Privacy Policy | Timberbrook Insurance

Who We Are and What This Policy Covers

Timberbrook Insurance Agency LLC, referred to in this policy as Timberbrook Insurance, we, us, or our, operates this website and provides insurance agency services. Our mailing address is 18911 Hardy Oak Blvd, Ste 339, San Antonio, TX 78258.

This policy explains how we collect, use, protect, and disclose personal information through our website, communications, and agency services. Insurance companies and other independent businesses may have their own privacy notices. Where a separate insurance privacy notice applies, that notice governs the information and practices it specifically addresses. Nothing in this policy reduces rights or protections provided by applicable law.

Information We Collect

The information we collect depends on how you interact with us and the services you request. It may include:

Contact and identification information: Your name, mailing address, email address, telephone number, business name, and information identifying you or an authorized representative.
Insurance and service information: The coverage you request; property, vehicle, household, driver, business, payroll, and exposure information; current or prior insurance; application details; policy numbers; claims and loss history; billing information; certificate holder information; and documents you provide to obtain or service insurance.
Sensitive information when necessary: Dates of birth, government identification, financial information, and health information relevant to an insurance application or service. We request sensitive information through an appropriate collection process and obtain permissions or authorizations where required. Our general website forms and text messaging service are not intended for this information.
Communications and consent records: Emails, text messages, voicemail, correspondence, service requests, and records of your communication preferences, text messaging consent, and opt out requests. Consent records may include the number provided, date and time, method of consent, and disclosure presented.
Website information: IP address, browser and device information, approximate location derived from an IP address, pages visited, referring pages, interaction and security logs, and cookie or similar identifiers.

We collect information from you and your authorized representatives. We may also receive information from insurers, underwriters, managing general agencies, insurance intermediaries, prior agents, claims administrators, service providers, and public records, as permitted by law. Where authorized and relevant, insurers or other authorized parties may obtain consumer reports, driving records, or other underwriting information. Any required consumer report notices and authorizations are handled separately.

If you provide information about another person, you must have the authority or other lawful basis to provide it. Providing someone else's telephone number does not establish that person's consent to receive text messages.

How We Use Information

We use information to:

Respond to inquiries and communicate about insurance or services you request.
Evaluate insurance needs, obtain quotes, submit applications, place coverage, and service policies.
Process requested changes, renewals, billing inquiries, certificates, and claims assistance.
Verify identity and authority; prevent fraud, spam, unauthorized access, and other misuse.
Maintain business, insurance, transaction, communication, and consent records.
Operate, secure, troubleshoot, and improve our website and agency services.
Measure website and advertising performance and, where permitted, display relevant advertising using the website information described below.
Comply with legal, licensing, regulatory, contractual, and recordkeeping obligations; respond to lawful requests; and establish or defend legal claims.

We obtain separate consent when applicable law requires it. Visiting this website or providing a telephone number does not, by itself, authorize marketing texts or prerecorded marketing calls.

How We Disclose Information

We disclose information as needed and permitted by law to:

Insurance markets and service participants: Insurance companies, underwriters, managing general agencies, wholesalers, insurance intermediaries, claims administrators, and others involved in obtaining, placing, administering, or servicing the insurance you request.
Service providers: Businesses that support our website, hosting, security, forms, email, telephone and text messaging, document handling, agency systems, professional services, and other operations. These providers receive information for the services they perform, subject to applicable contractual and legal restrictions.
Authorized recipients: Certificate holders, lenders, loss payees, additional insureds, representatives, and others when you authorize a disclosure or the disclosure is necessary and lawful to complete a requested insurance transaction.
Legal and protective purposes: Regulators, law enforcement, courts, auditors, legal advisers, and other parties when required or permitted by law, or when necessary to investigate fraud, protect rights or safety, or resolve a dispute.
Business transactions: Parties involved in a proposed or completed merger, acquisition, financing, or sale of agency assets or an insurance book of business, subject to applicable law and appropriate confidentiality protections. The restrictions on SMS consent below continue to apply.

We do not sell personal information to data brokers or exchange it for money outside a lawful business transaction described above. Certain disclosures of online identifiers and browsing activity through advertising tools may be considered a sale, sharing, or targeted advertising under some privacy laws. Those activities, where enabled, are described in the next section. Insurance application information and SMS consent are not made available to other businesses for their independent marketing under these provisions.

Cookies, Analytics and Advertising

We use cookies and similar technologies for website functionality, security, analytics, and, where enabled, advertising measurement and relevant advertising. These technologies may collect online identifiers, device information, page visits, and interactions. Advertising providers may associate that information with activity on other websites or with their own user accounts.

Where enabled, Google Analytics helps us understand website use, and Google and Meta advertising tools help measure advertising and display relevant advertisements. Cloudflare supports website delivery and security; Cloudflare Turnstile helps detect automated or abusive form submissions. Information about Turnstile's processing is available in the Cloudflare Turnstile Privacy Addendum.

We configure our advertising and analytics tools to record that a form was submitted rather than what you typed into it. We do not intentionally provide the contents of quote, contact, certificate, or service forms, insurance applications, policy or claim details, health information, government identification numbers, financial account information, or SMS opt in data and consent to advertising platforms, and we do not use that information to build advertising audiences.

You can manage cookies and tracking through your browser settings, Google's advertising settings, Meta's advertising preferences, and the Google Analytics opt out browser add on. Blocking cookies may affect some website features. These controls may be specific to a browser or device and may not stop all data collection.

Browser Do Not Track settings do not necessarily disable the technologies described here. We honor legally required privacy preference signals and opt out requests where applicable law requires us to do so. You may contact us to request an available privacy choice or ask how to exercise it.

Our text messaging program provides customer care communications related to insurance inquiries and agency services. With your express consent, messages may include follow ups on quotes you request, requests for information, appointment coordination, policy service updates, certificate request updates, and renewal reminders. Messages may be sent by staff or through automated messaging tools. We do not send marketing or promotional text messages through this program.

You can opt in through a documented written opt in process that we provide to you, such as a signed or electronic consent form. If you text us first, we may respond to that inquiry; that contact alone does not enroll you in recurring notifications. Consent is not a condition of purchasing insurance or using our services.

Mobile opt in information and text message consent are not sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. We do not share your mobile number with third parties or affiliates for their own marketing or promotional purposes. We do not transfer your SMS consent to another business for that business's own messaging. SMS opt in information and consent may be processed by providers acting on our behalf solely to deliver and administer our messaging program, maintain consent records, and honor opt outs, or disclosed as required by law. The other disclosure provisions in this policy, including the business transaction provision, do not authorize another business or affiliate to use your SMS consent for its own purposes.

Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe or HELP for assistance. You may also request help or revoke consent by emailing service@timberbrookins.com. We honor other clear requests to stop text messages. See the Text Messaging Terms for additional details.

Insurance Privacy Notices

Insurance information may be subject to additional protections under federal and Texas insurance privacy law. We or the applicable insurer provide required insurance privacy notices, authorizations, and opt out opportunities when applicable. You may request a copy of an applicable notice from us.

This website policy does not replace a required insurance privacy notice or a separate authorization for sensitive information. We do not use this policy to obtain a waiver of insurance privacy rights.

Security and Sensitive Information

We use reasonable administrative, technical, and physical safeguards appropriate to the information we handle, and restrict access based on business needs. No website, email, text message, or storage system can be guaranteed completely secure.

Do not submit Social Security numbers, driver's license numbers, payment card numbers, bank account information, medical records, or other sensitive information through general website forms, ordinary email, or text messages. Contact us to arrange an appropriate secure method. This instruction does not limit our responsibility to handle information lawfully if we receive it.

If you believe someone has misused your information or sent a fraudulent message claiming to be from us, contact us promptly using the contact information below.

Retention

We retain information for the time reasonably needed to provide services, maintain insurance and business records, document consent and transactions, satisfy legal and regulatory requirements, prevent fraud, and resolve disputes. Retention periods vary by record type and applicable obligations.

We may retain records after a policy expires or a relationship ends. Opt out and suppression records may be retained so we can honor your preferences. When information is no longer needed, we dispose of it or deidentify it using appropriate methods, subject to backup, legal hold, and other lawful retention requirements.

Your Choices and Requests

You may contact us to request access to, correction of, or deletion of personal information, or to ask about other rights available under applicable law. Available rights depend on the law that applies and may be subject to exemptions for insurance information and other records. We may verify your identity and authority before responding. We respond within applicable legal deadlines and explain material limitations where required.

We may retain information when needed for insurance servicing, legal or regulatory obligations, fraud prevention, pending disputes, or other permitted purposes. We cannot alter or delete records held independently by an insurer or another business; you may need to contact that business directly. If an appeal is available for a denied request, you may request review by contacting us using the same email address.

To stop text messages, reply STOP or contact us. To stop optional marketing emails, use the unsubscribe link when provided or contact us. We may continue necessary service or legally required communications through permitted channels. Declining optional information may limit our ability to prepare a quote or provide a requested service.

Children

Our website is intended for adults and is not directed to children under 13. We do not knowingly collect information directly from children under 13 through the website. Adults may provide information about dependents when lawfully needed for insurance. If you believe a child has provided information directly to us without appropriate authorization, contact us so we can address it.

Third Party Websites and Services

Links to insurer websites, payment portals, social media, and other independent services may take you away from our website. Those services apply their own privacy policies. Review their notices before providing information. This policy does not govern their independent practices.

Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. The date above identifies the latest version. We provide additional notice or obtain consent for material changes when required by law. A policy update does not automatically expand existing SMS consent or authorize a new use requiring separate consent.

Contact Us

Timberbrook Insurance Agency LLC
Timberbrook Insurance
18911 Hardy Oak Blvd, Ste 339
San Antonio, TX 78258
Email: service@timberbrookins.com