Privacy Policy

Effective Date: September 2, 2026

Capitol Benefits LLC ("Capitol Benefits," "we," "our," or "us") respects your privacy and is committed to protecting the personal information we collect, use, disclose, and maintain. This Privacy Policy describes how we collect, use, disclose, and safeguard information obtained through our website, communications, services, and business operations.

This Privacy Policy applies to visitors to our website, prospective clients, current clients, employees of employer-group clients, insurance applicants, policyholders, and other individuals who interact with Capitol Benefits.

By accessing our website or providing information to us, you acknowledge the practices described in this Privacy Policy.

Information We Collect

We may collect personal information directly from you, automatically through your use of our website, from insurance carriers, employers, benefit administrators, and other third parties involved in providing insurance and employee benefits services.

Information You Provide

Depending on your interaction with us, we may collect:

  • Name
  • Mailing address
  • Email address
  • Telephone number
  • Employer information
  • Job title
  • Insurance coverage information
  • Employee benefits information
  • Dependent information provided during benefit enrollment
  • Information submitted through quote requests, contact forms, surveys, webinar registrations, event registrations, and other communications
  • Other information voluntarily provided to us

Information Collected Automatically

When you visit our website, we may automatically collect information including:

  • IP address
  • Browser type and version
  • Device identifiers
  • Operating system
  • Pages viewed
  • Time spent on pages
  • Referring websites
  • Date and time of visits
  • Website interactions and usage data

Information Received from Third Parties

We may receive information from:

  • Insurance carriers
  • Third-party administrators
  • Benefit administration platforms
  • Employer clients
  • Referral partners
  • Marketing providers
  • Analytics providers
  • Visitor identification providers
  • Publicly available sources
  • Other lawful sources connected to the services we provide

How We Use Information

We may use personal information to:

  • Provide insurance, employee benefits, and consulting services
  • Evaluate coverage options and obtain insurance quotes
  • Administer policies and employee benefit programs
  • Respond to inquiries and requests
  • Communicate regarding services, policies, claims, renewals, enrollments, and benefits
  • Register individuals for educational events and webinars
  • Improve our website and services
  • Analyze website performance and visitor engagement
  • Detect and prevent fraud, unauthorized activity, and security incidents
  • Fulfill contractual obligations
  • Comply with legal, regulatory, and licensing requirements
  • Protect our rights, interests, clients, and business operations

Communications Consent

By submitting information through our website, registering for an event, completing a form, requesting information, or otherwise communicating with Capitol Benefits, you consent to receive communications from us by email, telephone, and, where permitted by law, text message regarding your inquiry, services, policies, benefits, events, educational resources, and related business matters.

You may opt out of marketing communications at any time by following the instructions provided in those communications or by contacting us directly.

Opting out of marketing communications will not affect our ability to send transactional, service-related, compliance-related, or legally required communications.

SMS / Text Message Communications

Capitol Benefits may send text messages to clients and prospective clients who request them, for service and account purposes related to their insurance policies, claims, and service requests. Consent to receive text messages is obtained directly from you, either verbally during a phone call with our office or our automated receptionist, in writing, or through a form on our website.

Message frequency varies and depends on your interaction with our office. Message and data rates may apply. You may reply STOP at any time to opt out of further text messages, or reply HELP for assistance. You may also call us at 301-431-0000.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors that support our service delivery, such as our messaging provider and customer service platforms, is permitted solely for that purpose. Text messaging originator opt-in data and consent will not be shared with any third parties.

We retain phone numbers and records of SMS consent and opt-out requests for as long as needed to service your account and to document compliance with applicable regulations.

For the full terms of our text message program, see our Text Message Terms of Service.

AI Chat and Live Chat Communications

Our website offers a chat feature that allows visitors to ask questions and request assistance. The chat feature is provided through Augentic, a third-party technology provider that operates the chat service on our behalf.

Chat sessions are initially handled by an automated artificial intelligence assistant. Depending on the nature of your question, a chat session may be transferred to a Capitol Benefits team member so that you can communicate with a person directly.

By initiating or continuing a chat session, you acknowledge and consent to the following:

  • Chat sessions, including the full content of the messages exchanged, are recorded, transmitted, stored, and retained.
  • The content of your chat messages, including any information you choose to provide, is transmitted to and processed by our third-party chat provider on our behalf.
  • Chat content is processed by an automated artificial intelligence system in order to generate responses.
  • Chat sessions and transcripts may be reviewed by Capitol Benefits personnel for purposes including responding to your inquiry, quality assurance, training, recordkeeping, service improvement, and compliance with legal and regulatory obligations.
  • Technical information associated with your chat session, such as IP address, browser type, device information, the page from which the chat was initiated, and the date and time of the session, may be collected and stored together with the transcript.

Our chat provider is authorized to use chat content only as necessary to provide the chat service to Capitol Benefits.

Visitor Identification

When you begin a chat session, we may use a third-party identification service to determine the name, job title, and employer associated with your visit, based on technical information such as your IP address. Where an identification is made, that information is added to the chat record in our systems so that we can respond to you as an identified person rather than as an anonymous visitor. Identification is not always possible and is not attempted for every visitor.

This identification is carried out by a service provider on our behalf. The resulting information is used only to respond to your inquiry and for the related business purposes described in this Privacy Policy. It is not sold and is not used for targeted advertising. If you would prefer that we not retain information identifying you in connection with a chat session, please contact us using the information at the end of this Privacy Policy and we will remove it.

Nature of Automated Chat Responses

Responses generated by the automated chat assistant may not be accurate, complete, or current. Automated chat responses do not constitute insurance advice, a quote, a binder, confirmation of coverage, a determination of eligibility, or a promise of benefits, and should not be relied upon as such. No insurance coverage may be applied for, bound, changed, renewed, or canceled through the chat feature. Please contact our office directly for any request affecting coverage.

Please Do Not Submit Sensitive Information Through Chat

Please do not submit medical, health, diagnosis, treatment, claims, prescription, genetic, or biometric information, Social Security numbers, government identification numbers, financial account or payment card numbers, or other sensitive information through the chat feature.

If you need to discuss information of that kind, please call our office at 301-431-0000 or use a secure method that we provide to you.

If sensitive information is submitted through the chat feature, we will handle it in accordance with this Privacy Policy and applicable law, but the chat feature is not intended for the transmission of sensitive information.

Using the Website Without Chat

Use of the chat feature is entirely voluntary. You may decline or close the chat window and contact us instead by telephone, email, or our website contact form. Declining to use the chat feature will not affect our ability or willingness to assist you.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance website functionality, improve user experience, analyze website traffic, and better understand how visitors interact with our website.

Google Analytics

We use Google Analytics to collect information regarding website usage, visitor behavior, browser information, device information, and related analytics data.

For more information about Google's privacy practices, visit:

https://policies.google.com/privacy

To opt out of Google Analytics, visit:

https://tools.google.com/dlpage/gaoptout

Cookie Management

Most web browsers allow users to control or disable cookies through browser settings. Certain features of our website may not function properly if cookies are disabled.

Chat Feature Technologies

Our chat feature may set cookies or use browser local storage in order to maintain your chat session, remember whether the chat window is open or closed, keep the messages in a conversation associated with one another, and recognize a returning visitor within an active session. These technologies are used to operate the chat feature and are not used for advertising purposes.

Opt-Out Preference Signals and Global Privacy Control

We recognize and honor the Global Privacy Control signal, as well as other recognized universal opt-out preference mechanisms, as a valid request to opt out of the sale of personal information and the processing of personal information for purposes of targeted advertising, to the extent required by applicable law.

As stated elsewhere in this Privacy Policy, Capitol Benefits does not sell personal information and does not process personal information for cross-context behavioral or targeted advertising.

Information Sharing and Disclosure

We do not sell personal information.

Sensitive Personal Information

Some of the information we handle may be considered sensitive personal information under applicable state privacy laws, including health, medical, benefits, and claims information, financial information, and precise geolocation information.

We do not sell sensitive personal information, and we do not use or disclose sensitive personal information for purposes of targeted advertising. Where applicable law requires consent before the collection or processing of sensitive personal information, we obtain that consent.

We may disclose information as described below.

Insurance and Benefits Partners

We may share information with:

  • Insurance carriers
  • Underwriters
  • Third-party administrators
  • Benefit administration vendors
  • Claims administrators
  • Other parties necessary to provide requested insurance or employee benefits services

Service Providers

We may share information with service providers that assist us in operating our business, including providers of:

  • Information technology services
  • Website hosting
  • Cloud storage
  • Data management
  • Marketing communications
  • Analytics
  • Cybersecurity services
  • Customer relationship management platforms
  • Document management systems
  • Insurance agency management systems
  • Administrative and professional support services

These providers are authorized to use information only as necessary to perform services on our behalf.

Legal and Regulatory Requirements

We may disclose information when necessary to:

  • Comply with applicable laws, regulations, court orders, subpoenas, or governmental requests
  • Protect the rights, safety, property, or security of Capitol Benefits, our clients, or others
  • Investigate fraud, security incidents, or unlawful activity
  • Enforce agreements or legal rights

Business Transfers

If Capitol Benefits undergoes a merger, acquisition, restructuring, financing transaction, or sale of assets, personal information may be transferred as part of that transaction, subject to applicable legal requirements.

Technology Providers and Third-Party Services

To operate our business and provide services, Capitol Benefits utilizes a variety of third-party software platforms, service providers, and technology solutions.

These may include insurance agency management systems, customer relationship management platforms, benefits administration systems, communication tools, marketing platforms, website hosting providers, analytics providers, cloud storage providers, cybersecurity vendors, document management systems, payment processors, and other service providers.

Examples of technologies currently used by Capitol Benefits may include Google Analytics, Applied Epic, and other technologies that support our operations.

Because our technology providers and service partners may change over time, the examples identified in this Privacy Policy are illustrative rather than exhaustive. Capitol Benefits reserves the right to engage additional vendors, service providers, and technologies as necessary to support our business operations, provided such providers are contractually obligated or otherwise required to maintain appropriate confidentiality, privacy, and security protections.

Insurance Customer Privacy Notice

Capitol Benefits is subject to applicable federal and state insurance privacy laws, including certain provisions of the Gramm-Leach-Bliley Act ("GLBA").

In connection with providing insurance and employee benefits services, we may collect nonpublic personal information from:

  • Applications and enrollment forms
  • Insurance carriers and benefit providers
  • Employers and plan administrators
  • Consumer reporting agencies where permitted by law
  • Transactions conducted with us, our carriers, or our service providers
  • Other lawful sources related to the placement and servicing of insurance coverage

Information collected may include:

  • Identifying information
  • Contact information
  • Policy information
  • Claims-related information
  • Financial information
  • Benefit enrollment information
  • Other information reasonably necessary to provide insurance and employee benefits services

We do not disclose nonpublic personal information to nonaffiliated third parties except as permitted or required by law, including disclosures necessary to:

  • Obtain quotes and place coverage
  • Service policies and benefit plans
  • Process claims
  • Administer employee benefits
  • Comply with legal and regulatory obligations
  • Detect and prevent fraud or unauthorized activity

We maintain physical, electronic, and procedural safeguards designed to protect nonpublic personal information and limit access to individuals who require such information to perform legitimate business functions.

Data Retention

We retain personal information for as long as reasonably necessary to:

  • Provide requested services
  • Fulfill contractual obligations
  • Maintain insurance and business records
  • Resolve disputes
  • Enforce agreements
  • Comply with legal, regulatory, tax, accounting, and recordkeeping requirements

Retention periods may vary depending on the type of information and applicable legal requirements.

Data Security

We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, misuse, or destruction.

These safeguards may include:

  • Access controls
  • Authentication procedures
  • Encryption technologies
  • Secure storage practices
  • Employee training
  • Vendor oversight
  • Security monitoring and incident response procedures

No Guarantee of Absolute Security

While Capitol Benefits employs commercially reasonable safeguards designed to protect personal information, no method of transmission over the Internet, electronic storage system, or security procedure can be guaranteed to be completely secure.

Accordingly, Capitol Benefits does not warrant or guarantee that unauthorized access, data loss, misuse, disclosure, alteration, or other security incidents will never occur. Users provide information at their own risk, subject to protections afforded by applicable law.

Consumer Privacy Rights

Residents of certain states may have privacy rights under applicable law, including the right to:

  • Access personal information we maintain about them
  • Correct inaccurate information
  • Request deletion of personal information
  • Obtain a copy of personal information
  • Opt out of certain processing activities where applicable
  • Appeal privacy-rights determinations where required by law

To exercise any applicable privacy rights, please contact us using the information provided below.

We will respond to requests in accordance with applicable law and may request information necessary to verify the identity of the requesting individual.

Do Not Track and Opt-Out Preference Signals

Because no common industry standard has been established for browser-based "Do Not Track" signals, our website may not respond to Do Not Track signals.

We do, however, recognize and honor the Global Privacy Control signal and other recognized universal opt-out preference mechanisms, as described in the "Cookies and Tracking Technologies" section above.

Children's Privacy

Our website is not intended for children under the age of 13, and we do not knowingly collect personal information from children through our website.

If we become aware that personal information has been collected from a child in violation of applicable law, we will take reasonable steps to delete such information.

Third-Party Websites

Our website may contain links to third-party websites or services not operated by Capitol Benefits.

We are not responsible for the privacy practices, security measures, content, or policies of those third-party websites. Users should review the privacy policies of any third-party websites they visit.

Policy Interpretation and Reservation of Rights

This Privacy Policy is intended to provide a general description of Capitol Benefits' privacy practices and does not create contractual rights beyond those required by applicable law.

Capitol Benefits reserves the right to modify, supplement, or update this Privacy Policy at any time to reflect changes in legal requirements, technology, business practices, or operations.

Any updates will be posted to this page with a revised effective date.

Nothing in this Privacy Policy shall be interpreted to limit Capitol Benefits' ability to collect, use, retain, disclose, or otherwise process information as permitted or required by applicable law.

Contact Us

Questions about this Privacy Policy, requests regarding your personal information, or requests related to our text message program may be directed to:

Capitol Benefits LLC
364 Main St, 2nd Floor, Gaithersburg, MD 20878
301-431-0000
capitolbenefits.com
info@capitolbenefits.com