Privacy Policy

1. Our Role and Health Information

Administering an ICHRA and helping employees enroll involves health and insurance information. CareTeam is a licensed insurance agency, and we handle health information consistent with applicable law, including the Health Insurance Portability and Accountability Act (HIPAA) where it applies. In many ICHRA arrangements, the platform that administers benefits acts as a HIPAA business associate to the health plans and carriers, which are the covered entities responsible for providing a Notice of Privacy Practices.

2. Information We Collect

We collect the following categories of information:

• Identifiers and contact details: name, mailing address, email address, and phone number.
• Government identifiers such as a Social Security number or taxpayer ID, where needed for enrollment or tax reporting.
• Employment and census information provided by your employer, such as class, hire date, and income used for affordability.
• Insurance and coverage information, including current and selected plans.
• Health and medical information you provide voluntarily for plan comparison, affordability, and reimbursement.
• Dependent and household information needed to determine eligibility and coverage.
• Financial and payment information used to set up and process reimbursements.
• Account credentials for employer, agent, and employee workspaces.
• Device and usage data, and cookies, as you use the platform.

We collect this information directly from you, from your employer or plan sponsor, from insurance carriers and enrollment marketplaces, and automatically as you use the platform.

3. How We Use Information

• Set up and administer the ICHRA.
• Determine ACA affordability for each employee.
• Facilitate plan comparison, enrollment, and coverage changes.
• Set up reimbursement methods and process reimbursements.
• Generate compliance documents and reports, such as ACA reporting and PCORI.
• Provide support and respond to your requests.
• Secure the platform, prevent fraud, and maintain integrity.
• Comply with legal and regulatory obligations.
• Contact you, with your consent where required, by email, phone, or text about your quote, enrollment, and account.

We limit our use of health information to what is needed for these purposes, and we do not sell your personal information.

4. How We Share Information

• With insurance carriers and enrollment marketplaces to obtain quotes and enroll coverage.
• With your employer or plan sponsor as needed to administer the plan.
• With the licensed agents involved in your group.
• With service providers that support quoting, payments, and administration, under written confidentiality obligations.
• With government agencies or regulators when required by law.
• In connection with a merger, acquisition, or other business transfer.

The sharing described above excludes text-messaging (SMS) opt-in data and consent, which we never share or sell to third parties, affiliates, or lead vendors for marketing or promotional purposes.

5. Automated Decisions and AI

We use software, and may use automated or AI-assisted features, for tasks such as checking ACA affordability and matching plans. These features assist our team and do not replace human judgment. Any decision that affects your health coverage or reimbursement is reviewed by a person.

6. Health Insurance Marketplace

Where the Services help you enroll in an individual Marketplace plan, that support is provided by CareTeam as a licensed insurance agency. This site may not support enrollment in all qualified health plans available in your state. For all available options, you can visit the Health Insurance Marketplace at HealthCare.gov.

7. Cookies and Tracking

We use cookies and similar technologies to operate the platform, understand usage, and improve performance. You can manage cookies through your browser settings.

8. Data Security

We use administrative, technical, and physical safeguards to protect your information, including multi-factor authentication on logins, encryption of data in transit and at rest, role-based access, and vendor security reviews. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We keep information for as long as needed to provide the Services and to meet legal, tax, and insurance recordkeeping obligations, after which we delete or de-identify it.

10. Your Privacy Rights

Depending on where you live, you may have rights to access, correct, or delete your personal information, and to limit certain uses of sensitive information. California residents have rights under the California Consumer Privacy Act, as amended, and residents of other states with comprehensive privacy laws may have similar rights. To make a request, contact us at hello@careteamins.com. We will not discriminate against you for exercising these rights.

11. Children's Privacy

The Services are not directed to individuals under 18. Information about dependents is provided by an adult employee or guardian for coverage purposes.

12. Geographic Scope

The Services are offered in the United States only.

13. Payment and Financial Disclosures

Where reimbursements are made through an employer-funded debit card or EFT account, that account is set up through a payment vendor, and the vendor's terms and any bank disclosures apply.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised effective date.

15. Contact Us

Questions or privacy requests can be sent to hello@careteamins.com, or to CareTeam Insurance & Financial Services, 800-406-8857, Sunrise, Florida. See also our Terms & Conditions.