Privacy Policy

Information you provide

When you use our contact or appointment-request form, we collect the information you submit: your name, email address, phone number, insurance service of interest, state, agent preference, preferred contact method and timing, message, and contact-consent choice. Please provide only the information needed for us to respond.

Do not send medical records, diagnoses, detailed health histories, Social Security numbers, Medicare identification numbers, payment details, or other sensitive information through the website form. This website does not request those items or accept insurance applications or payments. If information is needed later for an application, ask the agent about the appropriate carrier-approved process.

How inquiries are used and stored

We use the information you provide to review your request, respond about the service you selected, and coordinate a possible conversation. Form submissions are stored in the website's managed database. The website's inquiry dashboard is restricted to the agency owner; it is not a public customer directory.

We use Postmark to send a transactional request-confirmation email to the address you provide and a notification to the selected team member or designated agency inbox. The notification includes basic contact and request information; free-text notes remain in the private inquiry dashboard. The visitor confirmation does not repeat your insurance service interest or free-text note. Email provider acceptance does not guarantee inbox delivery. We do not enable open or link tracking for these messages.

Submitting a form does not enroll you in insurance, confirm an appointment, or subscribe you to an email newsletter. We use your contact preferences and consent choice when responding. You can ask us to stop follow-up contact by calling 580-765-0177.

Cookies, authentication, and analytics

The owner's sign-in uses OAuth authentication and necessary session cookies to maintain access to the private dashboard. These are not a customer account or an insurance enrollment service. Blocking necessary cookies may prevent owner sign-in from working.

The website platform's analytics are enabled to help understand site use. Hosting and analytics services may process technical information such as device and browser information, pages visited, and network information according to their settings. We have not added advertising trackers to this website. Your browser may offer controls for cookies and other storage.

Service providers and other disclosures

We use service providers for website hosting, the managed database, authentication, platform analytics, and transactional email delivery through Postmark. Those providers may process information as needed to operate, maintain, support, or secure their services. Restricting the agency dashboard to the owner does not mean that authorized service-provider personnel can never access data.

We may disclose information when required by law or when reasonably needed to address fraud, security incidents, or legal claims. This website form is not a public lead marketplace or an insurance application sent automatically to carriers. If a later insurance application requires sharing information, the agent and carrier should explain that separate process.

Security and retention

We use the website platform's access controls and security features, but no website, transmission, or storage system is completely secure. Please do not use the general inquiry form to transmit confidential health or financial records.

We retain website inquiry information for responding to requests and for applicable business, recordkeeping, or legal needs. Retention may differ for inquiries, technical logs, and backups. Contact us with questions about a particular record; deletion may be limited by records we must preserve or by backup processes.

Your choices and questions

You may choose not to submit a website form and call us instead. Call 580-765-0177 to ask about your website inquiry, request a correction or deletion, or withdraw permission for future follow-up. We may need to verify your identity before acting on a request, and some records may need to be retained.

This website is intended for adults seeking insurance information. Please do not submit a child's personal or health information through the general form. Links to a carrier, Medicare.gov, HealthCare.gov, or another external website are subject to that website's own privacy practices.

For privacy questions, contact Bates Insurance Group at 580-765-0177 or write to 3004 Turner Street, Ponca City, OK 74604. We may update this policy when the website's practices change.