Privacy Policy

1. Who we are and who this covers

Belong Benefits Incorporated, a Delaware corporation based in Austin, Texas (“Belong Benefits,” “we,” “us”), provides a platform that insurance brokers use to turn benefit plan documents into interactive benefits guides for their clients’ employees. This policy explains what information we collect, how we use it, who we share it with, and the choices you have. It covers three groups of people:

• Customers and their team members — brokers and other organizations that subscribe to the platform, and the people they give accounts to.
• Guide viewers — employees and others who open a published benefits guide, use its tools, or ask Ask Bel a question.
• Website visitors — anyone who visits belongbenefits.com, requests a demo, or contacts us.

When a broker uploads plan documents and publishes a guide, the broker (and its client employer) decides what goes in it and who can see it. For that content, we act as a service provider or processor on the broker’s behalf. For your account information, our website, and our own operations, we act as the controller.

2. Information we collect

2.1 From customers and their team members

• Account information: name, email address, organization name, role, and login credentials. Passwords are stored only in hashed form by our authentication provider.
• Customer content: the documents you upload (plan summaries, Summaries of Benefits and Coverage, rate sheets, carrier proposals and renewals, flyers), the plan data extracted from them, rates and employer contributions you enter, branding, and the contact details of the HR or benefits contacts you choose to show on a guide. Carrier documents sometimes contain employee names, dates of birth, or coverage elections. Documents you mark internal are never shown on a guide.
• Usage information: which features you use and when, so we can support you and improve the product. Administrative actions taken by our staff on your organization are logged with the acting user and IP address.
• Guide history and publish confirmations: each change to a guide, with who made it, so it can be reviewed and undone. Before a guide is published, the person publishing confirms it has been reviewed and is accurate; we record who confirmed, their role, their IP address, the time, and the exact wording they confirmed.
• Billing information: the billing contact and history held by our payment processor, Stripe. Card and bank account numbers are entered on Stripe’s pages and never reach our servers.
• Communications: support requests, feedback you submit in the app, email you send us, and a copy of each email we send you (other than sign-in emails, whose links we never store).

2.2 From guide viewers

Viewing a guide does not require an account, and we do not ask you to identify yourself. When you view a guide we record:

• View and engagement events: that a guide was opened, the time, the referring site, whether the device was a phone, tablet, or desktop, and which plan cards, links, or tools were used. We do not store your IP address or a persistent identifier with these events. They are shown to the broker as aggregate counts.
• Ask Bel questions: if a guide includes Ask Bel, the questions you type and the answers you receive are stored, along with any thumbs-up or thumbs-down you give, so the broker and we can check that answers are accurate. Transcripts are deleted after 30 days. Questions we could not answer are kept in a separate log, without any session identifier, for up to 90 days so we can improve coverage.
• Guide password: if a guide is password-protected, a cookie remembers that you entered the password for that guide.

If a broker adds a video to a guide, it plays from the video service the broker chose (such as YouTube, Vimeo, or Loom), which receives your IP address and browser details when the video loads, under that service’s own privacy policy. Fonts and everything else on a guide are served by us.

Cost estimators and plan comparison tools run in your browser. The figures you enter into them are not sent to or stored by us.

2.3 From website visitors

• Demo and contact requests: name, email, company, phone, and anything you write in the message.
• Technical data: our hosting and error-monitoring providers receive standard request data such as IP address and browser type in order to serve pages and diagnose faults. We do not run advertising trackers or third-party analytics on the website.

2.4 Cookies and local storage

We use only cookies that are necessary to run the service:

• a session cookie that keeps a customer signed in;
• a per-guide cookie that remembers a guide password you entered;
• cookies that remember sign-in to our gated sales pages for prospects we have given access to;
• browser local storage that saves an in-progress guide draft so a broker does not lose work.

None of these are used for advertising, and we do not use cross-site tracking cookies.

3. How we use information

• To provide the platform: extract plan data from documents, build and publish guides, answer Ask Bel questions, and show brokers how their guides are used.
• To run accounts, send invitations and service emails, and process billing.
• To provide support and respond to requests.
• To secure the service: detect abuse, enforce rate limits, and investigate incidents.
• To improve the product using de-identified usage data and, with a broker’s involvement, reviewing Ask Bel answers for accuracy.
• To comply with law and enforce our agreements.

4. Artificial intelligence

We use third-party AI models to read plan documents and to power Ask Bel. Document content and Ask Bel questions are sent to those providers through commercial interfaces whose terms prohibit the provider from using the data to train models. We do not use your documents, extracted plan data, or Ask Bel questions to train or fine-tune AI models, and Ask Bel is limited to the single guide it appears on. AI output can be wrong; before a guide is published, the person publishing must confirm it has been reviewed and is accurate, and guide viewers should rely on the official plan documents for anything that matters.

5. Health information

6. What we do not do

• We do not sell personal information, and we do not share it for targeted advertising.
• We do not share one broker’s clients, documents, or guides with another broker, except with an organization the broker chooses to give access (see below).
• We do not use Ask Bel questions for marketing.
• We do not make automated decisions about you that have legal or similarly significant effects.

7. Who we share information with

• Service providers (subprocessors): companies that host our infrastructure, store documents, run AI models, send email, process payments, and monitor errors. They may use the information only to provide their service to us. The current list is published at belongbenefits.com/security.
• Organizations a customer gives access to: a broker can share a guide with its client’s HR team, who can then edit and publish it, and a broker that accepts seats from a sponsor (such as an insurance carrier or general agency) lets that sponsor see the status of the guides on those seats and, on collaborative seats, help edit them. Each sees only the guides the arrangement covers.
• The broker who published a guide: brokers see aggregate view and engagement counts for their guides and, where Ask Bel is enabled, the questions asked on them (not tied to any named person).
• Guide viewers: when a broker publishes a guide, the plan information and HR contact details on it become visible to anyone with the link, or with the link and password if the broker set one.
• Legal and safety: when required by law or legal process, or to protect the rights, safety, or property of Belong Benefits, our customers, or others.
• Business transfers: if we are involved in a merger, acquisition, or sale of assets, with notice to customers.

8. Security

Data is encrypted in transit and at rest. Every request is scoped to the customer’s organization, so one broker cannot reach another’s data. Access by our staff is limited to what a role requires. Error monitoring captures a replay of the screen only when an error occurs, with all text masked and images blocked. Our security program and controls are described at belongbenefits.com/security. No system is perfectly secure; if you believe your account or data has been compromised, contact us at jack@belongbenefits.com immediately.

9. How long we keep information

• Account information: for as long as the account is active, then deleted on request or when the organization’s subscription ends, subject to the export window below.
• Customer content and guides: for as long as the guide exists. When a customer deletes a guide or asks us to delete their content, or 30 days after a subscription ends, we delete it within 30 days. Copies may persist in routine backups for up to 60 further days.
• Guide view and engagement events: 90 days.
• Guide edit history: one year, after which older changes, and images kept only so a change could be undone, are deleted.
• Copies of email we send: kept in our records so we can confirm what was sent, and deleted on request.
• Ask Bel transcripts: 30 days. Unanswered-question log: 90 days.
• Demo requests and support email: for as long as needed to respond and follow up.
• Billing records, administrative audit logs, and publish confirmations: as long as required for accounting, tax, and security purposes.

10. Your rights and choices

Depending on where you live, including under the California Consumer Privacy Act and the Texas Data Privacy and Security Act, you may have the right to know what personal information we hold about you, to correct it, to delete it, to receive a copy of it, and to opt out of its sale or use for targeted advertising. We do not sell personal information or use it for targeted advertising, so there is nothing to opt out of. We will not treat you differently for exercising these rights.

To make a request, email jack@belongbenefits.com. We will verify the request and respond within 45 days. If we deny a request, you may appeal by replying to our response.

If your information reached us through a guide published by a broker, the broker or its client employer controls that content. Direct your request to them; we will help them respond.

11. Children

The platform and guides are intended for adults choosing workplace benefits. We do not knowingly collect personal information from children under 13, and we will delete it if we learn we have.

12. Where data is processed

The service is offered for use in the United States, and information is stored and processed in the United States.

13. Changes to this policy

We will post any changes here with a new date. For material changes affecting customers, we will also give notice by email to the organization’s administrators.

14. Contact us

Questions, requests, or concerns about this policy:

Belong Benefits Inc
Austin, Texas
Email: jack@belongbenefits.com
Website: belongbenefits.com