Privacy Policy

RICO (“RICO”, “we”, “us”) is an insurance agency management system operated by Leo Gomez and used by American Pro Insurance. This policy explains what information RICO handles, why, who else processes it, and the choices you have. It applies to the RICO application, to ricoapp.app, and to RICO's browser extensions.

Information RICO handles

• Account information for the agency's staff: name, work email, role, and sign-in and security records.
• Insurance records the agency enters or imports: insureds and their contacts, businesses, vehicles, drivers, locations, policies, quotes, applications, certificates, claims, payments and related documents.
• Communications sent or received through RICO: calls and voicemail (including recordings and transcripts where the agency enables them), text messages, and email.
• Google account data, only when a user chooses to connect their Google account, as described below.
• Technical information needed to run and secure the service, such as IP addresses, device and browser type, and error logs.

How RICO uses information

Only to provide and secure the service the agency uses: keeping client and policy records, filing communications on the right account, generating documents and certificates, scheduling and reminders, billing, and preventing fraud and abuse. RICO does not sell personal information and does not use it for advertising.

Google user data

Connecting a Google account is optional. When a user connects one, RICO asks Google for these permissions and uses each only as described:

• Gmail — read (gmail.readonly): to find messages exchanged with the agency's clients, prospects and insurance carriers and file them on the matching account, and to recognise carrier notices such as cancellations so the agency can act on them.
• Gmail — send (gmail.send): to send email that the user writes or approves in RICO, from their own address.
• Google Calendar — events RICO creates (calendar.events.owned): to create and update appointments and follow-ups that the user schedules in RICO.
• Google Drive (drive, agency connection only): to create the agency's account folders and store and organise account documents in them.

Google data is stored in RICO's database only to the extent needed for these features: for example, a filed email's sender, recipients, date, subject and text, and its attachments when they belong to an account. Access tokens are encrypted before they are stored and are used only on RICO's servers.

Parts of a message may be processed by OpenAI to recognise carrier notices or to provide an AI feature the user asks for. OpenAI processes it on RICO's behalf through its API, under terms that do not permit it to use that data to train its models.

In particular, RICO does not:

• sell Google user data, or use or transfer it for advertising, including personalised or retargeted advertising;
• use Google user data to train or improve generalised AI or machine-learning models;
• allow people to read Google user data unless the user has given permission, it is needed for security or to comply with law, or it is aggregated and anonymised for internal operations.

Access can be removed at any time at myaccount.google.com/permissions, which stops all further access immediately. A user can also disconnect their mailbox in RICO's settings, which deletes RICO's stored tokens for it; to have the tokens of an agency-wide connection deleted, email leog@americanproinsurance.com. Email already filed on a client's account remains part of that account's record unless deletion is requested as described below.

Who else processes information

RICO uses these service providers, each only to deliver the part of the service named:

• Supabase — database, file storage and sign-in.
• Vercel — hosting of the application and this website.
• OpenAI — AI features, such as reading documents and recognising notices.
• Telnyx — phone calls, voicemail and text messages.
• Resend — sending email that RICO itself sends.
• Stripe — payments, when the agency takes them.
• Google — Gmail, Calendar and Drive, when connected; and HighLevel, when the agency connects it.

Information may also be disclosed when the law requires it, or to protect the rights, property or safety of the agency, its clients or others.

Security

Data is encrypted in transit, connection credentials are encrypted at rest, and access inside RICO is limited by agency and by role. Changes to important records are kept in an audit history. No system is perfectly secure; if a breach affects your information, we will notify you as the law requires.

Retention and deletion

Records are kept while the agency uses RICO and as long afterwards as insurance and record-keeping laws require. Call recordings follow the retention period the agency sets. To ask for access to, correction of, or deletion of your information, email leog@americanproinsurance.com. A Google connection can be removed at any time as described above.

Children

RICO is a business tool and is not directed to children under 13. We do not knowingly collect their information.

Changes

If this policy changes, the new version will be posted here with a new date. Material changes affecting Google user data will be made before any new use begins.

Contact

Leo Gomez, Texas, USA — leog@americanproinsurance.com. See also the Terms of Service.