Privacy Policy

Effective Date: March 1, 2025 | Last Updated: October 5, 2026

Maxout Insurance ("we," "our," or "us"), owned and operated by Braven Joseph Ramirez doing business as Maxout Insurance, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard the information you provide when you visit maxoutinsurance.com, use our CRM software, or communicate with us through any form, phone call, text message, chat, or email.

By using this website or submitting any form, you agree to the terms of this Privacy Policy. If you do not agree, please do not use this website.

1. Who We Are and What This Policy Covers

Maxout Insurance is an independent life insurance agency based in Corona, California. We play two roles, and this policy explains both:

• Insurance services. When you ask for a quote, book a call, or apply for coverage through one of our licensed agents, we decide how your information is used.
• Maxout CRM software. We build software that licensed insurance professionals use to manage their own leads and clients. When an agent puts their clients' information into the CRM, we handle it on that agent's behalf (see Section 13).

This policy covers maxoutinsurance.com and its pages (including individual agent pages and quote funnels), the Maxout CRM at app.maxoutinsurance.com, the MaxOut browser extension, and our phone, text, chat, and email communications. Some agents run their own text-message program under their own business name; when that applies, the form you fill out links to that agent's privacy policy.

2. Information We Collect

We may collect the following categories of personal information:

• Contact information: full name, phone number, email address, mailing address, and state.
• SMS opt-in data: your phone number and explicit consent to receive SMS messages, if provided, along with the date, time, and page where you gave it.
• Form submission data: any information submitted through our website forms, including quiz responses, date of birth, coverage interest, and consultation requests.
• Financial information: retirement savings range, income range, and insurance needs (as voluntarily provided).
• Health information you choose to share: details such as height, weight, tobacco use, medications, or medical history that you give a licensed agent while getting a quote or applying.
• Application information: when you apply for a policy through one of our agents, the insurance company's application may require your Social Security number, driver's license, beneficiary details, and bank account details for premium payments.
• Call & voice data: when you speak with us by phone (inbound or outbound), calls may be recorded. Recordings may include audio of the conversation, associated phone numbers, date/time, transcripts, call notes, and related metadata.
• Messages and chats: text messages, emails, and conversations with our website chat assistant.
• Device & usage data: IP address, browser type, operating system, pages visited, the page or ad that referred you, and time spent on the site.
• CRM account information (for agents): name, email, phone, agency, license and NPN details, login and security records, settings, and connected-account permissions. Card payments are handled by Stripe; we do not store full card numbers.

Where it comes from: directly from you; from the licensed agent you work with; from insurance companies (for example, application and policy status); from advertising platforms when you submit a lead form there (for example, a Facebook or Instagram lead form); from our service providers (for example, message delivery receipts); and from public sources such as state insurance license records.

Sensitive information: some of this (Social Security, driver's license, and bank account numbers, and health details) is "sensitive personal information" under some state laws. We use it only to provide the insurance service you asked for, such as completing and submitting your application, and never to infer things about you or for advertising.

3. How We Use Your Information

We use the information we collect to:

• Respond to inquiries and schedule consultations
• Provide insurance and financial planning services, including quoting and helping you apply with insurance companies
• Send emails and follow-up communications related to your inquiry
• Send SMS messages when you have provided explicit written consent
• Provide, secure, support, and bill for the Maxout CRM, including its AI features
• Maintain quality control, staff training, and service improvement through review of call recordings where permitted
• Keep records that prove consent and opt-outs, and honor your choices
• Detect and prevent fraud, spam, abuse, and security incidents
• Improve our website, services, and marketing, and measure our ads (ad tracking only with your consent)
• Comply with applicable laws and regulations, including insurance record-keeping rules
• Protect the legitimate interests of you and our business in the event of a dispute, complaint, or regulatory inquiry, including by retaining accurate records of what was said, and to enforce our Terms

We may also create de-identified or aggregated information (which no longer identifies you) and use it for any lawful purpose.

4. SMS / Text Message Communications

Important Notice Regarding SMS Consent

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties or affiliates for marketing or promotional purposes.

How We Obtain SMS Consent (Call to Action)

We obtain your explicit written consent to send SMS messages through clearly labeled consent checkboxes on the following website forms:

• Contact Page (maxoutinsurance.com/contact) — Our contact form includes a required SMS consent checkbox that reads: "By checking this box, I agree to receive SMS text messages from Maxout Insurance at the phone number provided, including messages sent by autodialer."
• Booking Page (maxoutinsurance.com/book) — Our appointment booking form includes a required SMS consent checkbox with the same explicit opt-in language before the user can submit their booking.
• Quote Funnels (/funnel/term, /funnel/final-expense, /funnel/iul, /funnel/retirement, including per-agent URLs) — The last step requires the same unchecked SMS consent checkbox before submit.

Each form requires the user to actively check the consent checkbox before submission. The checkbox is not pre-checked. Users must take affirmative action to opt in. The consent language is displayed directly adjacent to the checkbox and clearly states the types of messages the user will receive, how to opt out (Reply STOP), and links to this Privacy Policy and our Terms & Conditions.

Types of SMS Messages

By providing your phone number and checking the SMS consent box on any form on this website, you expressly consent to receive SMS text messages from Maxout Insurance regarding:

• Appointment reminders and consultation confirmations
• Follow-up communications related to your inquiry
• Life insurance quote updates (term life, final expense, IUL, annuities)
• Application status notifications
• Policy updates
• Call summaries after consultations

Message Frequency & Rates

Message & data rates may apply. Message frequency varies based on your interaction with us.

How to Opt Out

To opt out: Reply STOP to any SMS message at any time to cancel. After texting STOP, you will receive one final confirmation message. No further messages will be sent unless you re-opt in. You may also contact us directly at [email protected] or call (424) 550-5072 to be removed from our SMS list.

Help

For help: Reply HELP to any SMS message or call us at (424) 550-5072.

Consent is not a condition of purchase. You are not required to consent to SMS messages to receive our services.

Carriers are not liable for delayed or undelivered messages.

No Sharing of SMS Data: We do not sell, share, or provide your mobile phone number or SMS opt-in consent data to any third party for marketing or promotional purposes. SMS consent data is used solely by Maxout Insurance for the purposes described above.

5. Telephone Calls & Call Recording

When you call us or we call you, your call may be monitored or recorded for quality control, training, accuracy, regulatory compliance, and to maintain a clear record of our communications. Recordings may be stored on secure systems, including those operated by vetted service providers bound by confidentiality obligations.

Notice and consent: We provide notice and obtain consent for recording in a manner consistent with applicable federal and state law, which may include an audible disclosure at the start of a call, written consent where appropriate, or continued participation after clear notice where the law allows. If you do not wish to be recorded where you have a lawful right to object, you may tell the representative or contact us using the information below; we will explain your options (for example, continuing the conversation without recording where feasible, or using another channel).

Transcripts and AI notes: recorded calls may be transcribed and summarized by our speech-to-text and AI service providers so the agent has accurate notes. Where a call uses an automated or AI voice, we do so only as the law allows, including any consent and disclosure it requires.

Authorized software users: Individuals who access our internal tools, CRM, dialer, or related software on behalf of the Company are responsible for complying with all recording and wiretap laws that apply to their jurisdiction and for providing any legally required disclosure or consent to consumers and other parties before recording or monitoring calls. Misuse may result in loss of access and other remedies.

Laws governing call recording vary by state and situation. This section summarizes our practices but is not legal advice. If you need guidance for your specific circumstances, consult a qualified attorney.

6. Website Chat and Artificial Intelligence

Website chat ("Max"). Our website chat assistant is an AI, powered by Anthropic's Claude models. When you chat, your messages are sent to Anthropic to write the replies, and we store the conversation so we can answer follow-ups, improve answers, prevent abuse, and keep records. By using the chat, you consent to this recording and processing. Please do not type Social Security, bank, card, or health details into the chat.

AI in the CRM. Some CRM features use AI to draft texts and emails, summarize calls and emails, coach agents during calls, help book appointments, and send follow-up messages an agent has turned on. These features use outside providers that may include Anthropic, OpenAI, Google (Gemini), speech-to-text providers, and AI voice providers. We send each provider only what the feature needs.

• We do not use your personal information to train generalized AI models, and where providers offer the choice, we use settings that keep them from training their models on it.
• AI can be wrong. AI output is general information, not insurance, legal, tax, or financial advice.
• AI does not decide whether you qualify for coverage, what you pay, or what is covered. The insurance company decides, and a licensed human agent handles your application. We do not make automated decisions that have legal or similarly significant effects on you.

7. Google API Services and CRM Integration

Maxout Insurance develops proprietary CRM software for licensed insurance professionals. CRM access uses our own account login. After signing in, a user may optionally connect their personal Google account (Gmail and/or Google Calendar) to use email and scheduling features inside the CRM. We request Google OAuth permissions only for features that user turns on, and we do not sell Google user data.

Google user data is used only to operate CRM features for that user. We do not use Google OAuth data for advertising, retargeting, interest profiling, market research unrelated to the CRM, or any purpose outside providing or improving the connected CRM functionality for the user who authorized access. Website measurement on maxoutinsurance.com covers public site traffic only and does not include Gmail, Calendar, or other data obtained through Google OAuth in the CRM.

• Limited Use: Maxout Insurance CRM'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.
• Permissions: We request Google permissions only when a user explicitly chooses to connect a service, and we use the authorized data only to provide the selected CRM feature (for example, syncing calendar events, sending email the user initiates from the CRM, or displaying messages in the CRM inbox).
• Optional AI email summaries (user-controlled CRM feature): If a registered CRM user affirmatively enables this optional feature, the CRM sends selected Gmail message headers (sender, recipient, subject, and date) and up to 600 characters of the message body to Anthropic's Claude API solely to generate an inbox-priority summary displayed to that same user inside the CRM. The feature is off by default; users can decline it, turn off automatic scans, or disconnect Google at any time. This processing supports the user-facing CRM feature only; it is not used to train generalized models or for marketing.
• Data Protection: We do not use Google Workspace APIs or Google user data to develop, improve, or train generalized AI or machine learning models. We do not sell or transfer Google user data except as necessary to provide the CRM features the user enabled (such as the optional summary processor above, under contract and Limited Use).
• Revocation: Users can disconnect their Google account from the CRM at any time, which removes our access to the authorized Google services.

8. How We Share Information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

• The licensed agent helping you: if you use an agent's page or we assign you an agent, that licensed agent receives your information so they can help you.
• Insurance companies: when you ask for a quote or apply, so they can quote, underwrite, and issue coverage. Insurance companies may check outside records (for example, prescription or motor vehicle records) and explain this on their applications.
• Service providers: trusted vendors who help us run our website, CRM, and communications, such as hosting and storage (Railway, Cloudflare), phone and text delivery (Telnyx), email and calendar (Google), payments (Stripe), and the AI providers described in Section 6. These providers are contractually prohibited from using your data for any purpose other than providing services to us.
• Advertising measurement, only with your consent: if you click Allow in our cookie banner, the Meta Pixel tells Meta which pages you visit and actions you take on our site so we can measure and improve our ads. We do not send Meta your form answers, health information, or text-message consent.
• Website analytics, only with your consent: if you click Allow, Google Analytics tells Google which pages you view, how you reached our site, and general device and location details, so we can see which pages help people. Google Analytics is not used for advertising, and we do not send it your form answers, health information, or contact details.
• Legal requirements: when required by law, court order, subpoena, or government authority (including state insurance departments), or to protect the rights, safety, and property of you, us, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections.
• With your consent or at your direction.

We do not sell or share your mobile phone number or SMS opt-in consent data with any third party for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except the phone carriers and messaging providers that deliver our messages.

9. Cookies and Tracking Technologies

Cookies and similar technologies (such as browser storage and tracking pixels) are small pieces of data a website saves in your browser. Here is exactly what we use:

• Strictly necessary (always on): remembering your cookie choice and language, keeping CRM users signed in, and security. The site does not work properly without these.
• Our own visit counts (always on): our server records basic page visits (page, referring page, device type) to see which pages help people. This stays with us and is not used for ads.
• Analytics (off until you click Allow): Google Analytics from Google LLC, which sets cookies such as _ga to count visits and see how people find and use our pages. Ad features in Google Analytics are turned off. You can also use Google's Analytics opt-out add-on.
• Advertising (off until you click Allow): the Meta Pixel from Meta Platforms, which sets cookies such as _fbp, measures how our Facebook and Instagram ads perform, and can help show our ads to people likely to be interested.
• CRM sign-up page (off until you click Allow): on app.maxoutinsurance.com/signup, the same Meta Pixel records the visit and that an account was created (no name, email, or phone). The signed-in CRM has no advertising tracking.

How your choice works: on your first visit we show a cookie banner after you first scroll or tap. Nothing used for advertising or analytics loads until you click Allow, and Don't allow is just as easy. Ignoring the banner means nothing loads. You can change your choice any time with Cookie settings (also at the bottom of every page). Your answer applies to both maxoutinsurance.com and the CRM sign-up page. Clearing your browser data resets it.

Global Privacy Control and Do Not Track: if your browser sends a Global Privacy Control signal or a Do Not Track request, we automatically treat it as Don't allow. You can also manage ad settings in your Meta account.

Our pages also load fonts from Google Fonts and media from our Cloudflare storage. Those services receive your IP address when they deliver the files, as any website file host does.

10. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, use, modification, or disclosure. These include:

• Encrypted connections (HTTPS) for our website and CRM.
• Field-level AES-256 encryption for sensitive application details (such as Social Security, driver's license, and bank numbers), using a dedicated key kept separate from our other system secrets.
• Access limited to people and systems that need it, and service providers chosen for their security practices.

However, no data transmission over the internet or wireless network can be guaranteed to be 100% secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and regulators as the law requires. CRM users are responsible for keeping their login details safe.

11. How Long We Keep Information

We keep personal information only as long as we need it for the purposes in this policy, and longer where the law or a legitimate business need requires it, for example:

• Insurance, tax, and accounting record-keeping rules, which can require records for several years.
• Records of consent and opt-outs for texts and calls, which we keep so we can prove we honored your choices.
• Call recordings and messages, kept under our business and legal needs and deleted when no longer needed.
• Resolving disputes, preventing fraud, and enforcing our agreements, including while a claim or investigation is open.

CRM account data is handled as described in our Terms & Conditions. Deleted information may remain in backups for a limited time until they cycle out.

12. Your Privacy Rights and Choices

Wherever you live in the United States, you can ask us to:

• Tell you what personal information we hold about you and give you a copy
• Correct inaccurate information
• Delete your personal information
• Stop ad tracking — use Cookie settings or a Global Privacy Control signal (we do not sell data)
• Opt out of email communications by clicking "unsubscribe"
• Opt out of SMS messages at any time by replying STOP
• Stop marketing calls by asking to be placed on our internal do-not-call list
• Tell you whether we hold call recordings that relate to you, subject to legal exceptions and retention schedules

How to make a request: email [email protected], call (424) 550-5072, or use our data deletion page. We will confirm your identity (for example, by matching details we already hold) before acting, and we respond within 45 days, or tell you if we need up to 45 more. You may use an authorized agent with your written permission. We will not treat you differently for using these rights.

Client portal users: you can ask to delete your portal yourself from the "My info" tab in the portal (see Deleting Your Portal).

Limits: we may keep information the law requires us to keep or that we need for the reasons in Section 11. Information we collect to provide insurance may be governed by the Gramm-Leach-Bliley Act and state insurance privacy laws instead of some state consumer privacy laws; we will still honor reasonable requests where we can. Insurance companies keep their own records — contact your insurance company about policy records it holds.

Appeals: if we deny your request, reply to our decision with the word "Appeal" and we will review it. If you are still unhappy, you may contact your state attorney general.

California residents may have additional rights under the California Consumer Privacy Act (CCPA). The categories we collect, the purposes, and how long we keep them are in Sections 2, 3, and 11. In the past 12 months we disclosed identifiers, contact and customer records, commercial information, internet activity, audio recordings, and professional information (for agents) to the recipients in Section 8 for business purposes. We do not sell personal information, and we share it for ad measurement only after you accept cookies. Under California's "Shine the Light" law, we do not share personal information with third parties for their own direct marketing.

13. CRM Customers: Data You Upload

When licensed professionals use the Maxout CRM, they decide what information about their own leads and clients goes in and how it is used. For that data we act as a service provider: we process it to run the CRM for that customer and as our Terms allow, and we do not sell it. Each CRM customer is responsible for giving their contacts any required privacy notices and for having the consent the law requires to call, text, email, or record them.

If you are a client of an agent who uses our CRM and want to access or delete your information, please contact that agent. If you contact us instead, we will pass your request to the agent where we can.

Client Portal

Agents who use our CRM can give their clients a private client portal on this website (maxoutinsurance.com/portal). If you have a portal login, this is how it works:

• Encrypted. Your connection to the portal is encrypted (HTTPS). Documents, photos and messages are stored encrypted (AES-256), each file with its own key. They are never placed at a public link.
• Only you and your agent. Only you and the agent who invited you can see your documents and messages in the portal. We do not sell them or share them with anyone else, and we do not use them for advertising. Our systems process them only to run the portal, keep it secure, and as the law requires.
• Documents your agent shares. Your agent can share documents with you in the portal. This includes copies of documents from your agent's CRM records, such as policy papers and applications. They stay in the portal until your agent removes them or the portal is deleted. You can open and download all of them.
• What you send is deleted after 7 days unless you choose to keep it. Documents and photos you send, and the messages in your portal, are permanently deleted 7 days after they are sent. If you turn on "Keep my files and messages" in the portal, they stay until you turn it off or your agent removes them. Turning it off deletes anything older than 7 days.
• Removing a file you sent. You can remove a document or photo you sent until your agent opens it. After that, ask your agent to remove it.
• Your details. Changes you make under "My info" update your contact record with your agent. A new phone number is sent to your agent as a message instead of changing it directly.
• Photos. Location and camera details are removed from pictures when they arrive.
• Sign-in protection. You are signed out after 5 minutes without activity. Five wrong passwords lock your login until your agent unlocks it. Sign-ins, uploads, file openings and changes are recorded so your agent can review them.

To see or correct what is in your portal, use the portal or contact your agent.

Deleting Your Portal

• You can ask to delete your portal at any time from the "My info" tab in the portal.
• Everything in it is permanently deleted 7 days after you ask: documents you sent, documents your agent shared there, messages, and your login and its activity record. Deleted portal content cannot be recovered.
• You can cancel the request in the portal before then. Your agent can also delete your portal sooner.
• We keep only a note that the portal was deleted, and when.
• Deleting the portal does not delete your agent's own records or the insurance company's records. For those, ask your agent or use our data deletion request page.

Screen Sharing

• Your agent may send you a link to watch their screen, for example during a call.
• It is view-only and needs no login. Your agent can't see you or your device.
• The video is streamed live. We do not record or store it.
• So your agent knows who is watching, they see the kind of device and browser that opened the link (for example, "iPhone · Safari"). Our server also records the IP address and browser of each viewer for security.
• The page may show a button to sign in to your client portal. It opens in a new tab.

MaxOut CRM Companion (Chrome Extension)

The MaxOut CRM Companion is a Google Chrome extension for licensed agents who use our CRM. It shows the agent's CRM lead on insurance company websites and helps quote, fill forms, and send quotes from there. This is what it does with data:

• Where it runs. Only on the Maxout CRM (app.maxoutinsurance.com) and these insurance company sites: Transamerica (secure.transamerica.com and lifeinsurance.transamerica.com), the Transamerica Life Illustrator (welis.com), iPipeline (ipipeline.com) and iSCORP (mconnect.iscorp.com). It does not read or track any other website, and it does not collect your browsing history.
• Sign-in. It uses the agent's existing CRM sign-in in the same browser. It has no login of its own and never reads or stores passwords.
• Lead and quote information. It reads the agent's lead from the CRM (such as name, date of birth, gender, contact details, address, height and weight) to fill quote and application forms on the insurance company sites. It reads quote results from those pages so the agent can save, compare, text or email them, and save quote PDFs and images to the lead in the CRM.
• Application details. On iPipeline application screens, it reads the answers the agent enters, which can include Social Security, driver's license, bank, and health information, and saves them to the lead in the CRM so the agent can reuse them. Password and file-upload fields are skipped. These details are held only in memory while being sent, are never kept in the browser, and are stored in the CRM with field-level AES-256 encryption (see Section 10). Every time someone views them, it is recorded.
• Texts and emails. Messages the agent sends from the extension go through the CRM, the same as messages sent in the CRM itself (see Sections 4 and 8).
• Voice typing. The microphone is used only while the agent turns on voice typing. The audio is sent over an encrypted connection to our server and our speech-to-text provider (Telnyx) to turn it into words. We do not record or store the audio.
• Kept in the browser. The extension keeps the agent's settings (such as which buttons show, dark mode, and page size), up to three saved quotes per lead for comparing, and links to open insurance company pages in the agent's own Chrome storage. The current lead is kept only until Chrome closes. Removing the extension deletes all of it.
• Bookmark folder. If the agent asks for it during CRM quick setup, the extension adds one "Maxout Insurance" folder to their bookmarks bar with links to the CRM, their website and the insurance company sites. It only reads and changes that folder. Other bookmarks are never read, changed or sent anywhere.
• Window size for screen sharing. When the agent picks "Fit for phones" while sharing their screen, the extension resizes the shared Chrome window and puts it back afterward.
• No ads, no selling. Data from the extension is used only to provide its features to the agent. We do not sell it, use it for advertising or credit decisions, or let people read it except as needed for security, to follow the law, or with the agent's permission. The extension contains no advertising or analytics trackers.
• Limited Use. The use of information received through the MaxOut CRM Companion follows the Chrome Web Store User Data Policy, including the Limited Use requirements.

Agents can remove the extension at any time from Chrome's Extensions page. Lead and application data saved to the CRM follows the rest of this policy and our Terms. To ask us to delete it, use the contact details in Section 18.

14. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it.

15. Third-Party Links and Services

Our website may contain links to third-party websites, and our CRM and browser extension work with outside services such as Google and insurance company websites. We are not responsible for the privacy practices of those sites and services; their own privacy policies apply when you use them. We encourage you to review them before providing any personal information.

16. Where We Process Data

We operate in the United States, and our services are intended for people in the United States. Your information is stored and processed in the United States. If you visit from another country, you understand your information will be transferred to and processed in the United States.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will update the "Last Updated" date at the top of this page, and for material changes we will also notify CRM users by email or in the app. Changes apply going forward. Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.

18. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us: