Privacy Policy

1. Scope of This Policy

The Services have two layers. This Policy covers both, because appointed users of the Services include the Agent Portal.

(1) The public website at https://h2quoter.com is a producer-recruitment and educational marketing site. The only personal information collected on the Site is information about the retail agent or agency so RBIA can evaluate and appoint that producer to sell flood products, plus ordinary website-usage data. Appointment intake is currently hosted by Cognito Forms at https://h2quoter.com/agent-appointment/ and may include legal entity name, DBA, FEIN, W-9, E&O of $1 million or more, licenses, logo, AMS/CRM, flood volume, and similar professional records. After intake, RBIA may send a separate broker agreement that spells out the producer relationship. This Policy and the website Terms of Service do not replace that agreement. Appointment is not employment and is not guaranteed. The Site does not collect customer, insured, or property flood-risk data for quoting. Public visitors may view educational flood pages. Any public quote form, if offered, is secondary; this Site is not a consumer shopping site.

(2) The Agent Portal at https://agent.h2quoter.com is a SaaS quoting product that appointed producers log into (currently Instanda). There, agents enter customer and insured data to obtain real-time flood insurance quotes. If a policy is purchased, that customer and policy information is used for underwriting and is added to our CRM. The portal has its own login and is a third-party rating and policy-administration platform. Portal use is limited to appointed producers. A link to the portal is not an appointment.

This Policy applies to personal information collected online and offline in connection with producer appointment, Agent Portal quoting, applications, policies, servicing, billing, renewals, and claims assistance for residential, commercial, homeowners association / condominium, excess, private-market, and National Flood Insurance Program (NFIP) flood coverage that RBIA offers through insurance markets.

This Policy does not replace privacy notices issued by an insurance carrier, premium finance company, claims administrator, lender, consumer reporting agency, government agency, rating or policy-administration platform (including Instanda), form vendor (including Cognito Forms), CRM provider, or other third party. Their notices govern their independent processing. A separately executed broker or producer agreement, if offered, governs the producer relationship.

Certain information processed in connection with insurance transactions may be subject to federal or state insurance privacy laws, including the Gramm-Leach-Bliley Act and state insurance privacy statutes. Where an exemption or different rule applies, we will handle the information as required by that law.

2. Personal Information We Collect

Collection depends on which layer of the Services you use. Site visitors and appointment applicants provide agent and agency identifiers and professional records only. Appointed producers using the Agent Portal also submit customer and insured flood and property data for quotes; if a policy is bound, that information is used for underwriting and added to our CRM.

2.1 Identifiers and contact information

For Site visitors and appointment applicants: name, business or agency name, mailing address, email address, telephone number, IP address, online identifiers, and signature. For appointed producers: Agent Portal usernames, account identifiers, and credentials.

2.2 Insurance and customer records

The public Site does not collect customer or insured insurance records. When an appointed producer uses the Agent Portal, we may process quote requests, applications, supplemental applications, policy numbers, coverage selections, premiums, bind requests, endorsements, renewal information, cancellation or lapse information, prior insurance, claims history, loss runs, certificates, first-notice-of-loss submissions, and communications relating to that producer's customers. If a policy is purchased, those records are used for underwriting and are added to our CRM.

2.3 Property and flood-risk information

The public Site does not collect customer property or flood-risk data for quoting. In the Agent Portal, appointed producers enter customer and property data needed for real-time flood quotes, which may include: property location; ownership and occupancy; building use; number of units; construction, foundation, basement, enclosure, and elevation characteristics; year built; square footage; replacement-cost or valuation information; contents values; improvements; photos; inspection data; flood zone; elevation certificates; FEMA map and community data; distance-to-water and catastrophe-model attributes.

2.4 Financial, billing, and lender information

In connection with a portal quote or a bound policy—not as a routine collection on the public marketing Site—we may process billing contacts, payment method and transaction status, premium finance information, mortgagee or lender name, loan number, escrow details, and limited payment-card or bank information processed by us or our payment providers. We generally do not retain full payment-card numbers when a payment processor handles the transaction.

2.5 Commercial, professional, and producer information

When you apply for producer appointment on the Site (currently via Cognito Forms at https://h2quoter.com/agent-appointment/), we collect professional records about the retail agent or agency. Those records may include: legal entity name; DBA; FEIN; Form W-9 or other tax-identification information; errors-and-omissions (E&O) coverage of $1 million or more; producer licenses and lines; National Producer Number (NPN); appointed or requested states; agency emails and telephone numbers; logo; agency management system (AMS) or CRM; flood volume; appointment applications; and similar professional records. After intake, RBIA may send a separate broker agreement. Appointment is not employment and is not guaranteed.

If you are an appointed producer, we receive customer or insured data you submit through the Agent Portal (Instanda) for quotes, including property address, occupancy, construction, flood zone, coverage selections, and lender or mortgagee information. By submitting that data, you represent that you are authorized to provide it for the insurance transaction.

2.6 Internet, device, and interaction information

Browser, device, operating system, cookie or advertising identifiers, referring and exit pages, pages viewed, clicks, form activity, date and time, approximate location inferred from IP address, chat transcripts, call records, and similar usage information collected when you use the Site or the Agent Portal.

2.7 Communications and content

Emails, texts, call recordings where legally permitted and disclosed, chat messages, documents, photos, appointment materials, portal submissions, and other content you provide.

2.8 Sensitive personal information

Government identifiers, account credentials, financial account information, tax-identification numbers (including FEIN on appointment intake), precise property location entered in the Agent Portal, or other sensitive information when reasonably necessary for underwriting, producer appointment, payment, fraud prevention, legal compliance, or servicing. We do not use sensitive personal information to infer characteristics about you. We do not request Social Security numbers through the public website unless a specific insurance or tax form requires them.

2.9 Inferences and derived information

Producer-appointment status indicators and preferences derived from Site and appointment records. From Agent Portal quoting, flood-risk indicators, likely coverage needs, and quote eligibility indicators derived from information you provide and third-party data.

3. Sources of Personal Information

You: retail agents, agency principals, and appointment applicants on the Site; appointed producers using the Agent Portal; and, through those producers, insureds, applicants, property owners, authorized representatives, property managers, association representatives, and others involved in an insurance transaction.

Insurance carriers, underwriters, surplus lines brokers, NFIP Write-Your-Own companies, claims administrators, prior insurers, premium finance companies, payment processors, and inspection vendors.

Instanda and other rating or policy-administration platforms used in the Agent Portal to quote, bind, or issue flood coverage.

Cognito Forms and other intake vendors used for producer appointment on the Site, and for contact or claims first-notice-of-loss routing if those forms are offered.

Our CRM, which receives customer and policy information after a policy is purchased through the Agent Portal.

Lenders, mortgage servicers, escrow companies, real estate professionals, and other parties you or the appointed producer authorize.

Public and government sources, including FEMA and NFIP resources, flood maps, county assessor and recorder data, building and permit records, producer-licensing databases, and sanctions or fraud-prevention lists.

Property, geospatial, mapping, catastrophe-modeling, valuation, identity-verification, consumer-reporting, and data-enrichment providers used in quoting or underwriting, as permitted by law.

Cookies, pixels, analytics tools (which may include Google Tag Manager and Google Analytics 4), server logs, chat tools, and other technologies used when you interact with the Services.

Hosting and related service providers that operate the Site.

4. How We Use Personal Information

Evaluate producer-appointment submissions, verify licensing and appointment eligibility, and communicate about appointment status. After intake, send a separate broker agreement if an appointment is offered.

Administer producer relationships, portal access, and commission-related records when a broker agreement is executed. These website terms do not set commission terms.

Provide appointed producers access to the Instanda Agent Portal, a SaaS quoting product, to obtain real-time flood insurance quotes for their customers.

Process customer and insured data that appointed producers enter in the Agent Portal for quoting. If a policy is purchased, use that information for underwriting and add it to our CRM.

Obtain carrier indications, support underwriting, request supporting documents, and facilitate binding when authorized by the applicable insurer.

Issue or help service policies, endorsements, certificates, renewals, billing, payments, premium financing, cancellations, reinstatements, and claims reporting.

Communicate about appointment status, quotes, application status, missing information, coverage, policy documents, payments, renewals, lapse or cancellation risk, service, and claims.

If a claims or first-notice-of-loss form is offered, route submissions as an aid to the insurer's reporting process. A Site claims form does not replace reporting to the insurer under the policy.

Respond to secondary public inquiries or educational requests. Any public quote form, if offered, is optional intake and is not the primary purpose of the Site.

Provide producer and customer support and maintain records of instructions, consents, transactions, and communications.

Authenticate users; secure accounts, portals, and systems; prevent fraud, abuse, money laundering, and other unlawful activity; and enforce our agreements.

Operate, troubleshoot, measure, personalize, and improve the Services, forms, content, advertising, and user experience.

Comply with insurance, privacy, tax, accounting, litigation, sanctions, regulatory, and other legal obligations; respond to lawful requests; and establish, exercise, or defend legal claims.

Send marketing communications where permitted and, when legally required, only with separate affirmative consent. You may opt out as described below.

Create aggregated or de-identified information. We will not attempt to reidentify information maintained as de-identified except as permitted to test our de-identification processes.

5. Automated Tools, AI, and Flood-Risk Data

In the Agent Portal, we use automated rating engines (currently the Instanda rating and policy-administration platform) to generate real-time flood insurance quote indications from the customer and property data appointed producers enter. We may also use data-matching tools, geospatial services, flood maps, catastrophe models, optical character recognition, workflow automation, and AI-assisted tools to organize information, identify missing fields, assist producer or customer service, summarize communications, detect fraud, support underwriting, or generate educational responses.

Automated outputs may be incomplete or inaccurate. A portal quote is a real-time indication only; it is not a binder, not an offer to insure, and not a final underwriting decision. A website indication, chat response, risk score, map result, or AI-generated response is likewise not by itself a policy interpretation, binder, or guarantee of coverage. Final eligibility, pricing, terms, and coverage decisions are made by the applicable insurer or authorized underwriter identified on the quote or policy, under the governing underwriting rules, binding authority, and policy forms.

For H2 Quoter, the Agent Portal quotes flood products that RBIA offers through insurance markets. This Policy does not represent that RBIA is the insurer, managing general agent, or coverholder for any particular program unless the quote, binder, or policy so states.

Do not submit information through a general chat or contact form that you would not want included in an insurance or producer record. We may retain chat and form content in accordance with this Policy.

6. How We Disclose Personal Information

We may disclose personal information for the business and insurance purposes described below. We do not disclose mobile opt-in data to third parties for their own marketing.

Insurance transaction recipients: carriers, NFIP Write-Your-Own companies, underwriters, surplus lines brokers, claims administrators, inspectors, premium finance companies, lenders, mortgage servicers, and other parties needed to quote, place, finance, administer, or service coverage. The quote or policy identifies the insurer.

Service providers and contractors: Instanda (rating, quoting, and Agent Portal administration); Cognito Forms (producer-appointment and, if offered, contact or claims-intake forms); WordPress hosting; CRM providers; Google Tag Manager and Google Analytics 4 if present; and other hosting, cybersecurity, e-signature, document storage, payment, communications, call, SMS/MMS, email, analytics, mapping, valuation, identity-verification, fraud-prevention, and professional-service providers acting for us.

Internal operations of RBIA d/b/a California Flood Insurance Services, when necessary to respond to your request, administer the producer or customer relationship, maintain records, or provide a product you requested.

Legal and safety recipients: regulators, courts, law enforcement, government agencies, auditors, lawyers, accountants, and others when reasonably necessary to comply with law, protect rights or safety, investigate misconduct, or respond to legal process.

Business transaction recipients: prospective or actual buyers, sellers, lenders, advisers, or successors in connection with a merger, financing, reorganization, sale, or transfer, subject to appropriate safeguards.

At your direction: parties you authorize, including agents, lenders, property managers, association representatives, family members, or other designated recipients.

Aggregated or de-identified recipients: where the information cannot reasonably be linked to you or a household.

6.1 Sale and sharing for targeted advertising

We do not sell personal information for money. We also do not currently share personal information for cross-context behavioral advertising as those terms are defined by the California Consumer Privacy Act (CCPA). If our practices change, we will update this Policy and provide legally required choice mechanisms.

7. Cookies, Analytics, and Preference Signals

We and our providers may use cookies, pixels, tags, local storage, session-replay or interaction-measurement technologies, and similar tools for security, functionality, form continuity, analytics, performance, attribution, and permitted advertising measurement. The Site is hosted on WordPress. Analytics tools, which may include Google Tag Manager and Google Analytics 4, may be present.

You can manage cookies through browser settings and any cookie controls we make available. Blocking cookies may impair forms, portals, quote tools, or other features. Where required by applicable law, we will request consent before using non-essential cookies.

Because we do not currently sell or share personal information for cross-context behavioral advertising, we do not treat Global Privacy Control signals as sale/share opt-out requests at this time. If that practice changes, we will recognize legally required browser-based opt-out preference signals.

We do not respond to legacy browser “Do Not Track” signals because there is no uniform industry standard for interpreting them.

8. Email, SMS/MMS, and Electronic Communications

8.1 Service and transactional communications

We may send communications you request or that relate to an existing inquiry, appointment application, producer relationship, or insurance relationship, including appointment or quote follow-ups, underwriting requests, application status, policy documents, billing and payment reminders, renewal notices, lapse or cancellation warnings, claims communications, and customer-service messages, subject to applicable consent and insurance-notice requirements.

8.2 Text messaging

If you affirmatively opt in, you may receive SMS or MMS messages from H2 Quoter, RBIA, CFI, or your servicing agent at the number provided. Messages may include appointment or quote follow-up. This text program may be unused; if the Site never sends texts, this subsection can be disregarded or removed.

Message frequency varies. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

Messages may be sent using automated technology. Consent to marketing texts is not a condition of requesting a producer appointment, obtaining a quote, purchasing insurance, or receiving service.

Reply STOP to opt out of the applicable text program and HELP for help. We may send a one-time opt-out confirmation.

Opting out of marketing texts does not by itself cancel a policy, withdraw a pending application or appointment request, or change legally permitted nonmarketing communications through other channels.

8.3 Mobile information privacy

No mobile information, including phone numbers, SMS opt-in data, or consent records, will be shared with third parties or affiliates for their own marketing or promotional purposes. We may provide this information to messaging vendors and other service providers only as necessary to operate the program, subject to contractual restrictions. Text-message originator opt-in data and consent will not be shared with any third parties for their own marketing.

8.4 Marketing email

Where permitted, we may send marketing email. Commercial email will identify the sender and provide an unsubscribe method. We will honor valid unsubscribe requests within the period required by law, although you may continue to receive transactional or relationship messages.

8.5 Electronic delivery and signatures

If you separately consent to electronic delivery, records and disclosures may be delivered by email, secure portal, e-signature service, or text link where legally permitted. Your electronic-delivery consent, including hardware/software requirements, paper-copy rights, and withdrawal process, is governed by the disclosure presented when consent is obtained. This Policy does not itself replace any consent required under E-SIGN or state insurance law.

9. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, which may include access controls, encryption in transit, monitoring, vendor oversight, authentication, backups, and workforce training. No method of transmission, storage, or security is completely secure, and we cannot guarantee absolute security.

You are responsible for protecting your devices, email and portal credentials, and for notifying us promptly if you suspect unauthorized access or if your contact information changes. Appointed producers are responsible for protecting Agent Portal credentials and for activity under their portal accounts.

10. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including to evaluate producer appointment, provide and service insurance, maintain required producer and transaction records, document consent, comply with carrier and regulatory obligations, resolve disputes, prevent fraud, and enforce agreements.

Retention periods vary by record type, state, carrier, and legal obligation. Insurance application, policy, transaction, producer-appointment, broker-agreement, CRM, and communication records may be retained for at least seven years after the relationship or policy ends, and longer where required by insurance, tax, surplus lines, producer-licensing, litigation-hold, or other legal requirements. We delete, destroy, or de-identify information when it is no longer reasonably necessary, subject to backup and legal-retention cycles.

11. Your Privacy Choices

Update or correct account, portal, and contact information by contacting us.

Opt out of marketing email using the unsubscribe link or by contacting us.

Opt out of an SMS program by replying STOP; text HELP for assistance.

Manage cookies through your browser and any site controls we provide.

Request paper delivery or withdraw electronic-delivery consent using the process stated in the applicable electronic-consent disclosure.

Exercise state privacy rights, where applicable, as described in Section 12.

12. U.S. State Privacy Rights

Depending on where you live and subject to exemptions and exceptions, state privacy law may provide rights to confirm processing; access, correct, or delete personal information; obtain a portable copy; opt out of sale, targeted advertising, or certain profiling; limit certain uses of sensitive information; and appeal a denied request.

Insurance-regulated or financial information may be exempt from some comprehensive state privacy laws. We will apply the law that governs the information and request.

12.1 California notice at collection and rights

During the preceding 12 months, we may have collected the categories described in Section 2 from the sources in Section 3, used them for the purposes in Section 4, and disclosed them to the recipients in Section 6. We retain each category as described in Section 10. We do not use or disclose sensitive personal information for purposes that require a CCPA right to limit.

Right to know/access: request categories and specific pieces of personal information, sources, purposes, and categories of recipients.

Right to delete: request deletion, subject to legal and insurance-record exceptions.

Right to correct: request correction of inaccurate personal information.

Right to opt out of sale or sharing: we do not currently sell or share personal information as defined by the CCPA.

Right to non-discrimination: we will not unlawfully discriminate against you for exercising a privacy right.

12.2 How to submit a request

Email service@californiafloodinsurance.com, call 855-225-3566, or write to Rebecca Byrom Insurance Agency, Inc. d/b/a California Flood Insurance Services, Privacy Request, 7960 Silverton Ave., Suite 203, San Diego, CA 92126. Describe the right you wish to exercise and provide enough information for us to locate the relevant records.

12.3 Verification, agents, and appeals

We may verify your identity by matching information you provide with our records and may request additional information when appropriate. Authorized agents must provide proof of authority, and we may confirm the request directly with you. We will respond within the time required by applicable law. If your state provides an appeal right, you may appeal a denial by replying to our decision or contacting us with “Privacy Appeal” in the subject line.

12.4 California Shine the Light

People who live in California may request information about certain disclosures of personal information to third parties for their direct marketing. We do not disclose personal information to third parties for their own direct marketing as contemplated by California’s Shine the Light law.

13. Consumer Reports and Insurance Decisions

Where permitted and relevant, we or a carrier may obtain consumer reports, loss-history reports, property reports, or similar information for underwriting, verification, or fraud prevention. The carrier or report provider may provide additional notices required by the Fair Credit Reporting Act or state law. If an adverse action is based on a consumer report, the responsible party will provide the notice required by applicable law.

14. Children's Privacy

The Services are intended for adults—licensed insurance agents seeking appointment or portal access, and persons viewing educational flood content—and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, contact us so we can investigate and delete it where required.

15. Third-Party and Affiliated Websites

The Services may link to carriers, FEMA or NFIP resources, Instanda, Cognito Forms, payment services, e-signature platforms, social networks, and other websites operated by RBIA. A link does not mean that this Policy governs the other site. Review the privacy notice presented by the website or service you visit. The contracting operator of this Site is RBIA d/b/a California Flood Insurance Services only.

16. Data Location and Nationwide Operations

We operate in the United States and serve producers and, through appointed producers, customers in states where we or our producers are licensed and the relevant product is available. Personal information may be processed in any U.S. state where we, a carrier, or a service provider operates. Availability varies by state, carrier, underwriting rules, and licensing.

17. Changes to This Policy

We may update this Policy to reflect legal, operational, or technology changes. We will post the revised version at the Privacy Policy URL and update the effective or last-updated date. If required, we will provide additional notice or obtain consent. Material changes apply prospectively unless otherwise permitted by law.

18. Contact Us

H2 Quoter is a website and product brand operated by Rebecca Byrom Insurance Agency, Inc. d/b/a California Flood Insurance Services (California Insurance License #0L75450). H2 Quoter is not a separate legal entity.

Website: https://h2quoter.com

Agent Portal: https://agent.h2quoter.com

Privacy Policy URL: https://h2quoter.com/privacy-policy/

Email: service@californiafloodinsurance.com

Phone: 855-225-3566

Mail: 7960 Silverton Ave., Suite 203, San Diego, CA 92126