The Agency (“The Agency,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard information when you visit our website, schedule an appointment, submit information through an online form, access a client portal, or otherwise interact with our online services (collectively, the “Website”).

By using the Website, you acknowledge the practices described in this Privacy Policy.

1. INFORMATION WE COLLECT

The information we collect depends upon how you interact with the Website and the services you request.

Personal Information You Provide

We may collect information that you voluntarily provide to us, including:

• Name;
• Mailing address;
• Email address;
• Telephone number;
• Date of birth;
• Appointment and scheduling information;
• Information submitted through contact forms or questionnaires;
• Family and beneficiary information;
• Estate planning information;
• Financial and retirement information;
• Insurance information;
• Employment information;
• Information regarding assets, accounts, property, or business interests;
• Documents uploaded through a client portal or other designated system;
• Communications with our office; and
• Other information you choose to provide in connection with our services.

Please provide sensitive financial, identification, or estate planning documents only through secure systems or other methods designated by The Agency.

Information Collected Automatically

When you visit the Website, certain information may be collected automatically through cookies and similar technologies, including:

• Internet Protocol (IP) address;
• Browser type;
• Device type;
• Operating system;
• Pages viewed;
• Date and time of access;
• Referring website or source;
• General Website interactions; and
• Approximate geographic information derived from your IP address.

For additional information regarding these technologies, please review our Cookie Policy.

2. HOW WE COLLECT INFORMATION

We may collect information when you:

• Visit or interact with our Website;
• Contact us through an online form;
• Schedule an appointment;
• Complete an intake questionnaire;
• Request information about our services;
• Create or access a client portal;
• Upload documents;
• Register for an event, workshop, or educational program;
• Subscribe to communications;
• Become a client; or
• Otherwise communicate or interact with The Agency.

We may also receive information from third parties when authorized by you or otherwise permitted by applicable law.

3. HOW WE USE YOUR INFORMATION

We may use information we collect to:

• Respond to inquiries and requests;
• Schedule and manage appointments;
• Conduct client intake;
• Prepare for consultations and planning meetings;
• Provide estate planning, financial, retirement, insurance, and related services;
• Evaluate your planning needs and objectives;
• Communicate with you regarding appointments, services, documents, applications, and other matters;
• Maintain and administer client relationships;
• Process authorized transactions or service requests;
• Maintain business and client records;
• Operate, maintain, and improve the Website;
• Provide and administer client portal functionality;
• Maintain the security and integrity of our Website and systems;
• Detect, investigate, and prevent fraud, unauthorized activity, or security incidents;
• Comply with applicable legal, regulatory, licensing, compliance, contractual, and recordkeeping requirements; and
• Carry out other purposes disclosed to you when information is collected or otherwise authorized by you.

4. FINANCIAL AND OTHER SENSITIVE INFORMATION

Certain services provided by The Agency may require clients or prospective clients to provide financial, insurance, retirement, estate planning, and other sensitive information.

We recognize the confidential nature of this information and maintain administrative, technical, and physical safeguards designed to protect personal information in our possession or control.

Where applicable, the collection, use, disclosure, retention, and protection of financial information may also be subject to federal or state financial privacy requirements and additional privacy notices provided in connection with particular financial or insurance services.

5. HOW WE MAY DISCLOSE INFORMATION

We may disclose personal information when reasonably necessary to provide requested services, operate our business, maintain our systems, comply with applicable requirements, or otherwise as authorized by you.

Depending upon the services you request, information may be disclosed to appropriate third parties, including:

• Insurance companies and insurance service providers;
• Financial institutions and financial service providers;
• Custodians and other financial platforms;
• Accountants, tax professionals, and other professional advisors when appropriate;
• Technology and cybersecurity providers;
• Client relationship management providers;
• Appointment scheduling providers;
• Client portal and document-management providers;
• Electronic signature providers;
• Payment processors;
• Website hosting and analytics providers;
• Communications providers;
• Governmental, regulatory, licensing, judicial, or law-enforcement authorities when disclosure is required or permitted by law; and
• Other service providers reasonably necessary to operate our business or provide requested services.

We may also disclose information in connection with a merger, acquisition, restructuring, financing, sale of assets, or other business transaction, subject to applicable legal requirements.

6. SALE OF PERSONAL INFORMATION

The Agency does not sell personal information for monetary consideration.

We may use third-party technology providers to operate, analyze, maintain, or improve our Website. Certain state privacy laws may define some forms of online advertising, analytics, or data sharing more broadly than an ordinary “sale.”

Where required by applicable law, we will provide appropriate disclosures and mechanisms for exercising applicable privacy choices.

7. CLIENT PORTALS AND DOCUMENT SUBMISSIONS

Our Website may provide access to third-party platforms through which prospective or existing clients can complete questionnaires, submit information, electronically sign documents, or upload records.

Sensitive information should be submitted only through systems designated by The Agency for that purpose.

Users are responsible for protecting their account credentials and should notify us promptly if they believe their account or credentials have been compromised.

8. DATA SECURITY

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, loss, or destruction.

Our safeguards may include access controls, secure technology platforms, authentication measures, cybersecurity protections, employee or contractor confidentiality requirements, and other measures appropriate to the nature of the information.

However, no Internet transmission, electronic storage system, or security measure can be guaranteed to be completely secure. Accordingly, we cannot guarantee the absolute security of information transmitted electronically.

9. DATA RETENTION

We retain personal information for as long as reasonably necessary to fulfill the purposes for which it was collected and to satisfy applicable business, legal, regulatory, licensing, contractual, compliance, and recordkeeping requirements.

Retention periods may vary depending upon the nature of the information and the services provided.

When information is no longer reasonably necessary, we may delete, destroy, anonymize, or otherwise dispose of it in accordance with our policies and applicable requirements.

10. COOKIES AND SIMILAR TECHNOLOGIES

We may use cookies and similar technologies to operate and secure the Website, remember preferences, understand Website usage, evaluate performance, and improve the user experience.

Certain third-party providers supporting Website features may also use cookies or similar technologies.

For additional information about our use of cookies and your available choices, please review our Cookie Policy.

11. THIRD-PARTY WEBSITES AND SERVICES

Our Website may contain links to or integrations with websites and services operated by third parties.

The Agency does not control the privacy, security, or information practices of independent third parties. Your interaction with those websites or services is subject to the applicable third party’s policies and terms.

We encourage you to review the privacy policies of third-party websites before providing personal information.

12. COMMUNICATIONS

If you provide your contact information, we may use it to communicate with you regarding appointments, requested services, client matters, educational information, events, or other communications consistent with your relationship with The Agency.

Where required by applicable law, you may opt out of promotional email or text communications using the unsubscribe or opt-out method provided in the applicable communication.

13. CHILDREN’S PRIVACY

Our Website is intended for adults and is not directed to children under the age of 13.

We do not knowingly solicit personal information directly from children under 13 through the Website.

14. YOUR PRIVACY CHOICES

Depending upon your state of residence and applicable law, you may have certain rights concerning your personal information.

• Request access to certain personal information;
• Request correction of inaccurate information;
• Request deletion of certain information;
• Obtain information concerning certain uses or disclosures;
• Opt out of certain forms of data sharing or targeted advertising; or
• Exercise other privacy rights provided by applicable law.

15. PROTECTING YOUR INFORMATION

You can help protect your personal information by:

• Using strong and unique passwords for online portals;
• Keeping login credentials confidential;
• Avoiding transmission of sensitive information through unsecured email or general Website contact forms;
• Using secure document-upload methods designated by The Agency; and
• Promptly notifying us of suspected unauthorized access to your account or information.

16. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our business practices, Website, technology, services, vendors, or applicable legal requirements.

When we make changes, we will update the “Last Updated” date at the beginning of this Privacy Policy.

We encourage you to review this Privacy Policy periodically.

17. CONTACT US

If you have questions about this Privacy Policy, our privacy practices, or your personal information, please contact:

The Agency Groups
120 Waterfront Street, Suite 420
National Harbor, MD 20745

4550 Crain Hwy Suite 200
White Plains, MD 20695

Email: info@theagencygroups.com
Telephone: 240-883-5540