Privacy Policy – Warden Public Adjusters

Our Privacy Policy Overview

Warden Public Adjusters understands how important it is to keep your personal information private. As Your Trusted Claims Advocates, Warden Public Adjusters believes that our responsibility to our clients goes beyond providing expert insurance claims adjusting services and extends to the patient and careful treatment of client information. Warden Public Adjusters has implemented a Privacy Policy that details the information we collect from you, and how we may use personally identifiable data when doing business with our Company, by telephone, email, on the Internet and in person. We invite you to read this policy carefully in order to better appreciate our practices and privacy values as Your Trusted Claims Advocates and understand your rights as our valued client.

About Us

Warden Public Adjusters is a team of public adjusters who are licensed and insured. We have over 15 years of policyholder advocacy experience. We represent policyholders (both homeowners and businesses) throughout the entire process of an insurance claim from claim representation, loss evaluation, and negotiation of claims. While we work nationwide, our office is located at: 700 W 15th St Ste 81, Austin TX 78701. Contact information for privacy issues: Our business hours are daily M-F 9 am to 5 pm (excluding holidays). Phone number: (512) 291-4036 — E-Mail: [email protected].

Data We Collect

In order to properly perform our services, we need to collect several kinds of information about our clients and visitors to our website. For example, we collect:

Personally Identifiable Information — Your name, address, phone number, e-mail address and other contact information.
Information about Your Property and Property Insurance — Your policy number(s), the insured address(es), insurance company name(s), claims history, and other documents pertaining to the insurance-related claim you are making.
Financial Information — Billing information, checks, invoices, records of payment, and documents pertaining to any settlement or payment you have received from or made through Warden Public Adjusters.
Communication History — E-mails, telephone calls, web-based forms and inquiries as well as “live” interaction with Warden Public Adjusters.
Technical Information — IP address, type of browser or device you are using, geographic location, pages visited and other data that helps us evaluate response to and statistics relating to our website. We collect technical information to optimize our website for you so that you have the best experience viewing it.

We only collect such information as is appropriate and necessary for our business, and for purposes of providing you with customized performance of our claims service.

Methods of Data Collection

Warden Public Adjusters collects information from a variety of secured sources. Most of the information is collected via the following methods:

Individual Interactions: When you interact with us by phone, email, website forms, or if you are a client and provide us documents in person, we are collecting the information that you share.
Documentation: We collect insurance policies, claim forms, photographs and other documentation provided for a claim.
Website/Digital Platforms: When you visit our website (https://wardenpublicadjusters.com/), we may use cookies and analytics services to record technical and usage information.
Third-Party Sources: With proper authorization, we may obtain information from your insurance company, contractors, or other relevant professionals associated with your claim.

All methods of collection are secured to maintain privacy and prioritize protecting data.

Business Use of Data

We use the information we gather for the following purposes:

Delivery of Services: To fulfill and manage the public adjusting services you request, including claim representation, assessment of damages and continuing assistance.
Communication Purposes: To contact you about your claim or respond to a request you make, send account updates, or perform customer service.
Verify Identity and Compliance with Legal Requirements: To verify your identity and for security, safety and compliance with applicable legal and regulatory requirements.
Administrative, Bookkeeping & Business Analysis: To support business administration functions, accounting and to better facilitate our services to you.
Promotional Marketing Updates: With your authorization, we may notify you about information about our services, market news or reminders about timely insurance claim handling.

We do not use any of your information for any other purpose than claims advocacy or business administration. As a matter of course, we will never sell nor rent your information to third parties.

Security of Your Data

Privacy and data security are paramount concerns at Warden Public Adjusters and therefore we utilize a variety of physical, electronic and managerial procedures to safeguard the confidentiality and security of your information, including the following:

All paper files are secured in locked filing cabinets in our locked offices.
All electronic information is secured on protected servers with backup systems.
Individual client information is only made available to those employees who have a need to know the information for a specific reason and are subject to confidentiality restrictions.
Client information transmitted electronically is encrypted using standard industry techniques and technologies.
Periodic reviews of our data protection practices and the conduct of employees help us to remain vigilant against breaches and vulnerabilities.
All employees are required to receive training on data privacy, security policies, and ethical obligations regarding client information.

We take pride in being diligent about data protection in accordance with applicable state and federal laws.

Cookies and Tracking Technology

Our website leverages various cookies and analytics software and tools to enrich user experience, analyze site usage, and improve service offerings. Cookies are small data files placed on your hard drive by your web browser that allow us to recognize and remember you and can facilitate a more customized experience when visiting the website.

We use widely accepted analytics providers to capture common, aggregated, anonymous information (e.g., page views; time spent on the site; referring sites; device type) related to your interaction with our website to enable better understanding of how our visitors engage with the website and allow us to optimize content, design and functionality of website offerings.

Cookie settings can be managed in your browser settings. Most browsers give you the option to reject or delete cookies but please note that some features of the website may not work properly or effectively if you do that.

Disclosure and Sharing of Personal Data

Warden Public Adjusters respects your privacy and shares your information only with limited and controlled parties under the following circumstances:

With Your Permission – We may share your information with your permission with third parties involved in your claim (e.g., contractors, accountant, engineer).
Service Providers – We utilize trusted third-party service providers to help deliver our services (e.g., IT support, document storage, payment services) who have contracts that commit them to confidentiality, security and responsibility.
Legal Reasons – If mandated by applicable law, regulation, court order or other legal requirements; or in order to protect our legal rights or property, or the safety of our people or others.
Insurance Companies – To effectively advocate on your behalf, we may also share relevant documentation and details of your claim with your insurer and others when needed and appropriate.

Under no circumstances do we rent, sell, or trade your personal information to other outside sources for marketing.

Retention of Data

We hold client information only for as long as is reasonably necessary for the purposes for which it was collected, to meet its legal obligations and to handle any issues or disputes. Our usual timeframes for retaining data are:

Active Claims: We will hold information for as long as your claim needs to be active, and for at least seven years afterwards, in line with industry best practice and legal requirements.
Enquiries and consultations: Personal information collected as part of an initial enquiry or consultation will be held for a period of no longer than two years unless you proceed to accept our services, in which case the personal information will be added to your client record.
Marketing preferences: If you opt out of marketing communications we will retain your preference, so that we do not contact you in the future.
Deleted or Destroyed Information: If information is no longer needed, it is securely deleted or destroyed using industry acceptable methods.

Your Rights

Warden Public Adjusters is dedicated to providing you with information and control of your personal information. The rights that you have include:

Access: You have a right to request access to the available personal information we maintain about you.
Correction: You have a right to obtain correction of any inaccurate or incomplete information we maintain.
Deletion: You have a right to request deletion of your personal information that we have about you, subject to applicable legal and contractual requirements.
Restriction: You have a right to request us to restrict our processing in certain circumstances.
Opt-Out: If you provide us with your email address, you can opt-out from receiving marketing emails from us at any time by contacting us at [email protected] or by clicking on the unsubscribe link in an email we send you.

To exercise any of these rights with regard to the personal information concerning you, contact us directly through the Contact Information set forth in this Policy. We will attempt to address all of your requests within 30 days.

Coppa – Children’s Privacy

Warden Public Adjusters does not knowingly collect personal information from children under 13. We are a company that provides services to adults and companies who need assistance with insurance claims. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us immediately at [email protected]. We take these alerts seriously and will completely investigate and take action to delete the information stored in our server.

Third Party Websites and Other User Activities

Our website may provide links to unaffiliated websites or resources (“Third-Party Sources”) for your convenience, such as websites of insurers, trade organizations, instructional websites, and/or entertainment resources. Please be advised that Warden Public Adjusters, LLC is not responsible for the privacy practices or content of these Third-Party Sources. We encourage you to review the privacy policy employed by any Third-Party Source to which you access prior to providing any personal or financial information.

Cross Border Data Transfer

While Warden Public Adjusters may have clients outside the United States, your information is stored or processed on servers located in the United States or other jurisdictions in accordance with the requirements of our technology partners. For those accessing our services from outside the United States, your information may be transferred, stored, and processed in the United States. Where data protection laws differ from country to country, Warden Public Adjusters takes reasonable and appropriate steps to protect your information in those jurisdictions.

Changes to Our Privacy Policy

We periodically review and revise our Privacy Policy to account for changes in our practices, requirements of law, or available technology. Revisions to our Privacy Policy will be posted on our website with the date of publication at the top of the policy. Material changes will be communicated directly with clients by email or other direct methods. You should periodically review this policy to become informed about how we protect your information.

How to Reach Us

Inquiries regarding the Privacy Policy or how we handle information should be directed to Warden Public Adjusters via one of the following methods:

Telephone number: 512-291-4036
Email: [email protected]
Mail/in-person delivery: 700 W 15th St Ste 81, Austin TX 78701

Our staff are available Monday – Friday from 9:00 a.m. to 5:00 p.m. All inquiries will be responded to in a timely and forthright manner.

Consent

By accessing and using Warden Public Adjusters at any of their website domains, via telephone, e-mail or in person, you authorize Warden Public Adjusters, and consent to Warden Public Adjusters’ collecting, using and disclosing such personal information in accordance with the provisions of this Policy. You represent and warrant that any information you provide to us is accurate. You have the authority to provide such information for the purposes described herein.

California Privacy Rights (CCPA)

If you are a California resident, you have the following rights under California’s Consumer Privacy Act (“CCPA”), which include but are not limited to the right to know what information was collected, used, and disclosed related to you; the right to request deletion of your information, subject to carve-outs; and the ability to opt-out from the sale of your personal information (Warden Public Adjusters does not sell any personal information).

To exercise any of these rights, please send us an email to [email protected] or call us at (512) 291-4036. We will need to verify your identity prior to compliance and respond as per applicable timelines under the CCPA.

Security Practices

Protecting your personal information is an ongoing effort at Warden Public Adjusters. Warden Public Adjusters has made investments in state-of-the-art cybersecurity systems and we adhere to strict protocols for risk reduction, including:

Firewalls and Intrusion Detection: Digital information is safeguarded by enterprise-level firewalls and monitoring of network activity for outside intrusion attempts.
Secure Access: Access to client information by our team members goes through secure, password-protected systems using multi-factor authentication.
Data Minimization: We only collect data that is necessary for processing claims and conducting business.
Incident Response: If our systems are ever compromised, we will have a documented incident response plan to contain, investigate and notify affected individuals as required by law.

We continuously review and adjust security measures against the current threat landscape and technology.

Sensitive Data Processing

Limited Access: Access to special files is restricted to select senior staff members.
Encryption: Electronic files are encrypted both at rest and during transit.
Special Handling: Sensitive paper documents are stored separately from regular files in secure areas and are disposed of using an industrial paper shredder once they are no longer needed.

We uphold high standards for the storage of any type of sensitive client information.

Client Privacy and Preferences

We commit to keeping you informed and in control throughout the entire claims process; accordingly, we communicate through your selected modes: telephone, email, or our secure exclusive client portal. You have total control of all the communications you wish to receive. If you need to change your preferences or opt out, simply address an email to [email protected] or call (512) 291-4036. Your choices matter to us and we will quickly comply.

Data Subject Requests and Response Process

Confirm that we have received your data subject request within five (5) business days of receipt.
Take steps to verify your identity in order to respond to your request and protect the security of the data.
Process your data subject request within 30 days (and as otherwise required or permitted by applicable law), and provide you with status updates along the way.

If a data subject request cannot be accommodated in accordance with applicable law or for other reasons, Warden Public Adjusters will inform you of the reasons for that limitation in the response to your request.

Recordkeeping and Audit Information

For audit, record-keeping and other legal purposes, Warden Public Adjusters also keeps records of all client communications, and claim and data processing activity. Audit trails show when and how personally identifiable information is accessed, modified or disclosed, and by whom. This allows us to assess compliance, respond to questions about the processing of client information, and maintain the integrity of client information at all times.

Deletion and Destruction Practices

When no longer needed, Warden Public Adjusters disposes of client information in a secure manner. Electronic records are permanently deleted utilizing software designed to overwrite and destroy electronic data, physical records are shredded or destroyed through incineration in accordance with industry best practices. Our records disposal processes are monitored on an ongoing basis to ensure adherence to legal and regulatory standards.

Privacy Policy and Information for Business Clients

Warden Public Adjusters helps individuals and corporations alike. We provide the same professional and ethical privacy practices to our business and corporate clients. Our firm enters into confidentiality and data protection agreements with our business clients as needed. We also provide secure methods to facilitate the exchange and storage of commercial documents.

Commitment to Openness

Transparency is key to our client relationships. We are transparent about our data practices and encourage questions regarding the manner in which your information may be used. If you need clarification or additional information about this Privacy Policy, our team would be happy to provide guidance and support. The more you know the better empowered you are as a client.

Change in Ownership or Corporate Status

On the unlikely chance that Warden Public Adjusters goes through a merger, acquisition or a transfer of all or a substantial portion of its assets to one or more acquisitions, your personally identifiable information may be disclosed or transferred as part of that business transaction. In this event, you will be given prior notice and your personally identifiable information will be safeguarded according to terms that are no less protective than those stated in this Privacy Policy, and you will have an opportunity to review any new privacy policies and make choices accordingly.

Compliance with Law and the View of Regulators

Warden Public Adjusters adheres in full to all governing rules and requirements set forth under applicable federal and state laws that may apply, including but not limited to the Gramm-Leach-Bliley Act (GLBA), the Health Insurance Portability and Accountability Act (as applicable), and provisions of state specific acts regulating data security. We work in accord with regulatory bodies and fully support all rights conferred upon our clients by law.

Privacy Training and Culture

We implement privacy in our company culture by training all employees and contractors on privacy at onboarding and following unending privacy updates as laws and technologies change. We create a culture of accountability and vigilance so all of our staff are aware of the importance of protecting client confidentiality and the measures we take to ensure it.

FAQs Related to Privacy

Q. How do I change my personal information with Warden Public Adjusters?
A. Call or write us at [email protected] or (512) 291-4036. We will authenticate the requestor’s identity and update our records as necessary.
Q. Can I request a copy of all my information?
A. Yes. Make the request by phone or email. We will provide the requestor with a copy of their personal information within thirty (30) days.
Q. Will anyone else be given my information, with or without my consent?
A. No, other than as required by law, or for legitimate purposes related to the claim and only with explicit consent.
Q. What if we are hacked or experience a data breach?
A. We will immediately conduct an investigation and, as required by law, notify the person(s) affected as well as appropriate authorities and agencies and undertake such remedial actions as are required by law.

Regulatory Authority Contacts

If you have privacy concerns about our processing of personal information and you are not satisfied with our response to your inquiry, you may write to the appropriate regulatory authority. For some clients based in the United States for example, a client may write to its state regulator or the federal regulator, the Federal Trade Commission (FTC). We can help you determine what regulatory authority to write to in the event we need to escalate privacy concerns.

Final Note

With Warden Public Adjusters, the protection of your privacy is much more than the law requires; it is an integral part of how we have chosen to treat our clients and do business as a company. We are privileged to serve in a position of trust as your claims advocate and aspire to earn that trust every single day. To learn more about our privacy policy or to start your claims process with us in confident assurance, call (512) 291-4036, email [email protected], or visit us at 700 W 15th St Ste 81, Austin TX 78701. Thank you for choosing Warden Public Adjusters.