Your Privacy Matters

PRIVACY POLICY

The Optiv Group, LLC ("Optiv," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit theoptivgroup.com, optivhealth.us, optivhealthbenefits.com, or any related Optiv-operated website (collectively, the "Sites"), or when you interact with us through forms, calculators, scheduled calls, or email. Please read this policy carefully. By using the Sites, you consent to the practices described.

Who We Are

The Optiv Group TX is a Texas-domiciled insurance and benefits consulting firm operating through licensed producer Brian Berkenbile (Texas License #3376489) and affiliated personnel. We help employers design and implement IRS Section 125 plans, MEC, MVP, ICHRA strategies, voluntary indemnity benefits, and related employee benefits programs.

Our principal address: 130 N. Preston Rd., #303, Prosper, TX 75078.

Phone: 833-MY-OPTIV (833-696-7848).

Email: brian@theoptivgroup.com.

Information We Collect

Information You Provide Directly

• Contact information: name, business email, phone, company name, job title.
• Workforce information you submit through forms or calculators: employee count, salary ranges, payroll frequency, geographic location, industry classification.
• Census data: when you upload census files for plan modeling, we receive the data fields you choose to share — typically employee names, dates of birth, dependent counts, state of residence, and current health benefits information.
• Booking and scheduling information: meeting times, time zone, intake responses to booking questions.
• Communications: emails, SMS messages, voicemails, and other correspondence you send us.

Information Collected Automatically

• Device and browsing data: IP address, browser type, operating system, device identifiers, referring URLs, pages viewed, time on page, click paths.
• Cookies and similar technologies: essential cookies, analytics cookies (Google Analytics 4), and marketing cookies (LinkedIn Insight Tag, Meta Pixel, and Google Ads remarketing tags) where you have provided consent.
• Location data: derived from IP address at the city/region level only — not precise GPS coordinates.

Information from Third Parties

• Carrier and underwriting partners (Crum & Forster, Clear Springs Health, Federal Life, and others) may share enrollment, eligibility, and claims-routing information necessary to administer the plans you elect.
• Payroll integration partners (ADP, Paychex, Gusto, Paylocity, Rippling, AccuPay, AbacusHCM and others) may transmit payroll deduction and reconciliation data when you authorize integration.
• Marketing partners and lead-generation platforms may share contact information when you have requested information through their channels.

How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries, schedule consultations, and deliver requested information.
• To prepare savings estimates, plan designs, and proposals.
• To support enrollment, eligibility verification, and claims handling with carriers and TPAs.
• To send transactional and service communications (booking confirmations, plan documents, renewal notices).
• To send marketing communications about Optiv products, services, webinars, and educational content — only with your consent (you may opt out at any time).
• To improve the Sites' performance, content, and user experience.
• To detect, prevent, and address fraud, security incidents, and unauthorized access.
• To comply with legal obligations under federal and state law, including Texas Department of Insurance regulations.

How We Share Your Information

We do not sell your personal information. We share information only as described below:

Service Providers

We use vendors who perform services on our behalf — including hosting (e.g., Vercel, AWS), customer relationship management (e.g., HubSpot or ActiveCampaign), scheduling (Calendly), email and SMS (e.g., Twilio), file storage and transmission (encrypted file uploads), analytics (Google Analytics 4), and marketing automation. These vendors have access to information only to perform their tasks and are contractually obligated to protect it.

Carriers and Underwriters

To enroll you in a plan, we share necessary information with the issuing carrier (e.g., Crum & Forster, Clear Springs Health, Federal Life). The carrier's privacy practices govern their use of your information.

Legal Compliance

We may disclose information when required by law, court order, regulatory process, or to protect Optiv's legal rights, your safety, or the safety of others.

Business Transfers

If Optiv is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction subject to standard confidentiality protections.

Cookies & Tracking Technologies

Our Sites use cookies and similar technologies. We classify cookies as follows:

On first visit from a region where consent is required (California, EU, UK, and others), our cookie consent banner allows you to accept all, reject non-essential, or customize your preferences. You may change preferences at any time via the "Cookie Settings" link in the footer.

Your Rights

California Residents (CCPA / CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how we use it.
• Access a copy of your personal information.
• Request deletion of your personal information, subject to certain exceptions.
• Correct inaccurate personal information.
• Opt out of the sale or sharing of personal information for cross-context behavioral advertising. Optiv does not sell personal information.
• Limit the use of sensitive personal information.
• Be free from retaliation for exercising any of these rights.

To exercise these rights, contact us at brian@theoptivgroup.com or 833-MY-OPTIV. We will respond within 45 days as required by law.

EU / UK Residents (GDPR / UK GDPR)

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have additional rights under applicable data protection law, including the rights of access, rectification, erasure, restriction of processing, data portability, and objection to processing. Our lawful bases for processing are typically: (a) your consent, (b) the performance of a contract, (c) compliance with a legal obligation, and (d) our legitimate interests in operating and growing our business.

All Other Users

Regardless of your jurisdiction, you may at any time: opt out of marketing emails (via the unsubscribe link in any marketing message); request a copy of the information we hold about you; request correction or deletion of inaccurate information; or contact us with privacy questions.

Data Retention

We retain personal information for as long as necessary to provide the services you have requested, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods depend on the type of data:

• Marketing contact data: retained until you opt out, then removed within 30 days of opt-out request.
• Calculator submissions and lead data: retained for 24 months from last interaction unless you become an Optiv client.
• Census and enrollment data: retained per applicable insurance and ERISA recordkeeping requirements (typically 6–7 years).
• Financial and tax records: retained per IRS requirements (typically 7 years).
• Site analytics data (anonymized after 14 months in GA4).

Security

We use commercially reasonable administrative, technical, and physical safeguards to protect personal information, including encryption in transit (TLS 1.2 or higher), encrypted storage for sensitive data including census uploads, role-based access controls, and regular security review of our vendors. No system is perfectly secure, and we cannot guarantee absolute security; however, we will notify affected individuals and applicable regulators of any security breach as required by law.

Children's Privacy

Our Sites are designed for business use by employers, brokers, and HR professionals. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child, please contact us so we can delete it.

Third-Party Links

Our Sites may contain links to third-party websites (carrier portals, partner sites, regulatory references). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing information.

Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of the page indicates when the most recent change was made. Material changes will be communicated by email (for active clients), prominent on-site notice, or both. Your continued use of the Sites after the effective date of an update constitutes acceptance of the updated policy.

Contact Us

If you have questions or wish to exercise a privacy right, contact us:

The Optiv Group, LLC
Attn: Privacy Inquiries
130 N. Preston Rd., #303
Prosper, TX 75078
brian@theoptivgroup.com
833-MY-OPTIV  ·  214.502.7870