Privacy Policy

1. Scope

This policy explains how AI Solutions Team, LLC and its BENI-365 platform ("BENI 365," "we," "us") collect, use, share and protect information on beni365.com, in the BENI-365 app at beni365.app, and in the emails and text messages the platform sends.

BENI-365 is used by our clients — employers, insurance brokers and benefits administrators — to run benefits programs for their employees. If you're an employee, your information is processed on behalf of your employer's benefits program, and your employer decides what the program collects. If you're a client user, this policy also covers the information we collect from you as a platform user.

2. Information we collect

• Employee information from your employer — name, contact details, employee ID, date of birth, address, employment and payroll details (such as hire date, salary and pay frequency) and eligibility information. Where your benefits program needs it for carrier enrollment, your Social Security number, which is stored encrypted.
• Information you give us — benefit elections, dependents and beneficiaries, life event requests and the documents you upload, answers to evidence-of-insurability or tobacco questions when a plan asks for them, and your electronic signature.
• Appointments — when you book a call with a benefits counselor: the time, the phone number to call, your answers to the booking questions and your contact choices.
• Communication preferences and consent records — your mobile number if you opt in to texts, the date, time and wording you agreed to, and opt-outs from texts or announcement emails.
• Client user information — name, work email, role, the clients you can access and two-step sign-in settings.
• Technical and security information — sign-in events, an audit trail of changes to elections and settings, and basic device and browser information. On the booking page, your network address is stored only in a one-way scrambled (hashed) form to prevent abuse.

3. How we use information

• To show you your benefit options, prices and eligibility, record your elections and send your confirmation.
• To produce the files your employer's program needs, such as carrier enrollment (834) files and payroll deduction files.
• To schedule calls with benefits counselors and send confirmations and reminders.
• To send benefits guides, enrollment reminders and announcements from your employer's benefits team.
• To keep accurate consent, opt-out and audit records.
• To secure, operate, support and improve the platform.
• To meet legal, regulatory and contractual obligations.

We do not sell personal information, and we do not use it for advertising.

4. Text messages & email

If you opt in to benefits text messages, we collect your mobile number, your consent record, the messages sent and their delivery status, and any STOP, START or HELP replies. Texts are sent only after you agree, as described in our SMS Text Messaging Terms, and you can turn them off at any time by replying STOP or choosing Turn off texts in the employee portal.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except the messaging providers needed to deliver the messages.

Announcement emails include an unsubscribe link. Emails you need for your enrollment, such as your confirmation and deadline reminders, are still sent.

5. AI features

Some BENI-365 features use AI models to help client users and employees: drafting and translating benefits guides, reading a client's plan documents to help set up their plans (always reviewed and approved by a person before anything is used), and the BENI Chat help assistant. These features send only the information needed for the task to the AI provider, under that provider's business terms. AI never makes enrollment decisions for you.

6. How we share information

We share information only as needed to run your benefits program:

• With your employer and the people it authorizes, such as its HR team, its broker and the benefits counselors assigned to it. Each sees only what their role allows.
• With insurance carriers and payroll, through the enrollment and deduction files your employer's program sends.
• With BENI Voice, our AI-assisted benefits call service, only when your employer uses it and connects it to BENI-365. See the BENI Voice Privacy Policy.
• With service providers that run parts of the platform for us under contracts that limit how they use the data:

Provider	Role
Supabase	Database, sign-in and file storage
Vercel	Hosting for the website and app
Resend	Email delivery
Twilio and Telnyx	Text message delivery
OpenAI and Anthropic	AI models for the features in section 5

We may also share information when the law requires it, to protect people's safety or our rights, or as part of a merger or sale of the business, where this policy would continue to protect it.

7. Health information

Some benefits information, such as health plan elections or evidence-of-insurability answers, can be protected health information under HIPAA. Where BENI-365 handles it for a client that is a HIPAA covered entity or business associate, we do so under a Business Associate Agreement with that client. Our design follows HIPAA's technical safeguards (access controls, audit logging and encryption); this is not a claim of certification, as there is no official HIPAA certification.

8. Security

We protect information with administrative, technical and physical safeguards, including:

• each client's data kept separate by row-level security on every table, so one client's users can never see another's;
• role-based access with least privilege, and two-step sign-in (an authenticator app) for staff accounts;
• encryption in transit and at rest, with Social Security numbers stored encrypted and shown only to authorized roles;
• an audit trail of sign-ins, elections and administrative changes.

Our controls are designed around SOC 2 principles. No system is completely secure; please keep your sign-in details private.

9. Retention

We keep information only as long as the benefits program and the law require. For example, enrollment records and elections are kept six years after the plan year ends (in line with ERISA and HIPAA record rules), text consent records four years after consent ends, and message logs three years. Full Social Security numbers are kept only while needed for carrier files. When a client leaves, we offer them an export and then delete their data, usually within 90 days. Backups expire on a rolling basis.

10. Your choices & rights

• Texts — opt in or out on the Text updates page, or reply STOP to any text.
• Announcement emails — unsubscribe with the link in any announcement email, or resubscribe from your Announcements page.
• Access, correction and deletion — depending on where you live, you may have the right to see, correct or delete your information. Because we process employee information for your employer, your employer's HR or benefits team usually handles these requests, and we help them. You can also contact us and we'll route your request.

11. Children

BENI-365 is for adults taking part in employee benefits programs. We don't knowingly collect information from children under 13 except the dependent details an employee enters for their benefits.

12. Changes to this policy

We may update this policy as the platform or the law changes. We'll update the date at the top, and give additional notice of significant changes where appropriate.

13. Contact us

Company	AI Solutions Team, LLC — BENI 365
Email	info@beni365.com
Mailing address	16998 Middlebelt Rd Unit #5276 Livonia, MI 48154

This page describes how BENI-365 handles information. It is not legal advice; have it reviewed by an attorney familiar with HIPAA, state privacy laws and your Business Associate Agreements before relying on it.