01Introduction
Oak Health Plans ("Oak Health Plans," "we," "us," or "our") is an independent, licensed insurance agency. We help individuals and businesses compare and apply for health, dental, vision, life, supplemental, and group insurance products offered by third-party insurance carriers. We are not an insurance company, health plan, healthcare provider, or government agency.
This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit oakhealthplans.com (the "Site") or otherwise interact with us to request a quote, apply for coverage, or ask for assistance (collectively, the "Services").
Please read this Policy before providing personal information. If you do not agree with our practices, please do not use the Site or Services.
02Our Role and Applicable Privacy Rules
Because we are an independent insurance agency and not the insurer, most information you provide is collected so we can compare plans and prepare or submit an application to the carrier you select. After enrollment, the carrier—not Oak Health Plans—administers the plan, processes claims, and handles protected health information in its role as the covered health plan. We may continue to assist as your agent of record, but we do not adjudicate claims or administer plan benefits.
Our handling of nonpublic personal financial and health information may be governed by the Gramm-Leach-Bliley Act (GLBA), applicable state insurance privacy laws—including Texas Insurance Code Chapters 601 and 602 and 28 Texas Administrative Code Chapter 22, where applicable—and other privacy and data-security laws. Oak Health Plans is generally not a HIPAA covered entity merely because it acts as an insurance producer. HIPAA may apply to particular activities if we act as a business associate of a covered entity under a written agreement. A carrier or health plan that is a HIPAA covered entity will provide its own Notice of Privacy Practices.
03Information We Collect
Information you provide
Depending on the product or assistance you request, we may collect:
- Contact information, including your name, mailing address, email address, and phone number
- Date of birth and, when required for an application, Social Security number
- Household, employment, and income information, including information used to evaluate eligibility for an Affordable Care Act subsidy
- Information about dependents and family members that you are authorized to provide
- Health-related information relevant to eligibility or underwriting, such as tobacco use or basic health history, when required for a particular application
- Government-issued identification or identification numbers when required by a carrier or government program
- Your plan preferences, communications with us, and other information you choose to provide
We generally do not collect or store full payment card or bank account numbers. Premium payments are typically made directly to the carrier through the carrier's secure enrollment or billing portal. If an application process requires a different method, we will provide appropriate notice at the point of collection.
Information collected automatically
When you use the Site, we or our service providers may automatically collect:
- Device and browser information, such as IP address, browser type, and operating system
- Usage information, such as pages visited, time on page, referring page, and click activity
- Approximate geographic location inferred from an IP address
- Cookie and similar technology information described in Section 9
Information from other sources
When relevant and permitted by law, we may receive information from insurance carriers, prior insurers for coordination of benefits, government agencies for eligibility or subsidy verification, employers in connection with group coverage, and vendors that help us operate the Services.
04How We Use Your Information
We may use personal information to:
- Compare plans and provide quotes you request
- Prepare and submit insurance applications to the carrier or program you select
- Verify identity, eligibility, enrollment, or subsidy information
- Communicate with you about a quote, application, enrollment, renewal, or service request
- Assist with service issues after enrollment in our capacity as your agent
- Maintain business, licensing, compliance, and transaction records
- Respond to legal process, regulatory inquiries, or government requests
- Detect, investigate, and prevent fraud, misuse, security incidents, or other unlawful activity
- Operate, secure, analyze, and improve the Site and Services
- Market insurance products available through our agency and our agent services where you have consented or where otherwise permitted by law
We do not use health or financial information for purposes unrelated to providing the Services you request, operating our business, or complying with law.
05Sensitive Personal Information
Some insurance applications require information that privacy laws may classify as sensitive, including health information, Social Security numbers, government identification numbers, account credentials, or precise information used to establish eligibility. We request sensitive information only when reasonably necessary for a quote, application, enrollment, service request, fraud prevention, or legal obligation.
Where required by applicable law, we will obtain consent before processing sensitive personal information. You may withdraw consent for future processing by contacting us, but doing so may prevent us or a carrier from completing a quote, application, enrollment, or service request. Withdrawing consent does not affect processing already completed or processing permitted or required by law.
06How We Share Your Information
We may disclose the categories of information described in this Policy to:
- Insurance carriers and programs you select: We disclose the application information needed for the carrier or program to evaluate eligibility, underwrite when applicable, and issue coverage.
- Service providers: Vendors may support our customer relationship management, website hosting, analytics, communications, document processing, security, and other business operations. They may use personal information only to perform services for us or as permitted by contract and law.
- Employers and benefit administrators: For group coverage, we may disclose information needed to support eligibility, enrollment, or plan administration.
- Government agencies and regulators: We may provide information for eligibility or subsidy verification, insurance oversight, audits, licensing, or other legally authorized purposes.
- Legal and safety recipients: We may disclose information in response to a subpoena, court order, or other lawful process, or when reasonably necessary to protect rights or safety, investigate fraud, or comply with law.
- Parties to a business transaction: Information may transfer as part of a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of our business, subject to applicable law and this Policy or a successor policy.
- Other recipients you authorize: We may disclose information for another purpose with your direction, consent, or written or electronic authorization.
07No Sale or Targeted Advertising
We do not sell personal information for money. We also do not share personal information for cross-context behavioral advertising or use information collected from your visit to this Site to target advertising to you on unrelated websites or platforms.
Disclosures to the carrier or program you select and to service providers acting on our behalf are made to provide the Services and are not intended as sales of personal information. If our practices change, we will update this Policy and provide any notice and choice required by law before the new practice begins.
08Your Communication Choices
If you provide a phone number or email address through the Site, we may contact you about your quote, application, enrollment, or request, including by call, text/SMS, or email, as described in our Terms of Service. Where required, we will obtain consent before sending marketing communications.
You may opt out of marketing communications or revoke consent to future marketing contacts at any time by:
- Replying “STOP” to a text message
- Using the unsubscribe link in a marketing email
- Asking us to stop during a call
- Contacting us using the information in Section 16
Opting out of marketing does not stop non-marketing communications needed to respond to you or service an active application or policy, such as a carrier follow-up needed to complete enrollment. Message and data rates may apply to text messages.
10Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information. Depending on the information and system, these measures may include encryption in transit, access controls, authentication, staff practices, vendor requirements, monitoring, and secure disposal procedures.
No method of transmission or storage is completely secure. We cannot guarantee absolute security, and you should avoid sending sensitive information through an unencrypted email or any channel we have not designated for that purpose.
11Data Retention
We retain personal information only as long as reasonably necessary for the purposes described in this Policy, including providing requested Services, supporting an application or policy, maintaining business and transaction records, resolving disputes, enforcing agreements, and meeting insurance, tax, licensing, legal, and regulatory obligations.
Retention periods vary based on the type of information, the relationship, and applicable law. When information is no longer needed, we take reasonable steps to securely delete, destroy, or de-identify it.
12Your Privacy Rights
Depending on where you live, the type of information, and applicable legal exemptions, you may have the right to:
- Confirm whether we process your personal information and access that information
- Correct inaccurate personal information
- Request deletion of personal information
- Obtain a portable copy of personal information you provided
- Opt out of a sale, targeted advertising, or certain profiling, where applicable
- Withdraw consent for future processing when processing is based on consent
- Appeal our decision on a privacy request
How to submit a request
Email [email protected] with the subject “Privacy Request” or call (214) 984-3577. Describe the right you want to exercise and the information or account involved. You may use an authorized agent where applicable law permits.
We may ask for information reasonably necessary to verify your identity, authority, and the scope of your request. We will use verification information only for that purpose. We may deny or limit a request where permitted or required by law, including when information is subject to an exemption, must be retained, belongs to another person, or cannot be verified. We will not unlawfully discriminate against you for exercising a privacy right.
How to appeal
If we deny a request, you may appeal by emailing [email protected] with the subject “Privacy Request Appeal” or by calling (214) 984-3577. Include enough information for us to identify the original request and explain why you believe the decision should be reconsidered. We will respond within the period required by applicable law and, if an appeal is denied, provide any further complaint information required by law.
13Children's Privacy
The Site and Services are not directed to children under 18. We do not knowingly collect personal information directly from a child under 18 through the Site. A parent, legal guardian, or other authorized adult may provide information about a minor when the minor is included as a dependent or proposed insured on an application.
If you believe a child provided personal information to us directly without appropriate authorization, contact us so we can review the matter and take appropriate action.
14Third-Party Links and Services
The Site may link to services operated by third parties, such as an insurance carrier's application or billing portal, an enrollment platform, or HealthCare.gov. Their privacy practices are governed by their own policies, not this Policy. Review the privacy notice presented by a third party before providing information through its service.
15Changes to This Policy
We may update this Privacy Policy to reflect changes in our Services, practices, or legal obligations. We will post the revised Policy with an updated “Last Updated” date. If a change materially affects how we use or disclose information already collected, we will provide additional notice or obtain consent when required by law.
16Contact Us
Contact us with questions about this Privacy Policy, our information practices, or a privacy request:
Oak Health Plans (214) 984-3577 [email protected]