Privacy Policy

Spartan Financial Solutions LLC ("we," "our") operates this platform. This policy explains what information we collect when you use the Spartan Financial Solutions platform, how we use it, and the choices you have. Spartan Financial Solutions is a B2B software platform sold to insurance agencies; their agents and the agencies' own contacts are the people whose data we process.

1. Who is the controller of your data

When you use Spartan Financial Solutions as an insurance agency (the customer), the agency is the data controller of any contact and policy records they put into the platform. We process that data as a processor on the agency's behalf. When you use Spartan Financial Solutions as an agent, your employing agency is the controller of your account profile and activity.

2. What we collect

Account & profile

• Name, email address, phone, role, NPN (license number)
• Hashed password (we never store passwords in plain text)
• Two-factor authentication secrets (encrypted at rest)
• Login activity: timestamp, IP address, user agent

Agency-supplied contact records

• Contact names, phone numbers, email addresses, physical addresses
• Date of birth, last four of SSN (encrypted at rest)
• Policy details, premiums, status, tags, notes
• Communications history (SMS, email, voice transcripts)

Communications

• SMS sent and received via your Twilio sub-account
• Voice calls placed/received through Vapi (recording + transcript)
• Inbound and outbound emails routed through Resend or Gmail

Billing

• Stripe customer ID and subscription state (no card numbers — Stripe holds those)

Diagnostics

• Anonymized error reports via Sentry (filename, line, stack trace)
• Web analytics: page views, performance metrics

3. How we use it

• To deliver the CRM features the agency pays for
• To enforce compliance (TCPA quiet hours, NAIC scanning, audit logs)
• To fix bugs and improve performance
• To bill the agency's subscription
• To respond to support requests and lawful requests from authorities

We do not sell or rent personal data, do not show ads, and do not use customer data to train AI models other than for that customer's own use within the platform.

4. Sub-processors we share data with

See our full sub-processor list at /subprocessors. In short: hosting (Vercel), database (Neon), error tracking (Sentry), AI inference (Anthropic), SMS/voice (Twilio, Vapi), email (Resend), and rate limiting (Upstash). Each is bound by a Data Processing Agreement.

5. Security

• All traffic is TLS 1.2+ in transit
• Sensitive fields (SSN, OAuth tokens, Twilio credentials) are AES-256-GCM encrypted at rest
• Passwords hashed with bcrypt (cost 12)
• Multi-tenant isolation: every database query is scoped to the requester's agency
• 2FA available and recommended for all accounts
• Audit log of every record creation, edit, deletion, and consent capture
• Strict CSP, HSTS, frame-ancestors, and other browser hardening headers

6. Retention

Most US states require insurance records to be retained for 5–7 years after the policy ends. We follow the longest applicable retention period for each agency's state of operation. Soft-deleted records are kept for that period, then hard-deleted. Audit logs are retained for the same duration. You may request earlier deletion of records that are not subject to a regulatory retention obligation.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete, or export the personal data we hold about you. Contact your agency administrator first; they are the controller. If they cannot resolve the request, write to us at the address below and we will assist. We respond within 30 days.

California residents have rights under the CCPA/CPRA, including the right to know what we collect, the right to deletion, and the right not to be discriminated against for exercising these rights. We do not "sell" personal information as defined under CCPA.

8. Children

Spartan Financial Solutions is not intended for use by anyone under 18. We do not knowingly collect data from children.

9. Changes to this policy

We will update this page when our practices change. Material changes are emailed to agency owners 30 days before they take effect.

10. SMS Communications

Spartan Financial Solutions agents may send SMS text messages to prospects and clients who have provided express written consent. This section explains how that consent is obtained and how to manage your preferences.

How we collect your phone number and consent

Your phone number is collected when you voluntarily provide it through one of the following methods:

• Web form opt-in: Submitting a contact or quote request form at spartan-os.com/sms-opt-in that includes explicit SMS consent language.
• Verbal consent: Providing your phone number and expressly agreeing to receive text messages during a phone or in-person insurance consultation with a licensed agent.

What messages you may receive

By opting in, you may receive SMS messages from a licensed Spartan Financial Solutions agent including:

• Life insurance quote follow-ups and comparisons
• Appointment reminders and scheduling confirmations
• Policy status updates and renewal reminders
• Responses to inquiries you have initiated

Message frequency and costs

Message frequency varies based on your interaction with your agent. Message and data rates may apply depending on your mobile carrier and plan.

How to opt out

You may opt out of SMS messages at any time by replying STOP to any message you receive. You will receive a single confirmation message and no further texts will be sent. To re-subscribe, reply START.

For help, reply HELP or contact your agent directly.

Your phone number will not be shared

We do not sell, rent, or share your phone number with third parties for their own marketing purposes. Phone numbers are used solely to communicate with you about the insurance services you have expressed interest in.

11. Contact

Spartan Financial Solutions LLC
privacy@spartan-os.com