Privacy Policy

Effective Date: May 29, 2025

1. Introduction

Heaven Insurance Consultants LLC (“we,” “us,” or “our”) is committed to protecting your privacy and personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://www.yvonneheaven.com/, use our insurance services, or communicate with us through various channels including SMS/text messaging.

As an independent health insurance agency licensed in Florida, we handle sensitive personal and health information and are committed to maintaining the highest standards of privacy protection in compliance with applicable laws including HIPAA, Florida insurance regulations, and federal privacy laws.

By using our website or services, you consent to the data practices described in this Privacy Policy. If you do not agree with the practices described here, please do not use our website or services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us, including:

  • Name, date of birth, and Social Security number
  • Contact information (email address, phone number, mailing address)
  • Florida county of residence and zip code
  • Employment and income information
  • Family and household composition information
  • Current health insurance coverage details
  • Communication preferences and history
  • Payment information (when applicable)

2.2 Health Information

For insurance enrollment and consultation purposes, we may collect:

  • Medical history and current health conditions
  • Prescription medications and treatments
  • Healthcare provider and hospital preferences in Florida
  • Disability or special needs information
  • Health-related lifestyle factors (smoking status, etc.)
  • Previous insurance claims history
  • Medicare eligibility and enrollment status

2.3 Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address and geographic location data
  • Browser information and device specifications
  • Website usage patterns and navigation behavior
  • Cookies and similar tracking technologies
  • Referral sources and search terms used to find us
  • Date, time, and duration of visits

2.4 Communication Data

We collect information related to our communications with you, including:

  • SMS/text message communications and consent records
  • Email correspondence and attachments
  • Phone call records and recordings (when applicable and disclosed)
  • Meeting notes and consultation records
  • Appointment scheduling information

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Insurance Services

  • Evaluate health insurance options available in your Florida county
  • Provide personalized plan recommendations and comparisons
  • Complete insurance applications and enrollment processes
  • Communicate with insurance carriers on your behalf
  • Provide ongoing customer support and policy management
  • Assist with claims questions and coverage issues
  • Process annual policy renewals and plan changes
  • Determine subsidy eligibility for Marketplace plans

3.2 Communication and Marketing

  • Send SMS/text messages with your explicit consent
  • Provide Florida-specific enrollment deadline reminders
  • Send hurricane and disaster-related insurance updates
  • Share educational content about Florida health insurance options
  • Inform you about new insurance products available in your area
  • Conduct appointment scheduling and confirmations
  • Provide Medicare enrollment period notifications

3.3 Business Operations and Compliance

  • Comply with Florida insurance licensing and regulatory requirements
  • Maintain records as required by Florida Department of Financial Services
  • Improve our website and services based on usage patterns
  • Conduct quality assurance and staff training
  • Prevent fraud and ensure system security
  • Analyze business performance and customer satisfaction
  • Respond to regulatory inquiries and audits

4. SMS/Text Messaging Privacy

4.1 Consent and Opt-In

We only send SMS/text messages to individuals who have provided explicit consent. By providing your mobile phone number, you agree to receive text messages from us as described in our Terms and Conditions.

4.2 Message Content

Text messages may include Florida health insurance plan information, enrollment deadlines, appointment reminders, policy updates, Medicare information, hurricane preparedness communications, and educational content about health insurance options.

4.3 Opt-Out Rights

You can opt out of receiving text messages at any time by:

  • Replying “STOP” to any text message
  • Texting “UNSUBSCRIBE” to our messaging number
  • Calling us at (954) 646-3666
  • Contacting us through our website at yvonneheaven.com

4.4 Data Retention

We retain SMS communication records as required by Florida insurance regulations and business purposes, typically for a period of 5-7 years.

5. Information Sharing and Disclosure

5.1 Insurance Carriers

We share your information with insurance carriers for the purposes of:

  • Processing insurance applications and quotes
  • Obtaining coverage information and plan details
  • Facilitating enrollment and policy issuance
  • Supporting ongoing customer service needs
  • Verifying network coverage in your Florida location

5.2 Healthcare.gov and Government Agencies

When assisting with Marketplace enrollment, we may share information with:

  • Healthcare.gov (federal Marketplace platform)
  • Centers for Medicare & Medicaid Services (CMS)
  • Internal Revenue Service (IRS) for subsidy verification
  • Florida Department of Health (when applicable)

5.3 Third-Party Service Providers

We may share your information with trusted third-party service providers who assist us in:

  • Website hosting and maintenance
  • Email and SMS marketing platforms
  • Customer relationship management (CRM) systems
  • Document management and secure storage
  • Analytics and business intelligence tools
  • Payment processing (when applicable)

5.4 Legal and Regulatory Requirements

We may disclose your information when required by:

  • Florida Department of Financial Services
  • Florida Office of Insurance Regulation
  • Federal agencies (CMS, IRS, Department of Labor)
  • Court orders and legal processes
  • Law enforcement investigations
  • Insurance fraud prevention and investigation

5.5 Emergency Situations

During hurricanes or other natural disasters affecting Florida, we may share necessary information with emergency services, disaster relief organizations, or insurance carriers to facilitate emergency coverage or assistance.

6. HIPAA Compliance and Health Information Protection

6.1 HIPAA Business Associate

When we act as a Business Associate under HIPAA, we comply with all applicable HIPAA privacy and security requirements for protecting your health information.

6.2 Minimum Necessary Standard

We limit the use and disclosure of health information to the minimum necessary to accomplish the intended purpose of insurance consultation and enrollment.

6.3 Health Information Rights

Under HIPAA and Florida law, you have the right to:

  • Access your health information in our records
  • Request amendments to your health information
  • Request restrictions on use and disclosure
  • Request confidential communications
  • Receive an accounting of disclosures
  • File complaints about our privacy practices

7. Data Security

We implement comprehensive security measures to protect your personal and health information, especially important given Florida’s hurricane and natural disaster risks:

7.1 Technical Safeguards

  • End-to-end encryption of sensitive data in transit and at rest
  • Secure Socket Layer (SSL) and Transport Layer Security (TLS) protocols
  • Multi-factor authentication for system access
  • Regular security assessments and vulnerability testing
  • Secure cloud-based backup systems with disaster recovery capabilities
  • Geographic data redundancy to protect against Florida weather events

7.2 Administrative Safeguards

  • Comprehensive employee training on privacy and security protocols
  • Role-based access controls and authorization procedures
  • Written privacy and security policies and procedures
  • Incident response and breach notification procedures
  • Regular compliance audits and monitoring
  • Business continuity planning for natural disasters

7.3 Physical Safeguards

  • Secure facilities with controlled access in Boynton Beach, FL
  • Locked workstations and secure file storage
  • Secure disposal of sensitive documents and electronic media
  • Protection against unauthorized physical access
  • Hurricane and flood protection measures for physical records

8. Cookies and Tracking Technologies

8.1 Use of Cookies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and deliver personalized content related to Florida health insurance options.

8.2 Types of Cookies

  • Essential Cookies: Necessary for website functionality and security
  • Analytics Cookies: Help us understand how Florida residents use our website
  • Marketing Cookies: Used for targeted Florida health insurance advertising
  • Preference Cookies: Remember your location and insurance preferences

8.3 Cookie Management

You can control cookie settings through your browser preferences. However, disabling certain cookies may affect website functionality and your ability to receive personalized Florida insurance recommendations.

9. Third-Party Links and Services

Our website may contain links to insurance carrier websites, Healthcare.gov, Florida state resources, and other third-party services. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party services you access.

10. Children’s Privacy

Our services are not directed to individuals under the age of 18, except when enrolling children as dependents on family health insurance plans. We do not knowingly collect personal information from children under 18 for marketing purposes.

11. Data Retention

We retain your personal and health information as required by Florida insurance regulations and business needs:

  • Client records: 7 years after last contact or as required by Florida law
  • Insurance application records: 5-7 years as required by carriers and Florida regulations
  • Medicare-related records: 7 years as required by CMS regulations
  • Communication records: 3-7 years for compliance and customer service
  • Website usage data: 2-3 years for analytics and service improvement
  • Health information: As required by HIPAA and Florida healthcare laws
  • Emergency contact information: Maintained for disaster preparedness purposes

12. Your Privacy Rights

You have the following rights regarding your personal information:

12.1 Access and Portability

You may request access to your personal information and receive a copy in a portable format.

12.2 Correction and Updates

You may request corrections to inaccurate or incomplete personal information, particularly important for maintaining accurate Florida address and provider network information.

12.3 Deletion

You may request deletion of your personal information, subject to legal and regulatory retention requirements under Florida and federal law.

12.4 Opt-Out Rights

You may opt out of marketing communications while continuing to receive important policy-related notifications and emergency communications.

12.5 Complaint Rights

You may file complaints with:

  • Our privacy officer
  • Florida Department of Financial Services
  • Florida Office of Insurance Regulation
  • Department of Health and Human Services (for HIPAA issues)
  • Federal Trade Commission

13. State-Specific Privacy Rights

13.1 Florida Privacy Protections

Under Florida law, you have additional protections for:

  • Personal information collected by insurance agents
  • Health information privacy under Florida Statutes
  • Consumer protection rights
  • Insurance information confidentiality

13.2 Other State Laws

If you are a resident of another state, we comply with applicable state privacy laws and will update this policy as new state privacy regulations become effective.

14. Insurance-Specific Disclosures

14.1 Medical Information Bureau (MIB)

Insurance carriers may report information to and request information from MIB, Inc. You have rights under the Fair Credit Reporting Act regarding MIB information.

14.2 Prescription Database Checks

Insurance carriers may access prescription drug databases as part of the underwriting process.

14.3 Fraud Prevention

Information may be shared with insurance industry anti-fraud databases and organizations, including the National Insurance Crime Bureau.

14.4 Medicare Communications

Medicare-related communications and information sharing are subject to additional federal privacy protections and CMS requirements.

15. Hurricane and Emergency Preparedness

15.1 Emergency Contact Information

We may maintain emergency contact information to reach you during hurricanes or other natural disasters affecting Florida for insurance-related urgent communications.

15.2 Disaster Recovery Data Protection

Your information is protected through geographically diverse backup systems designed to withstand Florida’s hurricane and weather challenges.

15.3 Emergency Information Sharing

During declared emergencies, we may share necessary information with disaster relief organizations or insurance carriers to facilitate emergency coverage or assistance.

16. International Data Transfers

Your information is primarily processed and stored within the United States. We ensure appropriate safeguards are in place for any international data transfers in compliance with applicable privacy laws.

17. Updates to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, Florida insurance regulations, or federal legal requirements. We will notify you of material changes by:

  • Posting the updated policy on our website
  • Sending email notifications to active clients
  • Providing SMS notifications when appropriate
  • Mailing written notices when required by Florida law
  • Emergency notifications during hurricane season if policy changes affect emergency procedures

18. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Heaven Insurance Consultants LLC
Website: https://www.yvonneheaven.com/
Phone: (954) 646-3666
Email: yheaven@aol.com

For Florida Insurance Regulatory Complaints:
Florida Department of Financial Services
Phone: (877) 693-5236
Website: https://www.myfloridacfo.com/

For HIPAA-related complaints:
U.S. Department of Health and Human Services
Office for Civil Rights
Website: https://www.hhs.gov/hipaa/filing-a-complaint/

Last Updated: May 29, 2025

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.