Privacy Policy

Last updated: October 16, 2026

This Privacy Policy explains how Rootwell Benefits LLC ("Rootwell Benefits," "we," "us") collects, uses, and protects information when you visit our website or use our tools and services. It also serves as the privacy notice we provide as a licensed insurance producer regarding nonpublic personal information, consistent with the Gramm-Leach-Bliley Act (GLBA) and applicable state insurance privacy regulations.

Who we are

Rootwell Benefits is an independent, licensed health insurance advisory service based in Florida, helping individuals, families, and small businesses evaluate ACA Marketplace and private health insurance options. We are not affiliated with any government agency, Medicare, or HealthCare.gov. Our services are intended for individuals located within the United States.

Insurance plan availability, eligibility, pricing, and benefits vary by state, underwriting requirements, carrier rules, and individual circumstances. Nothing on this site is a guarantee of coverage, price, or eligibility.

Information we collect

• Contact and pre-qualification information. When you submit our pre-qualification form or request a call, we collect your name, email, phone number, state of residence, and general information about your household, employment situation, income range, current coverage, and coverage goals. For each household member you include, this may also cover age, sex, tobacco use, and a general health tier (for example, "generally healthy" vs. "ongoing medical needs") — this is used only to help match you with plans suited to that level of need, and only the fields relevant to your situation are collected. This helps us route you to the right type of plan and advisor.
• Scope of Appointment (Medicare clients). If you are scheduling a Medicare-related appointment, we collect your name, appointment details, the products to be discussed, and your electronic signature, as required by CMS marketing rules. These records are retained for the period required by CMS.
• Tool inputs. Our educational tools (subsidy estimator, drug coverage checker, and similar calculators) may ask for general information such as your age, state, or income bracket to generate an estimate. These tools do not require an account, and their inputs are not stored or linked to your identity unless you separately submit a contact form.
• Language preference. If you switch the site language (English/Spanish), that preference is stored locally in your browser only. It never leaves your device.

Cookies and tracking

We do not use advertising trackers, analytics scripts, or marketing cookies on this site at this time. Our hosting and security provider (Cloudflare) may set strictly necessary technical cookies for security purposes, such as bot protection. If we add analytics in the future, this policy will be updated first.

We and our hosting providers automatically collect technical information such as IP address, browser type, device information, pages visited, referring website, and timestamps to maintain security and diagnose technical issues.

How we use your information

• To contact you about insurance options you asked about and to schedule appointments with a licensed advisor.
• To maintain a record of your inquiry in our client relationship management (CRM) system.
• To meet legal and compliance requirements applicable to insurance sales, including CMS Scope of Appointment and call-recording rules for Medicare, and state insurance record-keeping requirements.

By submitting your information through our forms, you authorize Rootwell Benefits to contact you regarding your request by phone, email, or text message using the contact information you provide. Consent is not a condition of purchasing insurance, and you may opt out of marketing communications at any time. We do not send automated marketing text messages without your prior express consent.

Medicare beneficiaries are under no obligation to enroll in any plan discussed with us.

Our insurance privacy notice (nonpublic personal information)

As a licensed insurance producer, we may collect nonpublic personal information about you from the following sources: information you provide on forms or in conversations (such as income range and household details), and information received from insurance carriers, general agencies, or enrollment platforms regarding applications, policies, eligibility, commissions, renewals, or servicing activities. We do not disclose any nonpublic personal information about our clients or former clients to anyone, except as permitted or required by law, such as:

• to insurance carriers, solely as needed to obtain quotes or process an application you asked us to submit;
• to service providers who help us operate (listed below), under confidentiality obligations;
• to regulators, or as otherwise required by law.

We do not sell or share personal information for cross-context behavioral advertising. For Medicare beneficiaries: consistent with CMS rules, we do not share your personal beneficiary data with other third-party marketing organizations without your prior express written consent.

HIPAA

Rootwell Benefits is generally not a HIPAA-covered healthcare provider. Information collected during the insurance quoting process is handled in accordance with applicable insurance privacy laws, including the Gramm-Leach-Bliley Act and applicable state regulations.

Service providers we use

• HubSpot (CRM): stores and manages contact records.
• Cal.com (scheduling): books advisor appointments.
• Cloudflare (hosting, security): serves this website and protects it from abuse.
• Google Fonts (typography): when the site loads fonts, your browser contacts Google's servers, which involves the transmission of your IP address.
• Anthropic (Claude AI): used internally by our advisors to help analyze plan documents and generate talking points. Client-identifying information is minimized in these requests wherever possible, and outputs are reviewed by a licensed human advisor before being used.

Data retention and security

Information is transmitted over encrypted (HTTPS) connections. Access to our CRM is restricted to authorized advisors and staff. Although we implement reasonable administrative, technical, and physical safeguards, no method of electronic transmission or storage is completely secure.

We retain information as long as necessary to provide services, satisfy legal and regulatory obligations, resolve disputes, enforce agreements, and comply with insurance recordkeeping requirements, including the 10-year retention period CMS requires for Medicare Scope of Appointment records.

External links

Our website may link to third-party websites. We are not responsible for their privacy practices.

State privacy laws

Depending on your state of residence and applicable law, you may have additional rights regarding your personal information. Residents of certain states, including California (California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA)), Colorado (Colorado Privacy Act (CPA)), Texas (Texas Data Privacy and Security Act (TDPSA)), and Virginia (Virginia Consumer Data Protection Act (VCDPA)), may have rights to:

• Request access to the personal information we maintain about you.
• Request correction of inaccurate personal information.
• Request deletion of personal information, subject to applicable legal exceptions.
• Request a copy of certain personal information in a portable format, where applicable.
• Appeal certain decisions regarding privacy rights requests, where required by law.

Some of the personal information we collect and process in connection with insurance products and services may be exempt from certain state privacy laws because it is governed by the Gramm-Leach-Bliley Act (GLBA) and other applicable insurance laws. As a result, not all rights described above will apply in every circumstance.

To exercise any applicable privacy rights or submit a privacy request, please contact us at [email protected] or 727-314-2096. We will review and respond to requests in accordance with applicable law.

Children's privacy

Our services are not directed to individuals under 18, and we do not knowingly collect information from children. Household information provided by a parent or guardian (such as the number of dependents) is used only to evaluate family coverage options.

Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date above reflects the most recent revision. Material changes will be highlighted on this page.

Contact us

Rootwell Benefits LLC
330 Appaloosa Rd, Tarpon Springs, FL 34688
[email protected]
727-314-2096