Privacy policy

1. Who we are

BenefitIntel is a free service from iCoach Solutions, based in Washington State. iCoach Solutions is a licensed insurance agency. BenefitIntel is not a government agency and is not connected to any benefit program.

Because iCoach Solutions is an insurance agency, any contact details you give us are held by an insurance agency. Section 8 explains exactly how we use them, and section 12 explains how to have them deleted.

In this policy, "we", "us" and "our" mean iCoach Solutions.

2. Your answers to the benefits check

The benefits check asks about your household, income and situation. Your answers are worked out in your own browser, on your own device. They are not sent to us, and we cannot see them.

While you answer, the page keeps a copy of your answers in your browser, so you can pick up where you left off if the page reloads. That copy is cleared when you close the tab.

The document checklist remembers which papers you have ticked off. That is also saved only in your browser, on your device.

The benefits check page does not use Contentsquare (see section 6). It does use Google Analytics, which gets counts only: that a check was started, that it was finished, and how many programs came up. It never gets your answers or the names of the programs.

3. When you ask for your results by email

At the end of the benefits check you can ask us to email your results. You don't have to: you can print them or save them as a PDF instead. If you do ask, we receive:

• your email address
• your phone number, if you add one
• the list of programs your results showed

Here is where that goes:

Our server, on Cloudflare

It goes to our API, which runs on Cloudflare Workers. A copy is stored in Cloudflare's storage (Cloudflare KV) for 90 days, then deleted automatically.

Our customer records, in HighLevel

A contact record with your email address and phone number is created in our customer relationship management (CRM) system, HighLevel (also called GoHighLevel). Our staff can see it. The results email we send you is saved on that record too, so the list of programs is there as well.

The email itself

We send your results through HighLevel's email service, which uses Mailgun to deliver it. The email comes from iCoach Solutions. If you reply, your reply comes to us. The email has an unsubscribe link at the bottom.

To stop anyone from using this form to flood an inbox, we also keep a scrambled (hashed) form of your email address for 24 hours. It only counts how many results emails went to that address.

4. The chat assistant

The chat button answers common questions from a fixed list of answers built into the website. What you type in the chat is not sent to us.

The chat also offers a short form. If you type your name, email address and phone number into it, they are sent to our server on Cloudflare, and a contact record is created in our CRM, HighLevel, where our staff can see it. The chat also passes your email address to the benefits check in your browser, so you don't have to type it twice.

5. When you call or email us

Our phone number, (253) 368-0610, is answered by an automated phone assistant, not a person. It is run for us by an AI phone service, Marblism, so what you say on the call goes through that service.

If you email support@benefitintel.org, we receive your email address and your message.

6. Analytics and cookies

We use two tools to understand how the site is used, so we can fix the pages that confuse people.

Google Analytics 4

Used on our pages. It tells us which pages are visited, how people found the site, and what kind of device and browser they use. On the benefits check page it gets counts only, as described in section 2.

Contentsquare

Used on our pages except the benefits check, where you answer questions about your household. It records how people use a page, such as clicks, scrolling and mouse movement.

Both tools set cookies in your browser to tell visits apart. We do not use your information for advertising. You can block or delete cookies in your browser settings, and the site still works.

7. Fonts, translation and other websites

Fonts

Our pages load their fonts from Google Fonts. To do that, your browser connects to Google, which sees your internet (IP) address.

Translation

Every page has a language menu. Google Translate is only used if you pick a language other than English. When you do, the text of each page you visit, including your results on the benefits check, is sent to Google to be translated, and a cookie remembers your choice from page to page. Pick English again to turn it off.

Local help searches

Some local help searches on our site are run by findhelp.org. When you use one, the ZIP code you type goes to findhelp.org.

Links to other websites

We link to official program websites, 2-1-1 and other services. When you leave our site, that website's own privacy policy applies.

8. How we use your information

We use the contact details you give us to:

• send you the results you asked for
• reply to you when you contact us
• keep the site working and stop misuse

We use analytics to learn which pages help people and to fix the ones that don't.

We do not sell your personal information. We do not use it for advertising.

You can ask us at any time to delete your information, or not to contact you. Email support@benefitintel.org and tell us which you want.

9. Who we share it with

We share information only with the companies that run parts of this service for us, and only so they can do that job:

• Cloudflare hosts the website and our server, and stores results requests.
• HighLevel (GoHighLevel) is our CRM, where contact records are kept. Its email service uses Mailgun to deliver results emails.
• Google provides analytics, fonts, and translation if you choose it.
• Contentsquare shows us how pages are used (not on the benefits check).
• Marblism answers our phone line.
• findhelp.org runs some local help searches.

We may also share information if the law requires it, for example because of a court order, or if iCoach Solutions or BenefitIntel is merged with or sold to another company. We do not share it with anyone else unless you ask us to.

10. How long we keep it

• Your answers to the benefits check: never sent to us. The copy in your browser is cleared when you close the tab.
• Results requests on our server: 90 days, then deleted automatically.
• The scrambled email address used to limit results emails: 24 hours.
• Contact records in our CRM: until you ask us to delete them.
• Analytics: kept by Google and Contentsquare under their own rules.

11. How we protect it

Everything you send us through this website travels over an encrypted connection (HTTPS). Contact records in our CRM are behind a sign-in that only our team has, and the list of results requests on our server can only be read with a private key.

No system is perfectly secure. If we learn of a breach that affects your information, we will tell you as the law requires.

12. Your choices and rights

You never have to give us your contact details to use BenefitIntel. The benefits check, the guides and the checklist all work without them.

If you have given us your details, you can ask us to:

• tell you what information we have about you and give you a copy
• correct information that is wrong
• delete your information
• not contact you. You can also use the unsubscribe link in any email from us.

These choices are open to everyone, wherever you live. To make a request, email support@benefitintel.org. We answer within 30 days, and we will not treat you any differently for asking.

13. Children

BenefitIntel is not directed at children under 13, and we do not knowingly collect information from them. If you think a child under 13 has given us information, email us and we will delete it.

14. Changes to this policy

If we change this policy, we will post the new version on this page and change the date at the top.

15. Contact us

Questions about your privacy, or a request about your information:

• Email support@benefitintel.org
• Call (253) 368-0610 (an automated phone assistant)
• iCoach Solutions, Washington State

Read our terms of service.