Privacy

Your privacy and the security of your data are of the utmost importance to us. This notice is provided to explain our online information practices and the choices you can make about the way your data is collected and used. To make this notice easy to find, it is available on our homepage and at every point where personally identifiable information may be requested. The use of "cookies" to subtly collect data is not used in this system.

Click here to view Hawthorne Benefit Technologies' HIPAA Compliance Statement.

The Information We Collect
This notice applies to all information collected or submitted to the system bearing the name of BeneTrac.com. From time to time a Broker/Consultant distributor may give the system another name, but as long as the underlying system has the copyright and Security provisions of BeneTrac this Data Privacy Policy shall pertain in its entirety. The bottom of all pages will be marked to indicate the BeneTrac system’s authenticity. The information collected in the system is for the sole purpose of supporting the management of an employee’s benefits online.

Information collected: Name, Addresses, Email Address, Phone Number, Social Security Number, Date of Birth, Date of Hire, Salary, Group Benefit Plan Choices, Carrier Information, Group Number(s), Employee Classification, Spouse Name, Work Location, Job Title, Premium Amounts, Provider Codes, Dependent Names, Termination Date, Employee Contribution of Premium, User Name, Password, Effective Dates of Insurance Coverage, Reenrollment Date, Security Access Level.

Most of the information identified above will be common to all users. Data field selections are customizable and are determined by the Authorized Senior User for each implementation.

The Way We Use Information
All data belongs to the Employer Group and/or their Human Resources Department (The Data Owner). The data collected and any access by any individual or group to the data is always with the authorization of the Data Owner. Each site is configured to allow varying levels and means of access according to the instructions given by the Data Owner. The Data Owner identifies the Carriers that provide the Group’s benefit plans. Additionally, any outside Administrators providing services to the Group may be given permission to make enrollment changes on behalf of the group if directed by the Data Owner. The system is designed to deliver data to the Carrier or Administrator electronically and in an encrypted format. If a data recipient is unable to receive electronic data files, BeneTrac will deliver data in the format acceptable to the recipient. If approved by the Data Owner, the group’s Broker/Consultant will be given access to the data to provide more timely service through timely information. A Broker/Consultant’s level of access can be regulated. Employees may be given access if authorized by the Data Owner. The level of access and data fields visible to the employee may be regulated. The system is designed to allow employees access only to their own records for enrollment, demographic changes, or limited to view only. Finally, we never use or share the data provided to us online in ways unrelated to those described above or without the written approval of the Data Owner. Our Data Privacy Policy describes only our use of your data and is not intended to represent the Privacy Policy of others given access to the data by the Data Owner and it is strongly recommended that all users ask those to whom they authorize access provide a Data Privacy Policy.

Our Commitment to Data Security
To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect online. Within the system, data security measures include 128 Bit Encryption of any data that is transmitted over the Internet, Secure Socket Layers (SSL), User Name & Password access, each page user verification, and firewall technology. Security begins before you enter your User Name and Password keeping the data secure from start to finish.

Our Commitment to Children's Privacy
The system and use of the system are not intended for access to children. The system is for the use of Human Resources, Employees, Broker/Consultant, Carrier and benefit Administrators. It is the direction of the Data Owner that allows access to the system and it is unlikely that children will be given access. Finally, all dependent data is only as needed for the enrollment criteria, and is customarily provided by the employee/guardian and kept secure as indicated above.

How You Can Access Or Correct Your Information
The Data Owner can access all personally identifiable information at any time to make changes in the system. Additionally the Data Owner can allow the employee access to make changes or to read only and report back to the Data Owner to make any necessary changes. To protect the privacy of the data, we will take reasonable steps to verify user identity before and during use of the system to make changes.

How To Contact Us
Should you have any questions or concerns about these privacy policies, please call us at out toll free number (877) 645-4342 or send us an email at feedback@BeneTrac.com .