Effective Date: 01/01/2023
Agency: Midwest Coordinated Benefits (“MCB,” “we,” “our,” or “us”)
1. Introduction
At MCB, we take the privacy and security of personal information seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard information in the course of providing employee benefits consulting and brokerage services.
We are committed to complying with all applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA), the Employee Retirement Income Security Act (ERISA), and other federal and state privacy regulations.
2. Information We Collect
In the course of business, we may collect the following types of information:
Employer Information: Company name, address, contact information, and workforce demographics.
Employee Information: Name, date of birth, contact details, employment status, and benefits enrollment data.
Financial Information: Premium contributions, payroll deduction data, and payment arrangements.
Health Information: Limited health-related information when necessary to facilitate benefits programs (protected under HIPAA).
Website/Online Data: When you use our website, we may collect non-identifying information such as cookies, IP addresses, and browsing behavior.
3. How We Use Information
We use collected information to:
Design, implement, and administer employee benefit plans.
Communicate with employers and employees about plan options, enrollment, and claims.
Provide compliance guidance and reporting support.
Process billing, contributions, and payroll deductions.
Improve our services and customer experience.
Fulfill legal, regulatory, and contractual obligations.
4. Sharing of Information
MCB does not sell personal information. We may share information only in the following circumstances:
With Carriers and Vendors: To enroll employees, administer claims, and provide benefits.
With Service Providers: To support payroll, HR, or benefits technology platforms.
As Required by Law: To comply with subpoenas, audits, or regulatory investigations.
With Consent: When an employer or employee authorizes us to share information for a specific purpose.
5. Data Protection & Security
We implement administrative, technical, and physical safeguards to protect information, including:
Encryption of sensitive data in transit and at rest.
Access controls, authentication, and secure passwords.
HIPAA-compliant processes for handling Protected Health Information (PHI).
Regular training for staff on confidentiality and data security.
6. Your Rights
Depending on your role and applicable law, you may have the right to:
Access and obtain a copy of your personal information.
Request corrections to your information.
Request restrictions on certain uses or disclosures.
File a complaint if you believe your privacy rights have been violated.
Requests may be submitted to us at the contact information below.
7. Website & Digital Privacy
If you visit our website or digital platforms:
Cookies: We may use cookies to enhance user experience. You may disable cookies in your browser settings.
Analytics: We may use analytics tools to understand traffic and improve services.
Third-Party Links: Our website may contain links to external sites. We are not responsible for the privacy practices of third-party websites.
8. Data Retention
We retain information as long as necessary to provide services, comply with legal obligations, and resolve disputes. Once information is no longer needed, it is securely deleted or anonymized.
9. Changes to this Policy
We may update this Privacy Policy from time to time. The “Effective Date” at the top will indicate when it was last revised. Any updates will be posted on our website.
10. Contact Us
If you have questions or concerns about this Privacy Policy or our practices, please contact:
Midwest Coordinated Benefits (MCB)
309 S 4th Street
Oregon, IL 61061
844-443-8622
info@midwestcb.com