Privacy Policy

Last Updated: September 21, 2026

Introduction

This Privacy Notice explains how MY COI, LLC ("myCOI", "we", "us", and/or "our") handles personal information we collect from or about you when you use our Insurance Compliance management platform ("illumend"). This Privacy Notice also describes certain legal rights you may have under applicable laws and how you can exercise them.

Please read this notice carefully. By using the illumend platform, you confirm that you have read and understood the practices described in this Privacy Notice.

Data Collection

Information We Collect

We collect certain business and personal information when you use the illumend platform for streamlining insurance compliance, management of third-party documents, and other third-party vetting and compliance services or interact with us, including:

• Business Information: Details about your business or organization (e.g. company name, industry, and relevant business identifiers).

• Contact Details: Personal identifiers and contact information such as names, work email addresses, phone numbers, and job titles.

• Insurance Documentation: Insurance-related documents and data, like certificates of insurance (COIs), coverage details, and associated records you upload for compliance purposes.

• Legal Contracts: Relevant legal agreements or contracts (for example, vendor agreements or compliance documents) that are provided or managed through our Services.

How We Use Collected Data

• Service Provision & AI Improvement: To operate and enhance illumend's AI-powered services. For example, subject to our agreements with our customers, your data may be used to train or improve our AI models and algorithms, helping us deliver more accurate and efficient compliance solutions. We do not allow any third-party artificial intelligence provider to train their AI technologies on the data you submit when using illumend.
• ‍Communications & Marketing: To communicate with you about your account and our offerings, send updates, and provide marketing or promotional materials. This may include outreach via email, text message, AI-generated voicemails, or other automated or AI-enabled communication tools. We might use your contact info to inform you of new features, newsletters, or events. Where required by law (such as under the TCPA, CAN-SPAM, or other applicable communications and data protection laws), we will obtain your consent before sending certain types of communications. You can opt out of receiving marketing communications at any time by following the instructions provided in those messages or by contacting us directly.

• ‍Website Advertising and Lead Identification Technologies: When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout, modifying your cookie preferences on our website, or clicking the “unsubscribe” link within the communications.

• ‍Analytics & Product Improvement: To analyze usage patterns and performance of our platform. This helps us understand how users interact with illumend, enabling us to improve user experience, troubleshoot issues, and develop new features or insights

Third-Party Sharing

We may share your personal information in a few limited circumstances, outlined below:

Service Providers

We may share information with trusted third-party service providers and online data partners who perform functions on our behalf. This includes services such as email communication platforms, customer support tools, cloud hosting, analytics providers, advertising and marketing vendors, and providers that help us identify business visitors, measure website activity, and support our outreach efforts. These partners are bound by contractual obligations to safeguard your data and only use it for the purposes we specify, not for their own independent commercial benefit except as permitted by applicable law and their role in providing their services.

Legal Compliance and Protection

We may disclose your information if required to do so by law or lawful request (for example, in response to a subpoena, court order, or government investigation), or when we believe disclosure is necessary to protect our rights, enforce our Terms of Service and/or Acceptable Use Policy or protect the safety of illumend, our users, or others. In any such case, we limit the information shared to what is legally required or strictly necessary.

However, we may also aggregate and anonymize data for various purposes, including to create industry insights, benchmarking reports, and analytics that we may commercialize, but such data will never contain personal information.

User Rights and Control

Depending on where you live, you may have the following rights regarding your personal information:

Right of Access: You can request confirmation of whether we are processing your personal information and receive a copy of the data we hold about you, as well as relevant information about how we use it.

Right of Correction (Rectification): If any of your personal information is inaccurate or incomplete, you have the right to request that we correct or update it. We encourage you to keep your information current and will honor legitimate correction requests.

Right of Deletion: You can ask us to delete your personal information. Upon a verified request, we will erase your information from our records, provided we do not have a legal obligation or overriding legitimate interest to retain it.

Right to Non-Discrimination: We will never discriminate or retaliate against you for exercising any of your privacy rights. This means we won't deny you services, charge you different prices, or provide a lesser quality of service just because you exercised your data rights.

To exercise any of these rights, you may contact us using the information in the Contact Information section below. We will respond to legitimate requests in accordance with applicable law. For your security, we may need to verify your identity before fulfilling certain requests (for example, by asking you to provide information that confirms your identity). Once verified, we will take appropriate action on your request, such as providing a data report, making a correction, or deleting data, within the timeframe required by law. If we cannot comply with a request, we will explain the reason (e.g., if an exemption applies or we cannot verify your identity).

Cookies, Tracking Technologies, and Opt-Out Preference Signals

We and our service providers may use cookies and similar technologies to collect information about your use of our website and services. These technologies may support analytics, site functionality, advertising, and marketing activities, including associating your website activity with other information that our online data partners or vendors may have about you, including by association with your email, as described above.

You may be able to configure your browser to reject cookies or to notify you when cookies are being used, giving you the opportunity to decide whether to accept them. Please note that if you choose to remove or reject cookies, some features of our website or services may not function properly.

You may opt out of certain advertising and marketing related to these technologies by visiting https://app.retention.com/optout or modifying your cookie preferences on our website.

Opt-Out Preference Signals. Our website recognizes and honors the Global Privacy Control (GPC) signal. If you visit our website using a browser or browser extension that transmits a GPC signal, we treat that signal as a valid request to opt out of the sale or sharing of your personal information and of targeted and cross-context behavioral advertising, and we will not set analytics or advertising cookies for that browser and device unless you later choose to opt back in through our cookie preference center. Because an opt-out preference signal is specific to the browser and device that sends it, you will need to enable it on each browser and device you use. We do not respond to the legacy "Do Not Track" (DNT) browser header, for which no common industry standard was ever adopted; GPC is the opt-out preference signal we support.

Your U.S. State Privacy Rights

If you are a resident of California, Colorado, Connecticut, Virginia, Texas, Oregon, Montana, Utah, or another state with a comprehensive consumer privacy law, you have the rights described in this section in addition to those described above. Which rights apply to you, and which exceptions we may rely on, depend on the law of your state. Much of the personal information we hold is processed on behalf of our business customers; where that is the case we act as a service provider or processor, and we will refer your request to the customer that collected your information.

Categories of Personal Information We Collect and Disclose

In the twelve months preceding the date of this notice, we have collected the personal information described in the Information We Collect section above. In the terms used by state privacy laws, those categories are: identifiers, including name, work email address, telephone number, employer, and online identifiers such as cookie, device, and IP-derived identifiers; commercial information; internet and other electronic network activity information, including pages viewed and actions taken on our website; professional and employment-related information, including job title; and inferences drawn from the categories above. We collect this information from you, from our business customers, automatically from your device when you visit our website, and from advertising, analytics, and business data enrichment partners. We use it for the purposes described in the How We Use Collected Data section, we keep it for the periods described in the Data Retention section, and we disclose each of these categories for business purposes to the categories of recipients described in the Third-Party Sharing section. We do not collect or process sensitive personal information for the purpose of inferring characteristics about a consumer, and we do not knowingly collect personal information from anyone under 18 or sell or share the personal information of anyone under 16.

Sale, Sharing, and Cross-Context Behavioral Advertising

We do not sell personal information for money. Our website does use advertising, analytics, and visitor identification technologies that make identifiers and browsing activity available to our advertising and data partners so that advertising can be delivered and measured. Under the California Consumer Privacy Act as amended by the California Privacy Rights Act, and under comparable laws in other states, that activity can constitute a "sale" or a "sharing" of personal information for cross-context behavioral advertising or targeted advertising. We therefore treat it as such and give you the right to opt out, as described immediately below.

How to Opt Out

You can opt out of the sale and sharing of your personal information, and of cross-context behavioral advertising, in either of the two ways below. We honor both, and neither requires you to create an account or verify your identity.

Use our cookie preference center. Select "Do Not Sell or Share My Personal Information" in the footer of any page on our website, and turn off the Analytics and Marketing categories. Your choice is stored on the browser and device you used to make it, so you will need to repeat it on other browsers and devices, and if you clear your cookies.

Send an opt-out preference signal. Enable Global Privacy Control (GPC) in a browser or browser extension that supports it. We detect the signal automatically and apply the opt-out to that browser and device without any further action from you, as described in the Cookies, Tracking Technologies, and Opt-Out Preference Signals section above.

Additional Rights

Depending on your state, you may also have the right to confirm whether we process your personal information and to obtain a copy of it in a portable format; to correct inaccuracies; to delete personal information; to opt out of profiling in furtherance of decisions that produce legal or similarly significant effects concerning you; and to limit our use of sensitive personal information. We do not conduct profiling of that kind, and we do not use or disclose sensitive personal information for purposes that would give rise to a right to limit. To exercise any of these rights, contact us using the details in the Contact Information section below.

Authorized Agents

You may use an authorized agent to submit a request on your behalf. We will ask the agent for written proof of their authority to act for you, and we may ask you to verify your own identity with us directly or to confirm that you gave the agent permission, unless the agent provides a valid power of attorney. Where state law requires it, an authorized agent may submit an opt-out of sale or sharing without this additional verification.

Appeals

If we decline to act on your request, you may appeal. Reply to our response, or write to us using the details in the Contact Information section below with "Privacy Appeal" in the subject line, and tell us why you believe the decision was wrong. The appeal will be reviewed by someone who was not involved in the original decision. We will respond in writing, with our reasons, within the period your state's law allows, which is generally forty-five to sixty days from receipt of the appeal. If we deny your appeal, we will tell you how to submit a complaint to your state attorney general.

How We Verify and Respond to Requests

We will acknowledge your request promptly and respond within forty-five days of receipt, or within the different period your state's law requires. Where reasonably necessary we may extend that period once, and we will tell you before the first period runs out. So that we do not disclose your information to someone else, we will take reasonable steps to verify your identity before acting on a request to access, correct, or delete, which may mean asking you to confirm information we already hold. Opt-out requests and opt-out preference signals are honored without verification. Exercising any of these rights is free, and we will not deny you service, charge you a different price, or give you a lower quality of service because you did.

California "Shine the Light"

California Civil Code Section 1798.83 permits California residents to request information about the personal information we disclosed to third parties for those third parties' own direct marketing purposes in the preceding calendar year. We do not disclose personal information to third parties for their own direct marketing purposes.

International Data Transfers

All personal and business data collected through the illumend platform is stored and processed on servers located in the United States. If you are accessing illumend from outside the U.S., please be aware that your personal information will be transferred to and maintained on servers within the U.S. (or other jurisdictions where our service providers may maintain facilities). By using the illumend platform and providing your information, you consent to the transfer of your data to the United States for processing and storage.

Our Services are intended for business use, and our website and marketing activities are directed to a United States audience. Where we process personal information originating from the European Economic Area, the United Kingdom, or Switzerland on behalf of a customer, we do so under the terms of our agreement with that customer, which may include data protection terms and an approved transfer mechanism such as the European Commission's Standard Contractual Clauses. If you are located in one of those regions and wish to exercise a right in relation to information we process on a customer's behalf, please contact that customer directly, or contact us using the details in the Contact Information section below and we will route your request appropriately.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Notice or as required by law. In practice, this means we keep your information for as long as your account is active or as long as needed to provide you with our services and operate our business (for example, to ensure compliance documentation is available, or to improve our AI models over time), plus a reasonable period thereafter for backup, archival, or auditing purposes. We may also retain information to comply with legal obligations, resolve disputes, or fulfill and/or enforce our agreements, which could extend up to ten years or beyond.

If you request deletion of your data (see User Rights above), we will delete or anonymize your personal information in accordance with applicable law. Unless we receive a deletion request, or unless a longer retention period is required or permitted by law, we may retain your data at our discretion to serve our legitimate business needs. When personal information is no longer necessary, we will securely dispose of it or irreversibly anonymize it. For instance, we may keep aggregated, non-identifiable data (which no longer contains personal information) for statistical analysis or system improvement purposes even after deletion of personal information.

Security Measures

We use generally accepted administrative, physical, and technical safeguards we believe are appropriate to safeguard the confidentiality and integrity of your personal information. Although we make reasonable efforts to protect personal information from loss, misuse, or alteration by third parties, you should be aware that there is always some risk involved in transmitting information over the Internet and storing information electronically. We cannot and do not guarantee absolute security.

Children's Privacy

Our Services are intended for business use and are not directed to children under the age of 18. We do not knowingly collect personal information from anyone under 18 years old. Should we become aware that we have inadvertently collected personal information from a child under 18 without proper consent, we will take immediate steps to delete that information from our systems. If you believe a child under 18 may have provided us with personal information without parental approval, please contact us right away so that we can investigate and address the issue.

Changes to the Privacy Notice

We may update or modify this Privacy Notice from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes to the way we handle your personal information, we will notify you by appropriate means—for example, by emailing you (using the email address associated with your account) or by posting a prominent notice on our website or within the illumend application. We will also update the "Last Updated" date at the top of this Privacy Notice to indicate the effective date of the revisions.

We encourage you to review this Privacy Notice periodically to stay informed about how we are protecting your information. Your continued use of the illumend platform after any changes to this Privacy Notice constitutes your acknowledgment of the updated terms. If changes are significant, we may provide you with an opportunity to consent to the new practices, if required by law.

Contact Information

If you have any questions, concerns, or requests regarding this Privacy Notice or our handling of your personal information, please do not hesitate to contact us:

• Email: legal@illumend.ai
• Address: MY COI, LLC (Legal Team)
  8520 Allison Pointe Blvd
  STE 223, PMB 49940
  Indianapolis, IN 46250
• Phone: 317-759-9426 *101

We are here to help and will respond to your privacy inquiries or requests as promptly as possible. Whether you need more information about our data practices or want to exercise your rights, you can reach out to us using the contact details above.

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