Privacy Policy — Roster Benefits

Before this page is published

This is a template, not legal advice. It has not been reviewed by an attorney and does not yet reflect this firm's actual data practices. Because this brokerage handles employee census data, this notice carries more weight than most — it must be reviewed and adapted before publication.

This Privacy Policy explains how Roster Benefits Group LLC ("we," "us," "our") collects, uses, stores and protects the personal information of individuals and companies who interact with our website, services and communication channels. We are a licensed employee benefits brokerage serving companies of two to fifty employees in Washington, Oregon, Idaho, and we are not a law firm, not an accountancy practice and not a third-party administrator. By using our services you consent to the practices described in this policy.

Information We Collect

There are two kinds, and the distinction is the reason this notice is longer than most.

Yours, as our client contact

Information you voluntarily provide: your name, work email address, telephone number, company, role, renewal date and the details you share when requesting a renewal review or communicating with us. Straightforward business-contact information, used to work with you.

Your employees', through the census

Names, dates of birth, zip codes, dependent status, who is enrolled in what — and, where a carrier releases it, claims experience. This is sensitive information about people who are not our clients and who did not choose us. We treat it accordingly.

How census data reaches us

Through a secure upload link we send you. Never through a form on this website, and never by ordinary email. If anyone at this firm asks you to email a census, that is a mistake and you should decline.

It is encrypted in transit and at rest, and access within the firm is limited to the people working on your account. The forms on this website are built to enforce that rule: neither asks for employee data, and both reject free text that looks like a date of birth or a Social Security number.

Collected automatically

We receive technical information from your device, including IP address, browser type, access times and pages viewed, through server logs and analytics. We do not use it to identify you. We do not process payments through this website and do not hold card details.

How We Use Your Information

To quote and place your coverage, to prepare submissions to carriers, to administer enrollment, to service the plan during the year, and to maintain the compliance calendar for the plans we place. We also use technical information to keep the website working, for security, and to meet our regulatory record-keeping obligations.

Census data is never used for marketing of any kind, and is used only for the group it belongs to.

Sharing and Disclosure

Strict no-sale policy

Roster Benefits Group LLC does not sell personal information, mobile data or employee census data to third parties. We do not share it with lead buyers or marketing companies. If that ever changes, this notice will change first.

We share information only with:

Insurance carriers and their underwriters, where necessary to quote or place coverage. This is the purpose for which you give it to us.
Service providers who help us operate — an agency management system, a secure file transfer service — under agreements limiting what they may do with it.
Regulators, where required by law or by a valid legal process.

That is the complete list.

Text Messages

If you consent to text messages, we use your number only as described in ourMobile Terms. Consent is never a condition of buying anything and you may withdraw it at any time by replying STOP. Mobile opt-in data and consent records are not shared or sold to third parties for their own marketing.We do not text employees.

We record the consent wording agreed to, with the date, time, IP address and page it came from, in order to evidence compliance with the Telephone Consumer Protection Act.

Cookies and Tracking Technologies

This website uses only cookies essential to its operation and may use privacy-respecting analytics. There is no advertising cookie, no cross-site tracking pixel and no retargeting, and we do not intend to add any. You may disable cookies through your browser settings and the site will continue to work.

[ To be completed once the production analytics and cookie set is decided. ]

Data Security

We maintain administrative, technical and physical safeguards appropriate to the sensitivity of what we hold, including encryption in transit and at rest for census files, access limited to the people working on your account, and secure file transfer in place of email. No method of internet transmission or electronic storage is entirely secure, and we do not claim otherwise.

Your Privacy Rights

Depending on your location and applicable law, you may ask what we hold, ask us to correct it, ask us to stop contacting you, or ask us to delete what we are not required to keep. Requests can be submitted using the contact details at the end of this policy and we will respond within a reasonable time.

Employees whose data reached us through their employer's census may contact us directly and we will deal with it. They do not need to go through their employer.

Washington residents

Washington's My Health My Data Act creates specific obligations around health-adjacent data and is unusually broad in what it covers.

[ This section must be drafted by counsel with the firm's actual data flows in front of them. It is the highest-risk paragraph on this page. ]

Data Retention

We retain information for as long as we work with you, and afterwards for the period state insurance regulators require records to be retained. Census files from quotes that did not proceed are deleted rather than kept. Once information is no longer required it is securely deleted or anonymised.

[ Specify the retention period for each of Washington, Oregon, Idaho, and the deletion practice for unsuccessful quotes, once confirmed. ]

Children's Privacy

This website and our services are intended for adults acting for a business, and we do not knowingly collect personal information directly from anyone under 18.

A census will often contain information about employees' dependent children, because that is what determines the tier they enrol at. That information reaches us from the employer, not from the child, and it is used only to quote and administer the group's coverage — never for marketing, and never for anything else.

Third-Party Websites

This website links to carrier portals, state agencies and other external sites. We do not control them and are not responsible for their content, data handling or security. Review their privacy policies before providing personal information.

Changes to This Privacy Policy

We may update this policy to reflect operational changes, legal requirements or improvements to our practices. Modifications take effect when posted, and the date above shows when the policy last changed. Where a change is material we will write to clients.

Contact Information

For questions, privacy requests or additional information, contact us: Roster Benefits Group LLC · (866) 827-4241

Prototype notice

Structure follows a conventional privacy-policy template, adapted to a small-group benefits brokerage in WA, OR and ID. Attorney review required, with particular attention to the My Health My Data Act, to state record-retention periods, and to the firm's actual encryption, access-control and deletion practices.Do not publish claims about security practices the firm does not in fact follow.The children's-privacy section is not boilerplate here — a census routinely contains dependent minors' data, and the paragraph saying so must survive editing.