Privacy Policy &
Insurance Information Practices

1. Scope

This policy describes how Bastion Underwriters LLC (“Bastion,” “we,” “us,” or “our”) collects, uses, discloses, and protects information through this website, Microsoft Forms presented through this website, producer applications, insurance submissions, and related business communications. It also explains insurance information practices that may apply when we evaluate, quote, place, or administer insurance business.

2. Information We Collect

Depending on how you interact with us, we may collect:

• Contact and producer information, such as names, business titles, agency details, addresses, phone numbers, email addresses, license information, ownership or background details, errors and omissions coverage, and appointment history.
• Insurance submission information, such as named insured information, business addresses, USDOT or motor carrier numbers, fleet and equipment details, driver information, operations, commodities, radius, loss history, requested coverage, effective dates, and supporting documents.
• Information from other sources, including agents, brokers, insureds, insurers, reinsurers, wholesale intermediaries, insurance-support organizations, consumer reporting agencies where authorized, government databases, public records, and transportation data providers.
• Technical information, such as internet protocol address, browser or device information, timestamps, security logs, and information collected by services necessary to operate and secure the website and forms.

Please do not submit passwords, payment card information, or Social Security numbers through a general website form or standard email unless Bastion specifically requests the information through an approved secure method.

3. How We Use Information

We may use information to:

• review producer applications and manage producer relationships;
• evaluate, underwrite, quote, place, and administer insurance submissions;
• verify information, communicate with you, and provide requested assistance;
• detect, investigate, and prevent fraud, misuse, and security incidents;
• meet legal, licensing, regulatory, contractual, audit, and recordkeeping obligations; and
• maintain, secure, and improve our website and business operations.

4. How We Disclose Information

We may disclose information as reasonably necessary for the purposes described above to insurers, reinsurers, wholesale intermediaries, program administrators, insurance-support organizations, service providers, professional advisers, regulators, government authorities, law enforcement, and other parties when permitted or required by law. Service providers may include Microsoft 365 and Microsoft Forms, website hosting, security, communications, document management, and technology vendors.

We may also disclose information in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to appropriate confidentiality and legal requirements.

5. No Sale or Targeted Advertising

Bastion does not sell personal information for money and does not use personal information collected through this website for cross-context behavioral advertising. Operational disclosures to service providers and insurance-market participants are made to conduct our business and are not treated as a sale where applicable law provides an exception.

6. Insurance Information Practices

In connection with an insurance transaction, personal information may be collected from persons other than the individual proposed for coverage. Information may be disclosed without additional authorization when permitted by law, including for underwriting, placement, servicing, fraud prevention, claims-related activity, compliance, and regulatory purposes. Information obtained from a report prepared by an insurance-support organization may be retained by that organization and disclosed to others as permitted by law.

Where applicable, an individual may request access to recorded personal information about them and request correction, amendment, or deletion of information believed to be inaccurate. If our practices change in a way that requires additional notice, authorization, or an opportunity to opt out, we will provide it as required before applying the change.

7. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. No transmission or storage system can be guaranteed completely secure.

8. Data Retention

We retain information for as long as reasonably necessary for the purposes described in this policy, including underwriting, placement, producer administration, legal, regulatory, contractual, audit, security, and dispute resolution needs. Retention periods vary based on the type of information and the transaction involved.

9. Privacy Rights

Depending on applicable law and your relationship with Bastion, you may have the right to request access to, correction of, deletion of, or a copy of certain personal information, or to limit or object to certain processing. We may need to verify your identity and authority before completing a request. An authorized agent may submit a request where permitted by law.

These rights are subject to legal exceptions, including obligations to retain insurance transaction records. If applicable law provides a right to appeal a decision on a privacy request, you may reply to our decision or contact us with “Privacy Appeal” in the subject line.

10. Browser Privacy Signals

Because Bastion does not sell personal information or use it for cross-context behavioral advertising, we do not currently provide a separate website opt-out for those activities. We honor legally recognized browser-based privacy signals where they apply to our processing.

11. Children’s Privacy

This website and our services are intended for businesses and insurance professionals and are not directed to children under 13. We do not knowingly collect personal information from children under 13 through this website.

12. Third-Party Services

Our website may link to or display services operated by third parties, including Microsoft Forms. Their collection and handling of information is also governed by their own notices and terms. We encourage you to review those notices before submitting information.

13. Changes to This Policy

We may update this policy to reflect changes in our practices, services, or legal obligations. The effective date at the top of this page identifies the current version. Material changes will be communicated as required by law.

14. Contact Us

For privacy questions, requests, or a fuller explanation of our insurance information practices, contact: