Privacy Policy

1. Who We Are

Retention Guardian (retentionguardian.com) is a software product operated by GuardianLink Corporation, which also operates guardianlink.com. This Privacy Policy explains how we collect, use, store, and protect information when you use the Retention Guardian service ("Service"). If you have questions, contact us at support@retentionguardian.com.

2. Information We Collect

a. Account Information

When you create an account, we collect your name, email address, and any other information you provide during registration. Authentication is handled by Clerk (clerk.com); we do not store your password directly.

b. Uploaded Data

You may upload insurance carrier commission statements and related files ("Uploaded Data"). These files may contain your clients' names, plan information, carrier details, and policy data. You are responsible for ensuring you have the right to upload this data. We store Uploaded Data in order to provide the retention tracking features of the Service.

c. Client Data You Enter

You may enter client phone numbers, contact notes, and other information directly into the Service. This data is stored and associated with your agent account and is used solely to power the features you use (e.g., the chase list and contact log).

d. Usage and Technical Data

We collect standard web server logs, browser type, device information, IP addresses, and usage analytics to operate, improve, and secure the Service. This may include session duration, pages visited, and features used.

e. Billing Information

Payment processing is handled entirely by Stripe. We do not store your credit card number or full payment card details. We receive and store a Stripe customer ID and subscription status for account management purposes.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Process transactions and manage your subscription
• Send transactional emails (welcome, trial reminders, payment receipts, lost client alerts)
• Send the Monday morning brief email if you have active lost clients (you may opt out by cancelling or contacting us)
• Respond to your support requests and communications
• Detect, prevent, and investigate fraud and abuse
• Comply with legal obligations
• Maintain audit logs for security and compliance purposes

We do not sell your personal information or your clients' data to third parties. We do not use your data for advertising or share it with data brokers.

4. Data Sharing and Third-Party Services

We share data only with the following service providers, solely to operate the Service:

Each provider has its own privacy policy and data processing practices. We use each provider only as necessary to deliver the Service. We do not authorize these providers to use your data for their own marketing or analytics.

We may disclose information if required by law, subpoena, court order, or to protect the rights, property, or safety of GuardianLink Corporation, our users, or others.

5. Data Retention

We retain your account information and Uploaded Data for as long as your account is active. Following account cancellation or termination, we retain your data for up to 90 days to allow for account recovery, then permanently delete it. Audit logs may be retained longer as required by applicable law or for compliance purposes.

6. Security

We implement industry-standard security measures to protect your data, including:

• TLS/HTTPS encryption for all data in transit (HSTS enforced)
• Encryption at rest for database storage
• 15-minute idle session timeout to prevent unauthorized access
• Audit logging of all access to client data
• Rate limiting on sensitive API endpoints
• HTTP security headers (X-Frame-Options, Content-Type, Referrer-Policy)

No system is 100% secure. You are responsible for maintaining the confidentiality of your account credentials. Notify us immediately at support@retentionguardian.com if you suspect a security breach.

7. Cookies and Tracking

We use strictly necessary cookies to maintain your authenticated session. We may also use minimal analytics cookies to understand how the Service is used. We do not use advertising cookies or third-party tracking pixels.

Referral codes may be stored in cookies for the purpose of attributing your account to an agency or partner who referred you. This cookie expires when used or after 30 days.

8. Your Rights

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

• Access. Request a copy of the personal data we hold about you.
• Correction. Request correction of inaccurate or incomplete data.
• Deletion. Request deletion of your account and associated data (subject to the 90-day retention period).
• Portability. Export your client data as CSV at any time from your account.
• Opt-out of emails. You may opt out of non-transactional emails by replying to any email or contacting support. You cannot opt out of essential transactional emails (e.g., password resets, billing receipts) while your account is active.

To exercise any of these rights, contact us at support@retentionguardian.com. We will respond within 30 days.

9. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected such information, we will delete it promptly.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt out of the sale of your information. We do not sell personal information. To exercise your CCPA rights, contact us at support@retentionguardian.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice in the Service. The "Effective date" at the top of this page indicates when this policy was last updated. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or to exercise your rights: