simpleAMS Agency Management System

Privacy Policy

Last updated October 08, 2025



This Privacy Notice for simpleAMS LLC. (“we,” “us,” or “our“), describes how and why we might access, collect, store, use, and/or share (“process“) your personal information when you use our services (“Services“), including when you:
Visit our website at https://crm.simpleams.net or any website of ours that links to this Privacy Notice

SimpleAMS – Insurance Agency Management System Overview


simpleAMS is a comprehensive, web-based Agency Management System (AMS) specifically designed for Independent Marketing Organizations (IMOs) in the insurance industry. The platform provides end-to-end management capabilities for insurance agencies to oversee their operations, agents, clients, policies, and business processes through a centralized digital platform.

Core Purpose

 The system serves as a complete business management solution for IMOs, enabling them to efficiently manage their distribution network of independent insurance agents, track policy production, maintain client relationships, manage carrier partnerships, and facilitate internal communications—all within a secure, role-based environment.

Key System Modules
1. Agent Management
  • Complete agent lifecycle management (onboarding, licensing, appointments, termination)
  • Agent hierarchy and organizational structure tracking
  • Manager-to-agent relationships and reporting lines
  • Employment type classification (W2 vs 1099 contractors)
  • License tracking with expiration monitoring
  • Carrier appointment management
  • Agent status management (Active, Inactive, Suspended, Terminated)
  • Commission and compensation tracking
  • Performance metrics and production reporting
2. Client Management
  • Comprehensive client database with contact information
  • Client lifecycle tracking from lead to policy holder
  • Client status management
  • Relationship tracking (which agent manages which clients)
  • Document storage per client
  • Activity history and interaction logging
  • Client segmentation and categorization
3. Lead Management
  • Lead capture and tracking system
  • Lead source attribution
  • Lead status workflow (New, Contacted, Qualified, Converted)
  • Lead assignment to agents
  • Lead activity tracking
  • Lead-to-client conversion process
  • Lead reassignment capabilities
4. Policy Management
  • Complete policy lifecycle management
  • Multi-carrier policy tracking
  • Policy status monitoring
  • Premium tracking
  • Coverage details and policy terms
  • Renewal management
  • Policy assignment to agents and clients
  • Carrier product catalog integration
5. Carrier Management
  • Carrier database with contact information
  • Carrier status tracking
  • Product catalog per carrier
  • Carrier appointment tracking
  • Contract management
  • Commission schedules
  • Multiple contact types (phone, address management)
6. Organization Management
  • Multi-organization support structure
  • Organizational hierarchy
  • Company profile management
  • Inter-organization relationships
7. Calendar & Events
  • System-wide calendar functionality
  • Event creation and management
  • Appointment scheduling
  • Meeting tracking
  • Event notifications
  • User-specific and shared calendars
8. Email System
  • Integrated email client
  • Multiple email account support (IMAP, SMTP, OAuth)
  • Email account management per user
  • Email synchronization
  • Folder management (Inbox, Sent, Drafts, Spam, Trash)
  • Email signatures
  • Read/unread status tracking
  • Starring and organization features
  • Bulk actions
  • Email templates
  • Search and filtering
9. Document Management
  • Centralized document repository
  • Category-based organization
  • Document versioning
  • Access control and permissions
  • Document sharing capabilities
  • File upload and storage
  • Document search and retrieval
  • Bulk document operations
10. Internal Communications
  • Real-time chat system
  • Direct messaging between users
  • Group chat rooms
  • Message history
  • User presence indicators
11. Reporting System
  • Custom report builder
  • Pre-built report templates
  • Module-based reporting (Agents, Policies, Leads, etc.)
  • Field selection and filtering
  • Report scheduling
  • Export capabilities (CSV, Excel, PDF)
  • Public report sharing
  • Large dataset handling
12. User Management & Security
  • Role-based access control (RBAC)
  • Granular permission system
  • User account management
  • Role creation and assignment
  • Permission synchronization
  • User status management
  • Password security
  • Email verification
  • Account recovery
13. Notification System
  • Multi-channel notifications (In-app, Browser Push, Email)
  • 100+ notification types across all modules
  • User notification preferences
  • Category-based notification management
  • Priority levels (Low, Normal, High, Urgent)
  • Read/unread status
  • Notification history
  • Real-time browser push notifications
  • Email notification delivery
  • Notification filtering and search
14. Audit Logging
  • Comprehensive system activity tracking
  • User action logging
  • Security monitoring
  • Compliance tracking
  • Audit log search and filtering
  • Read-only audit records
15. Custom Fields
  • Dynamic field creation for modules
  • Custom data capture
  • Field type support (text, number, date, dropdown, etc.)
  • Module-specific customization
  • Field ordering and organization
16. System Settings
  • Branding customization (logo, colors, company name)
  • Email configuration
  • Push notification settings (VAPID keys, display preferences)
  • System maintenance tools
  • Cache management
  • Database optimization
  • Backup creation
  • System health checks
  • Import/export functionality
  • API and webhook management
17. Hierarchy Management
  • Visual organizational chart
  • Agent reporting structure
  • Manager assignments
  • Hierarchy updates and modifications
  • Downline tracking

Technical Architecture
  • Framework: Laravel (PHP) backend
  • Frontend: Inertia.js with Vue 3
  • Database: MySQL
  • Authentication: Laravel Sanctum with role-based permissions (Spatie Laravel Permission)
  • Real-time Features: Service Workers for push notifications
  • Email Integration: IMAP/SMTP with OAuth support (Google, Microsoft)
  • File Storage: Server-based storage system
  • Notification Delivery: Web Push API with VAPID authentication

Security Features
  • Multi-factor authentication ready
  • Role-based access control with granular permissions
  • reCAPTCHA v3 integration for bot protection
  • Rate limiting on authentication attempts
  • Session management and timeout
  • Encrypted password storage
  • Audit logging for compliance
  • Permission-based data access
  • Secure file upload and storage

User Types & Access Levels
  • System Administrators: Full system access and configuration
  • Admin: Agency-level administrative access
  • Managers: Agent supervision and team management
  • Agents: Limited access to own clients, leads, and policies
  • Custom Roles: Configurable role creation with specific permissions

Data Management
  • Centralized database for all agency operations
  • Relationship mapping between agents, clients, policies, and carriers
  • Document attachment to relevant entities
  • Activity tracking across all modules
  • Search and filtering capabilities
  • Data export functionality
  • Import capabilities for bulk data entry

Current Deployment Model
  • Single-tenant architecture (one agency per installation)
  • Self-hosted or managed hosting
  • Designed for IMOs managing 10-1000+ agents
  • Scalable infrastructure
  • Full data ownership and control

Future Capabilities (Planned)
  • Multi-tenant architecture for SaaS deployment
  • Individual agent subscription tiers
  • Enhanced mobile application
  • Advanced analytics and business intelligence
  • Third-party integrations (CRM systems, insurance carriers)
  • API access for external systems
  • White-label capabilities
Engage with us in other related ways, including any sales, marketing, or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@simpleams.net.


SUMMARY OF KEY POINTS

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? Some of the information may be considered “special” or “sensitive” in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.


TABLE OF CONTENTS

   


1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
  • names
  • phone numbers
  • email addresses
  • mailing addresses
  • job titles
  • usernames
  • passwords
  • state insurance license numbers
  • social security numbers
Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:
  • social security numbers or other government identifiers
Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Stripe. You may find their privacy notice link(s) here: https://stripe.com/privacy.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • Your agencies in-house use only . Your information is used by your agency only on their terms

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:
  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

4. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than as long as your agency requires based on their business terms.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

5. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

6. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at privacy@simpleams.net.

7. WHAT ARE YOUR PRIVACY RIGHTS?

In Short:  You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?“ below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

If you have questions or comments about your privacy rights, you may email us at privacy@simpleams.net.

8. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.

9. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. More information is provided below.

Categories of Personal Information We Collect

The table below shows the categories of personal information we have collected in the past twelve (12) months. The table includes illustrative examples of each category and does not reflect the personal information we collect from you. For a comprehensive inventory of all personal information we process, please refer to the section “WHAT INFORMATION DO WE COLLECT?“

CategoryExamplesCollected
A. Identifiers
Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name

YES

B. Personal information as defined in the California Customer Records statute
Name, contact information, education, employment, employment history, and financial information

YES

C. Protected classification characteristics under state or federal law
Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data

YES

D. Commercial information
Transaction information, purchase history, financial details, and payment information

NO

E. Biometric information
Fingerprints and voiceprints

NO

F. Internet or other similar network activity
Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements

NO

G. Geolocation data
Device location

NO

H. Audio, electronic, sensory, or similar information
Images and audio, video or call recordings created in connection with our business activities

NO

I. Professional or employment-related information
Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us

NO

J. Education Information
Student records and directory information

NO

K. Inferences drawn from collected personal information
Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics

NO

L. Sensitive personal InformationAccount login information, precise geolocation and social security numbers

YES


We only collect sensitive personal information, as defined by applicable privacy laws or the purposes allowed by law or with your consent. Sensitive personal information may be used, or disclosed to a service provider or contractor, for additional, specified purposes. You may have the right to limit the use or disclosure of your sensitive personal information. We do not collect or process sensitive personal information for the purpose of inferring characteristics about you.

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:
  • Receiving help through our customer support channels;
  • Participation in customer surveys or contests; and
  • Facilitation in the delivery of our Services and to respond to your inquiries.
We will use and retain the collected personal information as needed to provide the Services or for:
  • Category A – As long as the user has an account with us
  • Category B – As long as the user has an account with us
  • Category C – As long as the user has an account with us
  • Category L – As long as the user has an account with us

Sources of Personal Information

Learn more about the sources of personal information we collect in “WHAT INFORMATION DO WE COLLECT?“

How We Use and Share Personal Information

Learn more about how we use your personal information in the section, “HOW DO WE PROCESS YOUR INFORMATION?“

Will your information be shared with anyone else?

We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Learn more about how we disclose personal information to in the section, “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?“

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be “selling” of your personal information.

We have not disclosed, sold, or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We will not sell or share personal information in the future belonging to website visitors, users, and other consumers.

Your Rights

You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:
  • Right to know whether or not we are processing your personal data
  • Right to access your personal data
  • Right to correct inaccuracies in your personal data
  • Right to request the deletion of your personal data
  • Right to obtain a copy of the personal data you previously shared with us
  • Right to non-discrimination for exercising your rights
  • Right to opt out of the processing of your personal data if it is used for targeted advertising (or sharing as defined under California’s privacy law), the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects (“profiling”)
Depending upon the state where you live, you may also have the following rights:
  • Right to access the categories of personal data being processed (as permitted by applicable law, including the privacy law in Minnesota)
  • Right to obtain a list of the categories of third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in California, Delaware, and Maryland)
  • Right to obtain a list of specific third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in Minnesota and Oregon)
  • Right to review, understand, question, and correct how personal data has been profiled (as permitted by applicable law, including the privacy law in Minnesota)
  • Right to limit use and disclosure of sensitive personal data (as permitted by applicable law, including the privacy law in California)
  • Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (as permitted by applicable law, including the privacy law in Florida)

How to Exercise Your Rights

To exercise these rights, you can contact us by submitting a data subject access request, by emailing us at privacy@simpleams.net, or by referring to the contact details at the bottom of this document.

Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@simpleams.net. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

California “Shine The Light” Law

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?“

10. HOLD-HARMLESS STATEMENT

 All personal information entered into our online application is done so by your specific agency and is not monitored by simpleAMS. Any issues should be directed to your specific Agency, IMO, Carrier etc. simpleAMS is not liable for any information that is stored in our application.

11. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Revised” date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at privacy@simpleams.net or contact us by post at:

simpleAMS LLC.
__________
Hixson, TN 37343
United States

13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.