1.    Statement of Our Duties. We are required by law to maintain the privacy of non-public personal information (“NPPI”), protected health information (“PHI”), and personally-identifiable information (“PII”) (collectively referred herein as “Protected Information”) of the Protected Parties and to provide our clients with this notice of our privacy practices and legal duties. We are required to abide by the terms of this notice. We reserve the right to change the terms of this notice and to adopt any new provisions regarding the Protected Information that we maintain about the Protected Parties. If we revise this notice, we will provide each client or customer with whom there is a current and direct business relationship with a revised notice by mail, electronic mail or any other electronic means, telefacsimile or fax, or hand-delivery.

2.    Statement of the Client’s Rights under Privacy Rules. As our client or customer, you have a right to know how we may use or disclose the Protected Information we maintain on those Protected Parties with whom there is a direct relationship. In the event that our customer or client is an employer sponsoring a group health plan, we do not have a direct duty to their employees, dependents, former employees or dependents or other eligible participants on the group health plan. Our obligations to not disclose the Protected Information we maintain about those individuals may arise due to our contractual obligations as a Business Associate of both the client or customer, as well as to any other third party who is a Covered Entity under the Privacy Rules, but does not create a special legal duty to provide notice to those individuals of their rights through a Notice of Privacy Practices.

Primary Uses and Disclosures of Protected Information. We use and disclose Protected Information about Protected Parties for payment and health care operations. Privacy Rule does not generally “preempt” (or take precedence over) state privacy or other applicable laws that provide individuals greater privacy protections. As a result, to the extent state law applies, the privacy laws of a particular state, or other federal laws, rather than the Privacy Rules, might impose a privacy standard under which we will be required to operate.  For example, where such laws have been enacted, we will follow more stringent state privacy laws that relate to uses and disclosures of the Protected Information concerning HIV or AIDS, mental health, substance abuse/chemical dependency, genetic testing, or reproductive rights.  

In addition to these law requirements, we also may use or disclose Protected Information in the following situations:

Payment: We might use and disclose your Protected Information for all activities that are included within the definition of “payment” within the Privacy Rules. For example, we might use and disclose a Protected Party’s Protected Information to assist with the payment of claims for services provided to that Protected Party by doctors, hospitals, pharmacies and others for services that are covered by a group health plan. We might also use your information to determine your eligibility for benefits, to coordinate benefits, to examine medical necessity, to obtain premiums, and to issue explanations of benefits to the person who subscribes to the health plan in which you participate.  

Health Care Operations: We might use and disclose a Protected Party’s Protected Information for all activities that are included within the definition of “health care operations” within the Privacy Rules.  For example, we might use and disclose the Protected Information of a Protected Party to an insurer to determine the premiums for your health plan, to conduct quality assessment and improvement activities, to engage in care coordination or case management, and to manage our business.

Business Associate Subcontractors:   In connection with our payment and health care operations activities, we contract with individuals and entities (called “subcontractors”) to perform various functions on our behalf or to provide certain types of services.  To perform these functions or to provide the services, our subcontractors will receive, have access to, create, maintain, use, or disclose Protected Information, but only after we require the subcontractor to agree in writing to contract terms designed to appropriately safeguard your information.

Other Covered Entities: In addition, we might use or disclose your Protected Information to assist health care providers in connection with their treatment or payment activities, or to assist other covered entities in connection with certain of their health care operations.  For example, we might disclose a Protected Party’s Protected Information to a health care provider when needed by the provider to render treatment to that party, and we might disclose Protected Information to another covered entity or subcontractor to conduct health care operations related to billing, claims payment or enrollment.

For all other uses and disclosures, we first must obtain your permission.

In addition, you have the following rights:

• The right to request that we place additional restrictions on our uses and disclosures of the Protected Information of Protected Parties. However, we are not obligated to agree to impose any such additional restrictions.
• The right to access, inspect, and copy the protected information pertaining to Protected Parties that we maintain in our files, and the right to have us correct or amend any information that we create in error. Requests to access or amend your health information should be sent to the contact person and address provided below.
• The right to receive an accounting of the disclosures of the Protected Information we maintain on Protected Parties that we make for purposes other than activities related to payment functions or other health care operations.
• The right to request that communications containing a protected party’s Protected Information are sent in a confidential manner.
• If you received this notice electronically, you also have the right to obtain a paper copy of this notice from us on request.

3.    Information We Collect About You. We collect the following categories of information for group and/or individual policies from the following sources:
a)    Information that we obtain directly from you, in conversations or on applications or other forms that you or a Protected Party completes.
b)    Information regarding current or prospective plan participants we obtain about them on applications or other forms.
c)    Information about the plan’s transactions with our affiliates, others or us.
d)    Information that we obtain as a result of our transactions with you.

4.    Permissible Uses and Disclosures of Protected Information. We disclose the information we receive regarding current or prospective plan participants only in accordance with the terms and conditions of the various Business Associate contracts we have entered to with Covered Entities under Privacy Rules and as permitted under state and federal laws concerning the privacy of your insurance and financial information. Those include:

Situations Permitted or Required by Law. We also may use or disclose your Protected Information without your written permission for other purposes permitted or required by law, including, but not limited to the following:
a)    As authorized by and to the extent necessary to comply with workers’ compensation or other no-fault laws;
b)    To an oversight or insurance regulatory agency for activities including audits or civil, criminal or administrative actions;
c)    To a public health authority for purposes of public health activities (such as to the Federal Food and Drug Administration to report consumer product defects);
d)    To a law enforcement official for law enforcement purposes or in response to a court order or in the course of any judicial or administrative proceeding;
e)    To organ procurement organizations or other entities for approved research; or
f)    To a governmental authority, including a social service or protective services agency, authorized to receive reports of abuse, neglect or domestic violence.

 

For Any Purposes to Which You Have Not Objected. In certain limited circumstances, we may use or disclose your Protected Information after we have given you an opportunity to object and you have not objected. For example, if you do not object, we may use limited information about you to maintain an office directory, to notify family members or any other person identified by you regarding issues directly related to such person’s involvement with your care or payment for that care, or in emergency circumstances.

For Purposes for Which We Have Obtained Your Written Permission . All other uses or disclosures of your Protected Information will be made only with your written permission, and you may revoke any permission that you give us at any time.

5.    Complaints About Misuse of Health Information. You may complain either directly to us or to the Secretary of Health and Human Services if you believe that your rights with respect to our protection of your health information have been violated. To file a complaint with us, you may send a written statement outlining your complaint, the facts and circumstances surrounding your complaint, including the names, dates and as many details as possible. You will not be retaliated against in any way for filing a complaint.

6.    Our Practices Regarding Confidentiality and Security. We restrict access to Protected Information about you to those employees and its subcontractors who need to know that information in order to provide products and services to you. We maintain physical, electronic and procedural safeguards that comply with state & federal regulations to guard your Protected Information.

7.    Our Duties. We are required by law to maintain the privacy of Protected Information and to provide individuals with notice of its legal duties and privacy practices with respect to Protected Information. If unsecured Protected Information is acquired, used or disclosed in a manner that is not permitted under the Privacy Rules that compromises the security or privacy of that Protected Information, (referred to as a “Breach”), We are required to provide appropriate Notice as defined by law without unreasonable delay and in no case later than 60 days after the discovery of the Breach or the receipt of information of the Breach.  We may delegate this duty to a subcontractor. We are required to abide by the terms of the Notice that is currently in effect. We will provide a paper copy of this Notice to you upon your request.

8.    Our Policy Regarding Dispute Resolution. Any controversy or claim arising out of or relating to our privacy policy, or the breach thereof, shall be settled by arbitration in accordance with the rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof.

9.    Revisions to this Notice. We reserve the right to change the terms of this Notice and to make the new Notice provisions effective for all Protected Information we maintain, regardless of whether the Protected Information was created or received prior to issuing the revised Notice. Whenever there is a material change to our use and disclosure of Protected Information, individual rights, our duties, or other privacy practices stated in this Notice, we will promptly revise and distribute the new Notice.

Contact Person for Filing Complaint or Obtaining Other Information. If you believe your privacy rights have been violated, you may file a written complaint with our Privacy Officer at the following address:

Brett Cunningham
Privacy Officer
175 S Kimball Ave. 
Suite 120
Southlake, TX 76092
Brett@quantumhb.com
888-415-5430

Additional Privacy Practices for Website, Email, Telephone, and Text Messaging Communications

 

In addition to the privacy practices stated above, this section explains how Quantum Health Benefits collects, uses, maintains, and protects information related to website visitors, online forms, email communications, telephone communications, SMS/text messaging, and other electronic communications.

These additional privacy practices do not replace or limit the protections stated above. To the extent any information is Protected Information, NPPI, PHI, PII, or otherwise protected by applicable federal or state law, Quantum Health Benefits will continue to protect that information in accordance with applicable Privacy Rules, contractual obligations, and this Notice.

Information We May Collect Through Website, Email, Telephone, and Text Messaging Communications

We may collect personal information that you provide directly to us through QuantumHB.com, online forms, email, telephone calls, text messaging, scheduling forms, quote request forms, enrollment-related forms, customer service communications, or other communication channels.

This information may include, but is not limited to:

• Name
• Email address
• Phone number
• Mobile phone number
• Physical address
• Employer or company name
• Job title
• Information submitted through contact forms, quote forms, scheduling forms, or enrollment-related forms
• Communication preferences
• Appointment or meeting details
• Customer service requests
• Records of inquiries and communications
• Opt-in records and timestamps for SMS/text messaging, email, and other communication channels
• Opt-out records and communication preference updates
• Website usage information, including IP address, browser type, device information, pages visited, website usage patterns, cookies, and similar technologies

We may also collect information as a result of our transactions with you, our clients, customers, service providers, affiliates, Covered Entities, Business Associate subcontractors, or other permitted sources, consistent with the privacy practices described in this Notice.

How We Use Website, Email, Telephone, and Text Messaging Information

We may use information collected through website, email, telephone, and text messaging communications for purposes including, but not limited to:

• Responding to inquiries
• Providing customer service and support
• Scheduling appointments, consultations, or meetings
• Sending appointment reminders and scheduling updates
• Providing requested information about our services
• Supporting quote requests, enrollment-related requests, benefits-related requests, or service requests
• Communicating with clients, customers, prospects, authorized representatives, and Protected Parties
• Sending service-related notices and important updates
• Sending email communications, where permitted
• Sending SMS/text messages, where you have opted in or otherwise provided legally sufficient consent
• Maintaining records of communication preferences, opt-ins, opt-outs, and consent
• Processing transactions or service requests
• Improving our website, services, communications, and customer experience
• Enhancing website functionality and security
• Preventing fraud, unauthorized access, misuse, or unlawful activity
• Complying with applicable legal, regulatory, contractual, and business obligations

Email Communications

If you provide your email address to Quantum Health Benefits, we may use it to communicate with you about inquiries, services, appointments, client support, customer service, benefits-related matters, enrollment-related matters, requested information, business updates, and other communications relevant to your relationship with us.

Where permitted by law, we may also send marketing or promotional emails. You may opt out of marketing emails by following the unsubscribe instructions included in those emails or by contacting us directly.

Opting out of marketing emails does not prevent us from sending non-marketing communications, such as service-related messages, transactional notices, appointment information, customer service responses, legal notices, or communications necessary to provide requested services.

Telephone Communications

If you provide your phone number to Quantum Health Benefits, we may contact you by phone regarding inquiries, appointments, consultations, services, customer support, benefits-related matters, enrollment-related matters, quote requests, or other business-related communications.

SMS/Text Messaging Communications

Quantum Health Benefits may offer SMS/text messaging communications to individuals who have opted in to receive text messages from us.

By opting in to receive SMS/text messages from Quantum Health Benefits, you agree to receive text messages related to our services. Messages may include appointment reminders, scheduling confirmations, scheduling updates, customer support communications, service-related updates, benefit or enrollment-related follow-up, requested information, and, where you have provided the required consent, marketing or promotional messages.

You will only receive SMS/text messages from us if you have explicitly opted in or otherwise provided consent as required by applicable law. Consent to receive SMS/text messages is not a condition of purchasing any goods or services.

Message frequency may vary based on your interactions with Quantum Health Benefits and the services you request. Standard message and data rates may apply. Wireless carriers are not liable for delayed or undelivered messages.

You may cancel SMS/text messaging at any time by replying “STOP” to any text message you receive from us. After you reply “STOP,” we may send one final confirmation message to confirm that you have been unsubscribed. After that confirmation, you will not receive further SMS/text messages from us unless you opt in again.

For assistance, you may reply “HELP” to any text message you receive from us or contact us at Brett@quantumhb.com or 888-415-5430 during regular business hours.

SMS/Text Messaging Data Protection Statement

Quantum Health Benefits does not sell, rent, share, disclose, or transfer customer mobile phone numbers, SMS opt-in information, or text messaging consent records to third parties, affiliates, lead generators, or external organizations for their marketing or promotional purposes.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

Information sharing with subcontractors, service providers, technology providers, customer service providers, scheduling platforms, SMS aggregators, carriers, or messaging vendors is permitted only as necessary to provide, support, maintain, secure, or deliver the services and communications requested by or consented to by the individual.

All text messaging originator opt-in data and consent records are kept confidential. All other use case categories exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties or affiliates for marketing or promotional purposes.

For the avoidance of doubt, any references in this Notice to affiliates, others, subcontractors, service providers, Covered Entities, Business Associate subcontractors, vendors, payment processors, scheduling providers, technology providers, or other permitted recipients do not authorize the sharing of mobile information, SMS opt-in information, or text messaging consent records with third parties or affiliates for their marketing or promotional purposes.

Information Sharing and Disclosure for Website, Email, Telephone, and Text Messaging Information

Quantum Health Benefits does not sell, rent, or trade personal information.

We may share information with service providers or subcontractors who assist us in operating our business, maintaining our website, providing customer service, supporting appointment scheduling, processing transactions, delivering email communications, delivering SMS/text messages, supporting technology systems, maintaining security, or complying with legal and regulatory obligations.

Service providers and subcontractors are permitted to access information only as needed to perform services for us and are expected to maintain appropriate confidentiality and security safeguards.

We may also disclose information if required by law, legal process, court order, subpoena, regulatory request, law enforcement request, or to protect our rights, clients, customers, systems, or business operations.

As stated above, all such sharing excludes text messaging originator opt-in data and consent, except as necessary for vendors, carriers, aggregators, and providers to deliver and support the text messaging services requested by or consented to by the individual. Mobile information and SMS opt-in consent will not be shared with third parties or affiliates for marketing or promotional purposes.

Cookies and Tracking Technologies

QuantumHB.com may use cookies and similar technologies to analyze website traffic, understand website usage, remember preferences, improve functionality, improve user experience, measure the effectiveness of communications, and maintain website security.

You may control cookies through your browser settings. Disabling cookies may limit your ability to use certain website features.

Quantum Health Benefits does not use cookies or tracking technologies to share SMS opt-in data, mobile phone numbers, or text messaging consent records with third parties or affiliates for marketing or promotional purposes.

Your Communication Choices

You may update your communication preferences or withdraw consent for certain future communications.

You may:

• Opt out of marketing emails by clicking “unsubscribe” in applicable emails or contacting us directly
• Opt out of SMS/text messages by replying “STOP”
• Request help with SMS/text messages by replying “HELP”
• Contact us to request information about how we process your information
• Contact us to request access, correction, or other rights available under applicable law
• Request a paper copy of this Notice

Some communications are transactional, service-related, legally required, or necessary to provide requested services. Opting out of marketing communications does not prevent us from sending communications that are necessary for service, legal, regulatory, administrative, transactional, or customer support purposes.

Third-Party Links

QuantumHB.com may contain links to third-party websites, platforms, carriers, vendors, or services. Quantum Health Benefits is not responsible for the privacy practices, security, content, or policies of third-party websites or services. We encourage you to review the privacy policies of any third-party websites or services you visit.

Contact Us

If you have questions about this Notice, our privacy practices, our website privacy practices, email communications, SMS/text messaging communications, or how your information is handled, please contact:

Brett Cunningham
Privacy Officer
Quantum Health Benefits
175 S Kimball Ave.
Suite 120
Southlake, TX 76092
Email: Brett@quantumhb.com
Phone: 888-415-5430
Website: QuantumHB.com