Privacy Policy

American Mutual Insurance Agency LLC ("American Mutual", "we", "us", "our") is a licensed independent insurance agency in the United States. We help individuals, families, seniors and small businesses compare and enroll in health, Medicare, dental, vision, life, visitor and international health coverage.

This Privacy Policy explains what we do with personal information we collect through our website at dfwus.com, our phone, email and messaging channels, and our in-person and remote enrollment work. It applies to prospective clients, clients and website visitors.

As a licensed insurance agency we are also a "financial institution" under the federal Gramm-Leach-Bliley Act, and this notice serves as our consumer privacy notice under that law.

We collect only what we need to quote, place and service insurance coverage. What we collect depends on how you interact with us.

Where it comes from

• Directly from you — forms, calls, messages, appointments and applications.
• From insurance carriers and government marketplaces when we act as your agent — for example enrollment confirmations and commission statements.
• Automatically from your device when you use our website.

We use your information to:

• Prepare quotes and compare plans you are eligible for.
• Submit applications and enrollments to carriers and government marketplaces on your behalf.
• Service your policy — answer questions, help with ID cards, billing, claims and renewals.
• Contact you about your request, your application status and your coverage, in the language you prefer.
• Send annual renewal and Medicare Annual Enrollment Period reminders where you have asked us to.
• Keep records our licenses, carrier contracts and state and federal regulators require us to keep.
• Detect and prevent fraud, and secure our website and systems.
• Understand which pages and services visitors find useful, so we can improve them.

We do not use your information for automated decision-making that produces legal effects about you. A licensed agent reviews every recommendation.

We share personal information only as needed to do the work you asked us to do, or where the law requires it:

• Insurance carriers and their underwriters — to quote, submit and service your application and policy.
• Government programs and marketplaces — HealthCare.gov and state-based marketplaces, the Centers for Medicare & Medicaid Services, and state Medicaid and CHIP agencies, when your application requires it.
• Field marketing organizations and general agencies we contract through to access certain carriers.
• Service providers who operate our systems under contract — our website platform, telephony and messaging providers, email, e-signature and document storage. They may use your information only to provide those services to us.
• Regulators, auditors and law enforcement — state departments of insurance, carrier compliance audits, subpoenas, court orders and other legal process.
• Anyone you authorize — a spouse, adult child, caregiver or broker of record you name in writing.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

You can reach us by phone, SMS text message and WhatsApp. We use the official WhatsApp Business Platform from Meta to receive and reply to messages sent to our business number.

• Messages you send us — including your name, phone number, WhatsApp profile name, message text, and any photos or documents you attach — are delivered to us through Meta's WhatsApp Business Platform and stored in our agency records so an agent can help you and keep a record of the conversation.
• We use these messages only to answer you, prepare quotes, service your coverage and keep required records. We do not use them to build advertising audiences.
• Automated replies may answer general insurance questions and collect the details you want to give an agent. You can ask for a human agent at any time.
• Meta's own handling of WhatsApp messages is governed by the WhatsApp Privacy Policy, linked to https://www.whatsapp.com/legal/privacy-policy

We message you only where you contacted us first or gave us your number and permission to reply. Message and data rates may apply and message frequency varies. Reply STOP to any SMS to opt out of further texts, or HELP for assistance. On WhatsApp, tell us to stop messaging you, or block the number in the app. Opting out of messages does not opt you out of calls or email about an active application or policy.

Consent to receive messages is not a condition of buying insurance from us.

Mobile opt-in information, including phone numbers and SMS consent, will not be shared with third parties for marketing purposes. We use it only to send the messages you asked for. Our SMS program: American Mutual Insurance Agency LLC sends information messages such as appointment reminders, quote and application follow-ups, policy and renewal updates, and account notifications to people who opt in. Message frequency varies. Message and data rates may apply. Reply HELP for help or email info@dfwus.com. You can opt out at any time by replying STOP.

SMS Privacy: American Mutual Insurance Agency LLC does not sell, rent, or share customer mobile phone numbers, SMS opt-in data, or SMS consent with third parties or affiliates for their marketing or promotional purposes. SMS opt-in data and consent will not be shared with third parties for marketing purposes.

Calls to and from our office may be recorded or summarized for quality, training, compliance and record-keeping, where recording is permitted by law and disclosed to you at the start of the call. Medicare-related sales calls are recorded in full where CMS rules require it.

Our website uses cookies and similar technologies that are strictly necessary to run the site — keeping you logged in, remembering your language choice, and protecting forms from abuse. These cannot be switched off.

We also use analytics cookies to count visits and see which pages are used, so we can improve them. We use these in a privacy-protective configuration and do not use them to build advertising profiles.

You can clear or block cookies in your browser settings. Blocking strictly necessary cookies may break parts of the site. Because we do not sell or share personal information for behavioral advertising, we do not act on Global Privacy Control signals for that purpose, but we honor them where a state law requires it.

To recommend a health or Medicare plan we sometimes need health-related details — the medications you take, the doctors or hospitals you want to keep, or whether you use tobacco. You choose what to tell us.

We treat this information as confidential and use it only to compare plans, complete your application and service your coverage. We do not disclose it to anyone except the carriers, marketplaces and authorized parties described in section 4, and we do not use it for marketing.

Where we handle protected health information on behalf of a health plan, we do so consistently with the Health Insurance Portability and Accountability Act (HIPAA) and any business associate obligations that apply.

We maintain administrative, technical and physical safeguards designed to protect your information, including encryption in transit, access limited to staff who need it for their work, individual accounts with authentication rather than shared logins, and vendor contracts that require the same standard.

No system is perfectly secure. If a breach affects your personal information we will notify you and the appropriate regulators as required by state and federal law.

We keep client records for as long as you hold coverage placed through us and afterwards for the period our state insurance licenses, carrier contracts and CMS rules require — commonly ten years for Medicare-related records. Quote requests that do not become applications are kept for a shorter period and then deleted or de-identified. Where the law sets no minimum, we delete information when it is no longer needed for the purpose it was collected for.

Depending on where you live, you may have the right to:

• Know what personal information we hold about you and how we use and share it.
• Access a copy of it, in a portable format where required.
• Correct information that is inaccurate.
• Delete it, subject to the record-keeping obligations described in section 10.
• Opt out of any sale or sharing for targeted advertising — we do neither, so there is nothing to opt out of.
• Limit the use of sensitive personal information.
• Not be discriminated against for exercising any of these rights. We will not deny you service, charge you more, or give you a lesser level of service.

These rights come from state laws including the California Consumer Privacy Act as amended by the CPRA, and similar laws in Virginia, Colorado, Connecticut, Texas and other states. Residents of any state may make a request and we will honor it wherever we reasonably can.

To make a request, contact us using section 17. We will verify your identity before acting — usually by confirming details already in our file — and respond within the time the applicable law allows, generally 45 days. An authorized agent may make a request on your behalf with written permission.

Our website and services are intended for adults. We do not knowingly collect personal information directly from children under 13. We do collect information about children when a parent or guardian gives it to us to add a child to a family health plan or a children's program such as CHIP. If you believe a child has given us information directly, contact us and we will delete it.

Our site links to insurance carriers, HealthCare.gov, Medicare.gov and other third parties. Once you leave dfwus.com you are on their site under their privacy policy, not ours. We are not responsible for their practices and we encourage you to read their notices before entering personal information.

This section applies to Agency Hub, the internal application our licensed agents and staff use to run the agency. It describes what happens when an agent connects their own Google account to that application. It does not change anything above about how we handle client information.

Who this section covers. Licensed agents and staff of American Mutual Insurance Agency LLC who hold an Agency Hub account. Clients and website visitors do not have Agency Hub accounts and are never asked to connect a Google account.

What we access. When an agent chooses to connect a Google account, Agency Hub requests permission to see that account's primary email address and basic profile; to read, compose and send mail in that account; to send mail on the agent's behalf; to see and edit that account's mail labels; and to manage the agency's Google Business Profile listings. The agent sees and approves this list on Google's own consent screen before anything is connected.

Why we access it. Only to run the agency's own correspondence: to show an agent their work mail inside Agency Hub, to attach a message to the client record it belongs to, to send a reply from the agent's own address, to keep read status and labels in step with what the agent does in the application, and to display and reply to the agency's Google reviews.

How it is stored, and for how long. Message content and access tokens are held in the agency's own database. Data is encrypted in transit. Access is limited to the agent who owns the mailbox and the agency administrator. When an agent disconnects a Google account, or their Agency Hub account is closed, the stored messages and tokens for that account are deleted.

What we never do. We do not sell Google user data. We do not transfer it to anyone except as needed to provide the features described here, or where the law requires it. We do not use it for advertising of any kind. We do not use it to train, improve or develop artificial-intelligence or machine-learning models, whether our own or anyone else's. We do not allow humans to read it, except with the agent's explicit permission for a specific support request, where it is necessary for security or to comply with the law, or where the data has been aggregated and made anonymous.

Limited Use. Agency Hub's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Revoking access. An agent can disconnect a Google account inside Agency Hub at any time, and can also revoke Agency Hub's access directly at https://myaccount.google.com/permissions

We may update this policy as our services, technology or the law change. The "Last updated" date at the top always reflects the current version. If a change materially affects how we use information we already hold about you, we will tell you directly by email or message before it takes effect.

Questions about this policy, or want to exercise a privacy right? Reach us in English or Arabic.

If you are not satisfied with our response, you may contact your state department of insurance or your state attorney general's consumer protection office.