Astralscrm Terms of Service

1. Agreement and acceptance

These Terms of Service (the "Terms") form a binding agreement between Mars Financial LLC ("we", "us", the "Company") and the agency, brokerage, or individual that creates an account ("you", "Customer"). By creating an account, accessing Astralscrm (the "Service"), or permitting any of your agents to do so, you accept these Terms on behalf of yourself and every user you invite.

If you do not agree, do not access or use the Service. If you accept on behalf of an entity, you represent that you are authorized to bind that entity.

2. The Service — software only, no compliance guarantee

Astralscrm is software that provides tools to help licensed life insurance agencies maintain their own records and workflows: leads, dialing activity, client records, policies, carrier contracting, licensing, recruiting, training, and compliance recordkeeping.

We are a software provider only. Mars Financial LLC is not a law firm, compliance consultant, insurance advisor, carrier, agency, IMO, FMO, broker, or producer. We do not sell, solicit, negotiate, underwrite, bind, or service insurance, and we do not provide legal, regulatory, tax, or compliance advice. Nothing in the Service is a substitute for a compliance officer, legal counsel, or your own licensing obligations.

NO FEATURE OF THE SERVICE GUARANTEES COMPLIANCE WITH ANY FEDERAL OR STATE LAW, DEPARTMENT OF INSURANCE REGULATION, NAIC MODEL ACT, THE TELEPHONE CONSUMER PROTECTION ACT, DO-NOT-CALL RULE, PRIVACY STATUTE, OR CARRIER REQUIREMENT. Compliance obligations rest entirely with you and your licensed producers, who must independently verify the requirements for every state in which you operate.

Astralscrm has not been certified, audited, or attested under SOC 2, ISO 27001, HIPAA, PCI DSS, or any similar framework, and nothing in the Service or its documentation should be read as claiming otherwise.

We may change, add, or discontinue features. We will not materially reduce core functionality during a paid term without notice.

2A. Reference data and configuration are your responsibility

Calling-window hours, DNC handling, state insurance rules, retention periods, product and underwriting references, and carrier requirements change over time and vary by jurisdiction.

Any reference data built into the Service — calling-window tables, state rule sets, glossaries, product summaries, carrier notes, or training content — is a convenience only. We do not warrant that it is current, accurate, or complete, and we have no obligation to update it.

You are responsible for keeping your own configuration, suppression lists, consent records, disclosures, and internal policies current, and for verifying them against primary sources before you rely on them.

2B. Two capacities of Mars Financial LLC

Mars Financial LLC acts in two distinct capacities, and these Terms are careful to separate them.

As platform operator: Mars Financial LLC supplies Astralscrm as software to subscribing agencies. In that capacity it does not sell, solicit, negotiate, or service insurance for you, holds no responsibility for your licensure or your clients' data, and makes no determination about your regulatory obligations. Each subscribing agency remains the party responsible for its own licensure, appointments, client data, supervision, and compliance program.

As a licensed insurance agency: Mars Financial LLC is separately a licensed resident business entity in the State of Michigan, registered with NIPR and holding its own agency National Producer Number, with a designated responsible licensed producer. In that capacity it is itself a customer of the Service and bears exactly the same agency-level responsibilities as any other subscriber. Its own licensure is not a representation about any other agency's status, and it confers no regulatory standing, approval, or protection on any other subscriber.

Your relationship with Mars Financial LLC as platform operator does not make Mars Financial LLC responsible for your compliance, your licensure, your supervision of producers, or your dealings with any carrier, state department of insurance, or client. Conversely, nothing about Mars Financial LLC's own agency licensure should be read as a compliance claim, endorsement, or certification of the Service.

3. Eligibility and accounts

You must be at least 18 years old and hold every license, appointment, and authorization required for the activities you conduct through the Service.

You are responsible for all activity under your account and your users' accounts, for keeping credentials confidential, for enabling and maintaining multi-factor authentication where offered, and for promptly disabling users who leave your organization.

You must notify us without undue delay of any suspected unauthorized access, credential compromise, or security incident involving your account.

4. Acceptable use

You will not: use the Service to violate any law or carrier agreement; upload data you have no lawful right to process; attempt to bypass access controls, role restrictions, rate limits, or audit logging; reverse engineer, scrape, resell, sublicense, or white-label the Service without our written agreement; probe or attack the Service or its infrastructure; or use the Service to build a competing product.

You will not use the Service to send unlawful, deceptive, or misleading communications, to misrepresent a carrier or product, or to engage in churning, twisting, rebating, or unauthorized replacement activity.

We may suspend access immediately where we reasonably believe continued access creates legal, security, or carrier risk.

5. Telemarketing, dialing, and consent (TCPA and state law)

The Service includes dialing tools, configurable calling-window and Do-Not-Call checks, consent flags, and recording-disclosure prompts. These help you enforce your own policies; they are configurable aids, not legal determinations or guarantees of compliance. You remain solely responsible for compliance with the Telephone Consumer Protection Act, state telemarketing and DNC laws, calling-time restrictions, call-recording consent laws (including all-party-consent states), and every applicable carrier and regulator rule.

You represent that you have a lawful basis and, where required, prior express written consent to contact each person whose information you upload or dial, and that you will honor opt-outs and DNC requests promptly.

You are responsible for verifying suppression lists and calling windows independently. We disclaim liability for fines, penalties, settlements, or claims arising from your outreach.

6. Customer data and ownership

You own the data you and your users submit ("Customer Data"). You grant us a limited, non-exclusive license to host, process, transmit, back up, and display Customer Data solely to provide, secure, and support the Service.

We may generate aggregated, de-identified statistics that cannot reasonably be used to identify you, your agents, or any consumer, and may use those to operate and improve the Service.

You represent that you have all consents, notices, and rights necessary for us to process Customer Data as described here.

You are the owner and data controller of Customer Data, including all client, lead, policy, and producer records. We act solely as your service provider and process Customer Data on your instructions. You are responsible for your own records-retention, destruction, and consumer-rights obligations, and for exporting any copies you need to keep independently of the Service.

Retention and deletion: deleting a client, lead, or policy in the Service is a soft delete — the record is hidden from normal views but preserved and restorable by an agency owner or admin. Live business records are not auto-deleted and remain retained indefinitely while your workspace is active, consistent with state producer record-keeping duties (commonly five or more years after a policy or relationship ends); exact duration is state-specific and you are responsible for confirming it for the states you operate in. Short-lived E-App intake links and PII vault staging rows are automatically purged after 72 hours. Automated platform database backups are retained for 30 days for disaster recovery only.

7. Sensitive and health-related information

The Service supports storage of sensitive personal information, including government identifiers, dates of birth, banking details, and health-related answers collected during application intake. Such information may be stored in encrypted, access-controlled vault storage with time-limited retention and purge behavior.

You will submit sensitive information only where lawful and necessary, will use the reason-coded access controls provided, and will not attempt to circumvent field-level protections or audit logging.

We are not a HIPAA covered entity. Where we act as a business associate or processor under applicable law, the parties will execute a separate written agreement, which controls over these Terms for that data.

You, the agency, are the party collecting this information from your clients and the party responsible for it. Astralscrm is software supplied by Mars Financial LLC; we provide the collection, encryption, access-control, and destruction tooling, and we destroy the sensitive payload on the retention schedule configured in your agency settings. Choosing that schedule is your decision, and we recommend you confirm it with your attorney and with each carrier you submit to.

Once the sensitive payload is destroyed it is permanently unrecoverable — not by you, not by us, and not from any backup. We are not responsible for your use, transmission, disclosure, or retention decisions regarding that information, nor for information you export, copy, or send outside the Service.

In the event of a security incident, you are responsible for your own notification obligations to your clients, your carriers, your upline, and any state insurance department, state privacy regulator, or other authority with jurisdiction over you. We will notify you of an incident affecting your data in the Service without undue delay so you can meet those obligations; we do not make those notifications on your behalf and we do not determine which of them apply to you.

8. Security and audit logging

We use commercially reasonable administrative, technical, and physical safeguards, including encryption in transit and at rest, row-level access control, role-based permissions, and application-level audit logging of sensitive reads, exports, and administrative actions.

You acknowledge that audit records are created for compliance purposes, may record your users' identities, timestamps, IP addresses, and stated reason codes, and are intentionally immutable. Audit records may be produced in response to a lawful request or a carrier or regulator examination relating to your account.

No system is perfectly secure. We do not warrant that the Service will be free from unauthorized access.

9. Electronic signatures and records

Signatures captured in the Service — typed-name acknowledgments, agreement acceptances, and similar records — are intended to be legally binding electronic signatures under the E-SIGN Act and applicable state law. You consent to transact electronically and to receive records electronically.

Signature records may include the signer identity, document version and hash, timestamp, IP address, device information, and, where the signer permits it, approximate location.

10. Agency hierarchy, compensation, and carrier data

Commission levels, advances, writing numbers, IMO placements, hierarchy positions, and contract statuses shown in the Service are records you or your uplines maintain. They are administrative references only and do not create, modify, or guarantee any compensation right.

Actual compensation is governed solely by your agreements with the applicable carriers, IMOs, and uplines. We are not a party to those agreements and are not responsible for their interpretation, calculation, or payment.

11. Third-party services

The Service may link to or integrate with carrier portals, e-application systems, lead vendors, communication providers, and other third parties. Those services are governed by their own terms, and we are not responsible for their availability, accuracy, security, or acts.

12. Fees, billing, and taxes

Paid plans are billed in advance on the interval shown at purchase and renew automatically until cancelled. Fees are non-refundable except where required by law or expressly stated in an order form.

Seat-based plans are billed on seats provisioned, not seats used. We may change pricing effective at the start of a renewal term with prior notice.

Fees exclude taxes; you are responsible for applicable taxes other than taxes on our income.

13. Term, suspension, and termination

These Terms apply while you have an account. Either party may terminate for convenience effective at the end of the then-current term, or immediately for material breach that remains uncured 10 days after written notice.

We may suspend or terminate immediately for non-payment, unlawful activity, security risk, or conduct that threatens the Service or other customers.

For 30 days after termination you may request an export of Customer Data in a commercially reasonable format. After that period we may delete Customer Data, except records we must retain for legal, audit, or backup purposes.

14. Intellectual property

The Service, including its software, design, content, training materials, product knowledge libraries, and trademarks, is owned by Mars Financial LLC and its licensors and is protected by intellectual property law. You receive a limited, non-exclusive, non-transferable right to use the Service during your subscription.

Astralscrm™ is an unregistered trademark of Mars Financial LLC. Nothing in these Terms grants you any right to use our name, mark, or logo except as we authorise in writing.

Feedback you provide may be used by us without restriction or obligation.

15. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

WITHOUT LIMITING THE FOREGOING, WE DISCLAIM ANY WARRANTY THAT THE SERVICE, OR ANY FEATURE OF IT, WILL CAUSE YOU TO BE OR REMAIN IN COMPLIANCE WITH ANY LAW, REGULATION, DOI OR NAIC REQUIREMENT, TCPA OR DNC RULE, OR CARRIER REQUIREMENT, OR THAT ANY AUDIT, EXAMINATION, OR REGULATORY REVIEW WILL PRODUCE A PARTICULAR OUTCOME.

We do not warrant that the Service will be uninterrupted or error-free, that compliance-support features will prevent any violation, that built-in reference data (including calling windows, state rules, retention periods, and product or carrier references) is current or complete, that quoting or underwriting guidance reflects current carrier rules, or that any result — sales, placement, persistency, or approval — will be achieved.

The Service is not a substitute for a compliance officer, legal counsel, or your own licensing, supervision, and recordkeeping obligations.

16. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST COMMISSIONS, LOST BUSINESS, OR LOST DATA.

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE 12 MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

These limits apply regardless of the theory of liability and even if a remedy fails of its essential purpose.

17. Indemnification

You will defend, indemnify, and hold harmless Mars Financial LLC and its officers, employees, and agents from any claim, demand, fine, penalty, loss, or expense (including reasonable attorneys' fees) arising from: your Customer Data; your outreach, dialing, recording, or marketing activity; your insurance sales practices; your users' conduct; your configuration or supervision of the Service; your breach of these Terms; or your violation of any law, regulation, DOI or NAIC requirement, TCPA or DNC rule, privacy statute, or carrier, IMO, or regulator requirement.

This indemnity applies to your own regulatory violations and to your use of the platform, whether or not a feature of the Service was configured, enabled, or relied upon in connection with the claim.

18. Dispute resolution and arbitration

The parties will first attempt to resolve any dispute informally for 30 days after written notice. Any unresolved dispute will be settled by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator, in the Company's home jurisdiction.

DISPUTES WILL BE ARBITRATED ONLY ON AN INDIVIDUAL BASIS. THE PARTIES WAIVE ANY RIGHT TO A JURY TRIAL AND TO PARTICIPATE IN A CLASS OR REPRESENTATIVE ACTION.

Either party may seek injunctive relief in court to protect intellectual property or confidential information. Small-claims actions are excluded from arbitration.

19. General

These Terms are governed by the laws of the Company's home jurisdiction, without regard to conflict-of-laws rules. If any provision is unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver.

You may not assign these Terms without our written consent; we may assign them in connection with a merger, acquisition, or sale of assets. These Terms, together with any order form and data-processing agreement, are the entire agreement between the parties.

We may update these Terms. Material changes take effect 30 days after we post them or notify you; continued use after that date is acceptance.

20. Contact

Questions about these Terms: Mars Financial LLC, legal and compliance. Reach us at support@astralscrm.com.