SMSpolicy
EXPRESS INSURANCE SERVICES SMS MESSAGING POLICY
Last updated: April 26, 2025
1. Introduction
This SMS Messaging Policy (“Policy”) governs all text‐message communications sent via our RingCentral SMS service to customers and prospects about car-insurance products and services. By providing your mobile number and opting in, you agree to receive SMS messages sent through RingCentral as described herein.
2. Scope
This Policy applies to every SMS delivered on our behalf through our RingCentral account (including dedicated long codes or short codes) for:
Transactional Alerts: Policy renewals, payment reminders, claims updates.
Quotes & Rates: Notifications when requested quotes are ready or rates change.
Support & Service: Responses to customer inquiries, roadside assistance dispatch confirmations.
Promotional Offers: Marketing messages only if you have expressly opted in to receive them.
3. Opt-In and Consent
Express Consent Required: We will only send SMS after you explicitly opt in—via website widget, text-in keyword, or customer portal—and acknowledge RingCentral as the delivery channel.
Recordkeeping: RingCentral automatically logs opt-in date/time, originating number, and consent text, which we retain as proof.
Age Requirement: You must be at least 18 years old to subscribe.
4. Message Content & Identification
Clear Sender ID: All messages display our company name or approved RingCentral Caller ID (short code or long code).
Transactional vs. Promotional:
Transactional content (e.g., “Your policy #12345 premium of $50 is due tomorrow.”) sent as needed.
Promotional content (e.g., “Save 10% on your next renewal—link here”) only if you opted in separately.
Opt-Out Reminder: Each message will include “Reply STOP to unsubscribe” or similar, enabling RingCentral’s built-in opt-out handling.
5. Frequency & Timing
Transactional Messages: Sent on an as-needed basis (no fixed limit).
Promotional Messages: Limited to 5 per month unless you request more.
Delivery Window: All SMS are scheduled via RingCentral’s platform to go out between 8 AM and 9 PM Eastern Time (America/New_York).
6. Opt-Out & Opt-Back In
How to Opt Out: Reply STOP to any SMS; RingCentral will automatically block further messages.
Opt-Out Confirmation: You’ll receive one final confirmation (e.g., “You have been unsubscribed from [Company] SMS messages.”).
Re-Subscription: To opt back in, reply START, or use our web portal’s opt-in form; RingCentral will resume messaging.
7. Data Collection & Use
Logged Data: RingCentral captures your mobile number, message timestamps, delivery status, and any replies you send.
Use Cases:
Delivering and tracking SMS as described.
Verifying your identity (e.g., during claims initiation).
Analyzing delivery success rates and message performance.
Retention: We retain RingCentral SMS logs for the duration of your subscription plus two years, per regulatory requirements.
8. Security & Access
RingCentral Security: Our RingCentral account uses two-factor authentication and role-based access controls.
Data Encryption: Messages in transit are protected by TLS; logs at rest within RingCentral’s infrastructure are encrypted per their SOC 2 and HIPAA-aligned standards.
Internal Access: Only authorized staff may view SMS logs via the RingCentral Admin Portal.
9. Compliance
Regulatory Adherence: We comply with TCPA (U.S.), CTIA Short Code Monitoring Handbook, and any other regional regulations. RingCentral’s platform supports compliance by handling opt-outs and limit enforcement.
Audit & Reporting: We periodically audit RingCentral delivery reports and consent records to ensure adherence.
10. Third-Party Integrations
RingCentral as Core Provider: All SMS traffic is routed through RingCentral’s network.
Supplementary Tools: We may integrate RingCentral with our CRM or policy system via API—each integration is secured and limited to necessary data exchange.
11. Policy Changes
We may update this Policy to reflect new legal requirements or RingCentral feature changes. We’ll revise the “Last updated” date and notify subscribers by SMS or email of material updates.
12. Contact Information
Questions or requests about this Policy or your SMS preferences? Contact:
SMS Program Manager
Express Insurance Services
Email: sms‐[email protected]
Phone: (770) 558-1391