What Information Do We Collect?
As described in detail below, we may collect certain identifying information from or about you in connection with your use of, or your submissions to, the System (collectively, the “Collected Information”). Collected Information includes both Personal Information and Non-Personal Information, each as described below:
- In some cases, we ask you for information that can be used to identify you as a person, including, but not limited to, your first and last name, date of birth, email address, job title, company information, or other demographic information (“Personal Information”).
- Access to certain areas of the System (such as access to your benefit enrollment portal) are restricted, and you must provide a unique user identification and password prior to receiving access. To use such restricted areas of the System, you also may be required to enter certain Collected Information (e.g., username, password, first and last name, e-mail address, etc.).
- To provide Services through the System on behalf of your employer, we may (a) access certain aspects of your employee record and other job-related information maintained by your employer, such as social security number, date of birth, and compensation information, and (b) we may request that you enter or verify Personal Information, including but not limited to benefit elections with your employer, dependent or beneficiary information, hours worked, or salary information.
How Do We Use The Information That We Collect?
Hodges-Mace may use the information we collect for various purposes, including (i) providing Services to you or to your employer, including benefits enrollment services; (ii) providing communications required by regulators; (iii) marketing activities; (iv) improving the System’s content, materials, and services; and (v) more effectively and efficiently responding to both current and future user inquiries.
With Whom Do We Share Information That We Collect?
Hodges-Mace does not sell, rent, or lease our user lists or the identity of individual users with third parties. However, Hodges-Mace may share Collected Information to perform its business purposes, including performing the Services for employers and their employees.
Hodges-Mace also may, from time to time, utilize a number of trusted business and marketing partners in delivering the content, materials, and opportunities available on or through the System. For example, we may provide your Collected Information to our customer relations management service provider in order to help us manage and analyze our relationship with you and other users. We may share Collected Information with our business partners in order for them to analyze and evaluate such data for our use. However, no third party business partner will be permitted to use Collected Information for marketing, promoting, or selling any non-Hodges-Mace products or services, or for any purpose other than advising or providing products or services to Hodges-Mace. Any sharing of Collected Information with third parties will be subject to obligations of confidentiality between Hodges-Mace and such third parties.
Hodges-Mace may use and disclose certain aggregated, anonymized information, such as System usage data, to our affiliates, subsidiaries, or trusted business partners. Such information also may be shared with other users or the general public for advertising, informational, or comparison purposes. However, such information shall not be personally identifiable to any user.
Cookies and Usage Reports
By placing a small file known as a “cookie” on your computer (or other device), Hodges-Mace and its third party providers may passively gather information about your use of the System for several reasons, including, but not limited to, the following: statistics collection and analysis, System optimization, analytics (as described below), market research, and maintenance of user login information. For example, cookies on the Websites may track “macro” information, such as the number of independent visits made to the Websites each day, or “micro” information, such as individual users’ IP addresses, downloads, and related traffic history (some of this information may be collected by web beacons, see below). The information that we and our third party service providers track with cookies may include, but is not necessarily limited to, the type of browser (such as Google Chrome, Microsoft Edge or Internet Explorer) and Internet-connected device being used to access the System, your Internet protocol (“IP”) address, your home domain or Internet service provider, your referrer URL (which is the URL for the website that you were viewing prior to visiting the System), how you were directed to the System, which specific pages you access on the System, how long you view each page, the time and date you access our System and the total number of visitors to the System and any portions thereof. We also may use your IP address to determine the general physical location of your computer or device and understand from what geographic locations our System visitors come and to tailor our services to meet our visitors’ needs (e.g., if a visitor is from California, we may use geolocation information to ensure our California team responds to such visitor).
Most popular Internet browser applications will allow you to configure the browser so as not to accept cookies. However, setting your browser to reject cookies may, in certain instances, prevent you from taking full advantage of the System (or some portion thereof) and its capabilities, or cause some features of the System to function improperly or more slowly.
The Websites use certain web analytics services provided by third parties in order to better understand your use of our Websites (or other portions of the System) and how we can improve the System. Such analytics providers may collect information such as how often users visit the System, what pages they visit when they do so, and what other websites they used prior to coming to the System. We do not combine the information collected through the use of such analytics services with your Personal Information. Such third party analytics providers may utilize the data collected to track and examine use of the System, to prepare reports on its activities and share them with us.
Some of the areas of the System also may contain electronic images known as web beacons (sometimes known as clear gifs) that allow Hodges-Mace, and its third party providers or affiliates, to count and track users who have visited certain portions of the System and other similar traffic history. Web beacons collect only limited information, including a cookie number, time and date of a page view, and a description of the page on which the Web beacon resides. Web beacons do not collect any of your Personal Information.
Any information, communications, or material of any type or nature that you submit to any portion of the System which is viewable by other visitors to the System (such as providing viewable comments to articles or videos on the Website) or any of our pages contained on a social media platform or website by e-mail, posting, messaging, uploading, downloading, or otherwise (collectively, the “Submissions”) is done at your own risk and without any expectation of privacy. We cannot control the actions of other users of the System or any social media platform and are therefore not responsible for any Submissions contained on a social media platform or website (or which are viewable on the System by other users).
How Can I Opt-Out of Promotional Correspondence?
Those individuals that provide us with any Submission, or otherwise express an interest in or consent to receiving communications from Hodges-Mace, may receive email or other communications from us electronically. We consider, and you hereby acknowledge and agree, that providing a Submission or otherwise evincing an interest through the System constitutes valid consent to receive messages or other communications from Hodges-Mace. However, if you would no longer like to receive emailed special offer information, notifications or other messages from us, please click the link at the bottom of any email you receive from us and follow the instructions. Please allow us a reasonable period of time in order to satisfy your request, as some promotions may already be in progress. Please note that even if you opt-out as described above, Hodges-Mace will retain your Collected Information for analytical purposes and other internal purposes including an ability to reconnect you with such Collected Information if you later opt-in to any of the data sharing, use or communications set forth above.
Change in Control and Other Organizational Changes
What Information Do We Collect for Sweepstakes, Promotions, Contests & Surveys?
On the System, you may wish to participate in online polls, surveys, contests, sweepstakes and other promotions that we may offer from time to time. Participation in these polls, surveys, contests, sweepstakes and promotions is completely voluntary; you have a choice about whether or not to disclose information required to enter. Information requested may include personal contact information such as your name, address, date of birth, phone number, mobile phone number, e-mail address, username, and/or similar information. In addition, as noted above, we may share this information with our parent company, affiliates, and other organizations or entities. Through these online polls, surveys and promotions, you may choose to participate in activities such as sharing information found on the System with others and sending email invitations. In connection with any online polls, surveys, contests, sweepstakes and other promotions that we may offer from time to time via the System, we use the information you provide to administer the polls, surveys, contests, sweepstakes and other promotions. Subject to applicable contractual or legal restrictions, we also may use the information to communicate with you, or the other people you select, about our services or our marketing partners may use such information to communicate with you about the online polls, surveys, contests, sweepstakes or other promotions or their products and services.
What Choices Do You Have?
When submitting information, corresponding, making requests for information, and otherwise interacting with Hodges-Mace and its representatives through or in connection with the System, you choose what information to supply or submit, whether you wish to receive further information, and how you may be contacted. Please take care to share only such information as is needed or that you believe is appropriate. Any promotional email we send to you will contain a link which will allow you to opt out of receiving any further correspondence.
How Do We Protect Information Collected About You?
California and Delaware “Do Not Track” Disclosures
The System is intended for review and use by corporate employers, human resources personnel, insurance brokers, and other similar general audiences. We do not anticipate or invite any traffic from any individual under the age of 18. The System is not intended for use or view by children under 13 years of age. Consistent with the Children’s Online Privacy Protection Act, we will not knowingly collect any information from children under the age of 13. If you are under the age of 13, you must ask your parent or guardian to assist you in using the System. Furthermore, we may restrict entries to any contests, sweepstakes or promotions to entrants who are at least 18 years of age.
How to Contact Us
If you have any questions, comments or suggestions about the System, our Services, Hodges-Mace (or any of our affiliates), or our privacy practices, please contact us here or at the address below:
Attn: General Counsel
5775-D Glenridge Drive NE, Suite 350
Atlanta, GA 30328
If you correspond with Hodges-Mace through the System or via email, the Collected Information may include the content of, and metadata regarding, any correspondence you may have with us. We may share your messages with those within our organization who are most capable of addressing the issues contained in your message. We will keep a copy of your message until we have had an opportunity to address your concerns.