This content preserves the policy captured in the August 5, 2026 audit. Before production cutover, counsel should reconcile it with the final hosting, identity, messaging, recording, analytics, retention, and AI-vendor architecture.
1. Information We Collect
- Personal identifiers, including name, email, phone number, employer, job title, and account information.
- Employment and benefits data, including census uploads, dependent information, plan selections, and campaign interactions.
- AVA interaction data, such as questions, responses, language preference, and contextual inputs.
- Device and usage information, including IP address, browser, device metadata, and session logs.
- Communication records, including SMS and email history, decision-maker invites, and call recordings when enabled.
- Uploaded plan data, including plan documents, structured rates, benefit tiers, and SBC summaries.
2. How We Use Your Information
- Authenticate users and manage account access.
- Deliver personalized benefit education through AVA.
- Facilitate plan comparison and enrollment workflows.
- Send campaign reminders and messages via SMS and email.
- Analyze usage patterns to improve the product.
- Comply with legal obligations and applicable data-processing standards.
2A. Analytics & Cross-Campaign Tracking
We use a temporary session identifier to understand browsing activity. If the same session visits multiple employer campaigns, those activities may be linked to improve navigation and product behavior.
For anonymous users, a session identifier alone does not tell us a name, email address, or other direct identity. For authenticated users, account activity may also be recorded. Brokers may receive aggregate analytics across authorized campaigns.
Protected Health Information and personally identifiable information are not used for analytics or AI training. Analytics should be anonymized and aggregated wherever possible.
3. Call Recording & HIPAA Compliance
When enabled, calls between enrollers and employees may be recorded for quality assurance, training, and compliance. Call recording is currently disabled system-wide.
Recording Notification & Consent
Every recorded call must begin with a clear recording notice. In two-party-consent states, notice and consent are required. A caller who does not wish to be recorded may disconnect and use an available alternative channel.
Recording Storage & Security
- Recordings must be encrypted in transit and at rest.
- Access is restricted by server-enforced role and campaign scope.
- Every recording access is logged with user, timestamp, and relevant request context.
- Playback uses temporary, expiring access URLs.
Data Retention & Deletion
Recordings are scheduled for automatic deletion after 90 days unless a different documented retention policy applies. Authorized deletion requests and automated deletions must leave an audit record.
Protected Health Information (PHI)
Calls may discuss health conditions, medications, or plan choices. Any vendor handling PHI must be covered by appropriate contractual and technical safeguards. Recordings are limited to the stated operational purposes and are not sold or used for marketing.
4. Sharing Your Information
We do not sell or rent personal information.
- Information may be shared with an assigned broker or employer as needed for campaign participation.
- Service providers may process data under confidentiality and data-protection obligations.
- Information may be disclosed to regulators or legal authorities when required by law.
5. Data Security
We use encryption, access controls, secure storage, and audit logging to protect data. No system is perfectly secure; users should protect their accounts and promptly report suspicious activity.
6. Your Rights
- Request access to your data.
- Correct inaccurate information.
- Request deletion where permitted.
- Opt out of non-essential communications.
- Request access to or deletion of call recordings, subject to applicable retention requirements.
7. Cookies & Tracking
We use cookies and similar technologies to support sessions, security, and product analytics. Browser controls may be used to restrict cookies, but some features may no longer work correctly.
8. Third-Party Links
The platform may link to external services. Accurate Enroll is not responsible for third-party privacy practices or content.
9. Policy Updates
We may update this Policy periodically and will revise the effective date when we do. Continued use after an update signifies acceptance of the revised Policy where permitted by law.
10. Contact Us
Privacy requests and questions may be sent to sales@accurateenroll.com or discussed by phone at (813) 796-6069.