriptions, products or services considered, transaction records, customer history, and Service usage.

We use this information for account management, billing, support, analytics, product improvement, and marketing.

Internet or Other Electronic Network Activity

Examples include browsing activity, interactions with our website and Services, device information, logs, and cookie information.

We use this information for security, analytics, troubleshooting, personalization, and, where applicable, advertising.

Audio, Electronic, or Similar Information

Examples include calls, recordings, voicemails, transcripts, emails, text messages, chats, and support interactions.

We use this information to provide communications services, generate transcripts and summaries, support customers, monitor quality, prevent abuse, and comply with law.

Professional or Employment Information

Examples include company affiliation, title, professional background, work history, producer or employee information, and job-application materials.

We use this information to manage business relationships, provide account functionality, recruit personnel, and perform customer-configured workflows.

Inferences

We may generate inferences concerning business interests, communication outcomes, lead status, likely workflow steps, quality indicators, or Service preferences.

We use these inferences to provide analytics, recommendations, automation, personalization, and customer-requested features.

Sensitive Personal Information

Depending on Service configuration, this may include account credentials, private communications, precise location, financial or insurance-related details, or government identifiers submitted by a customer.

We use sensitive personal information only as reasonably necessary to provide requested Services, maintain security, comply with law, and perform purposes permitted by applicable law.

Sources

We may collect these categories from:

• individuals;
• HiTimmy customers;
• Authorized Users;
• connected systems;
• telecommunications and messaging providers;
• service providers;
• referral and marketing partners;
• publicly available sources; and
• automatically through use of the Services.

Business and Commercial Purposes

We use the categories described above to:

• provide and support the Services;
• maintain accounts;
• communicate;
• process transactions;
• personalize and improve the Services;
• provide AI-enabled functionality;
• perform analytics;
• maintain security;
• prevent fraud and abuse;
• market HiTimmy;
• recruit personnel; and
• comply with legal obligations.

Categories of Recipients

We may disclose personal information to:

• HiTimmy customers;
• service providers and subprocessors;
• customer-directed integrations;
• telecommunications and messaging providers;
• analytics and marketing providers;
• professional advisers;
• government or legal authorities where required;
• corporate-transaction participants; and
• other recipients you direct or authorize.

Sale and Sharing

HiTimmy does not sell personal information in exchange for money.

If HiTimmy uses advertising or retargeting technologies that qualify as a sale or sharing under California law, California residents may opt out through our cookie-preference tool or a recognized opt-out preference signal.

We do not knowingly sell or share personal information of individuals under 16 years old.

California Rights

Subject to applicable exceptions, California residents may exercise the rights to:

• know the categories and specific pieces of personal information collected;
• know the sources, purposes, and recipient categories;
• delete personal information;
• correct inaccurate personal information;
• opt out of sale or sharing;
• limit certain uses of sensitive personal information; and
• receive equal treatment when exercising privacy rights.

Requests may be submitted using the methods described in Section 12.

14. Other United States State Privacy Rights

Residents of certain other states may have rights to:

• access;
• correct;
• delete;
• obtain portable data;
• opt out of targeted advertising;
• opt out of sale;
• opt out of certain profiling;
• withdraw consent for sensitive-data processing; and
• appeal a decision.

We will process requests according to the law applicable to the requester.

Where legally required, we will recognize approved browser-based universal opt-out mechanisms.

15. Marketing Communications

You may unsubscribe from HiTimmy marketing emails using the unsubscribe link in the message or by contacting us.

Even after opting out of marketing, you may continue to receive:

• account messages;
• billing communications;
• support messages;
• security alerts;
• legal notices;
• transactional communications; and
• other non-marketing messages.

Opting out of HiTimmy's own marketing does not necessarily opt you out of communications independently sent by a HiTimmy customer. Contact the relevant customer to manage those preferences.

16. Children's Privacy

The Services are designed for businesses and are not directed to children under 13.

We do not knowingly collect personal information directly from children under 13 for HiTimmy's own purposes.

Customers may not use the Services to collect or process children's personal information unless they have:

• a legally permitted purpose;
• all required parental or guardian consent;
• appropriate notices and safeguards; and
• HiTimmy's written authorization where required.

If you believe a child has provided personal information to HiTimmy improperly, contact us at privacy@hitimmy.com or contact@hitimmy.com.

17. Third-Party Websites and Services

The Services may contain links to or integrations with third-party websites and services.

HiTimmy does not control those third parties' independent privacy practices. Review their privacy notices before providing information to them.

This Privacy Policy does not govern information processed independently by a third party.

18. Do Not Track

Some browsers provide a "Do Not Track" setting.

Because there is no uniform industry standard for responding to traditional Do Not Track signals, our website may not respond to those signals.

Where required by applicable law, we will process legally recognized opt-out preference signals, such as Global Privacy Control.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

We will post the updated version on our website and revise the Effective Date.

If a change materially affects how we use personal information, we may provide additional notice through:

• email;
• an account notification;
• the Services; or
• another reasonable method.

Your continued use of the Services after an updated Privacy Policy takes effect is subject to the updated policy, to the extent permitted by law.

20. Contact Us

Questions, requests, or complaints concerning this Privacy Policy may be directed to:

If you contact us concerning information controlled by a HiTimmy customer, please identify that customer so we can route or process the request appropriately.