PRIVACY POLICY
Last updated February 16, 2025
This Privacy Notice for Oakwood Premier Protection ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:
- Visit our website or any website of ours that links to this Privacy Notice
- Contact us by phone, email, or online form in connection with Medicare insurance products and services
- Engage with us in other related ways, including any sales, marketing, or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at [email protected].
SUMMARY OF KEY POINTS
This summary provides key points from our Privacy Notice. Use the table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us, the choices you make, and the products and features you use.
Do we process any sensitive personal information? We do not process sensitive personal information.
Do we collect any information from third parties? We do not collect any information from third parties.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process your information only when we have a valid legal reason to do so.
How do we keep your information safe? We have adequate organizational and technical processes in place to protect your personal information. However, no electronic transmission over the internet can be guaranteed 100% secure.
What are your rights? Depending on where you are located, applicable privacy law may give you certain rights regarding your personal information.
How do you exercise your rights? By contacting us using the details provided in this notice. We will consider and act upon any request in accordance with applicable data protection laws.
TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
Personal Information You Disclose to Us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information we collect may include the following:
- Names
- Phone numbers
- Email addresses
- Mailing/home addresses
- Medicare Beneficiary Identifier (MBI) or Medicare ID number (collected only as necessary for enrollment purposes)
- Date of birth (for Medicare eligibility verification)
- Health plan preferences (for Medicare Advantage, MAPD, or PDP plan comparisons)
Sensitive Information. We do not process sensitive personal information beyond what is strictly required for Medicare insurance enrollment, and such information is handled in accordance with applicable CMS regulations and HIPAA guidelines.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.
We process your personal information for a variety of reasons, including:
- To deliver and facilitate delivery of services to you. We may process your information to provide you with the requested service, including Medicare insurance plan reviews, comparisons, and enrollment assistance.
- To respond to your inquiries and offer support. We may process your information to respond to inquiries and solve any potential issues you might have with the requested service.
- To contact you regarding Medicare plan options. With your express prior consent, we may contact you by phone, SMS, or email regarding Medicare Advantage (MA), Medicare Advantage Prescription Drug (MAPD), or Prescription Drug Plan (PDP) options. All outreach complies with TCPA and CMS marketing guidelines.
- To deliver targeted advertising to you. We may process your information to develop and display personalized content and advertising tailored to your interests, location, and more, in accordance with applicable law.
- To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends and determine the effectiveness of our promotional campaigns.
- To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
- To comply with legal and regulatory requirements. Including CMS regulations governing Medicare communications, TCPA consent requirements, and applicable federal and state privacy laws.
3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations and with specific third parties.
We may need to share your personal information in the following situations:
- Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- Service Providers. We may share your information with third-party service providers who perform services on our behalf, such as customer support, under written contract with appropriate data protection obligations.
- Medicare Carriers and Insurance Companies. Solely for the purpose of processing your Medicare plan enrollment, we may share necessary information with CMS-approved insurance carriers with your express consent.
We will never sell your personal information or share it with third parties for marketing purposes without your explicit consent.
4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.
We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements tailored to your interests.
To the extent these online tracking technologies are deemed to be a "sale" or "sharing" under applicable US state laws, you can opt out by submitting a request as described in Section 10 below.
Most web browsers are set to accept cookies by default. You can usually choose to set your browser to remove or reject cookies, though this could affect certain features or services.
5. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, Medicare enrollment records, or other legal requirements).
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible, we will securely store your personal information and isolate it from any further processing until deletion is possible.
6. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure. You should only access the Services within a secure environment.
7. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly collect, solicit data from, or market to children under 18 years of age. Our services are intended solely for individuals who are eligible for Medicare (generally individuals age 65 and older, or those qualifying due to disability). By using the Services, you represent that you are at least 18 years of age. If you believe we have collected information from a minor, please contact us at [email protected].
8. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the contact details provided in Section 14 below. Please note that this will not affect the lawfulness of the processing before its withdrawal.
Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by:
- Clicking on the unsubscribe link in the emails that we send
- Replying "STOP" or "UNSUBSCRIBE" to any SMS messages we send
- Contacting us using the details provided in Section 14
You will then be removed from the marketing lists. However, we may still communicate with you to send service-related messages that are necessary for the administration and use of your account, or to respond to service requests.
If you have questions or comments about your privacy rights, you may email us at [email protected].
9. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.
10. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you.
Categories of Personal Information We Collect
We have collected the following categories of personal information in the past twelve (12) months:
| Category | Examples | Collected |
|---|---|---|
| A. Identifiers | Contact details, such as real name, postal address, telephone or mobile contact number, email address | YES |
| B. Personal information (CA Customer Records statute) | Name, contact information, Medicare beneficiary information | YES |
| C. Protected classification characteristics | Gender, age, date of birth (for Medicare eligibility) | LIMITED – only as required for Medicare eligibility |
| D. Commercial information | Transaction information, purchase history, financial details | NO |
| E. Biometric information | Fingerprints and voiceprints | NO |
| F. Internet or other similar network activity | Browsing history, search history, interactions with our website | NO |
| G. Geolocation data | Device location | NO |
| H. Audio, electronic, sensory, or similar information | Call recordings created in connection with our business activities | YES – calls may be recorded for quality and compliance purposes |
| I. Professional or employment-related information | Business contact details | NO |
| J. Education information | Student records and directory information | NO |
| K. Inferences drawn from collected personal information | Inferences about an individual's Medicare plan preferences | NO |
| L. Sensitive personal information | Health or medical information | LIMITED – only as required for Medicare enrollment |
Your Rights
You have rights under certain US state data protection laws, including the right to: know, access, correct, delete, obtain a copy of, non-discrimination, and opt out of targeted advertising or sale of your personal data. To exercise these rights, contact us at [email protected].
Appeals
If we decline to take action regarding your request, you may appeal our decision by emailing us at [email protected]. If your appeal is denied, you may submit a complaint to your state attorney general.
California "Shine The Light" Law
California Civil Code Section 1798.83 permits California residents to request, once per year and free of charge, information about personal information (if any) we disclosed to third parties for direct marketing purposes. Please submit such requests in writing to the contact details in Section 14.
11. CMS COMPLIANCE & MEDICARE COMMUNICATIONS NOTICE
Oakwood Premier Protection is committed to full compliance with the Centers for Medicare & Medicaid Services (CMS) regulations governing the marketing and sale of Medicare Advantage (MA), Medicare Advantage Prescription Drug (MAPD), and Prescription Drug Plan (PDP) products. The following disclosures apply to all Medicare-related communications:
11.1 Non-Affiliation with the Federal Government
Oakwood Premier Protection is not connected with or endorsed by the U.S. Government or the federal Medicare program. We are an independent insurance agency that helps beneficiaries compare and enroll in Medicare plans offered by CMS-approved insurance carriers.
11.2 TCPA Consent & Telephone Communications
By submitting your contact information through our website, lead forms, or any other channel, you expressly consent to receive calls and/or text (SMS) messages from Oakwood Premier Protection and/or its licensed insurance agents at the phone number you provided, including calls and texts made using an automated telephone dialing system or an artificial or prerecorded voice. You understand that:
- Consent is not a condition of purchasing any goods or services.
- You may revoke consent at any time by replying "STOP" to any SMS message or by calling us at the number listed in Section 14.
- Standard message and data rates may apply.
- Message frequency will vary.
11.3 CMS Required Disclosures at Point of Sale
During any Medicare sales consultation, our licensed agents are required to and will provide the following CMS-mandated disclosures:
- The beneficiary's right to receive information on all available plans in their service area.
- That enrollment in a Medicare Advantage or Part D plan is voluntary.
- That the beneficiary may disenroll during certain enrollment periods.
- That the information provided is not a guarantee of coverage – coverage is subject to plan terms and conditions.
- A statement that Oakwood Premier Protection represents multiple insurance carriers and is not exclusively affiliated with any one carrier.
11.4 Scope of Appointment (SOA)
Prior to any Medicare Advantage or PDP sales appointment, beneficiaries will be asked to complete a Scope of Appointment (SOA) form in accordance with CMS requirements. The SOA documents the product types the beneficiary agrees to discuss during the appointment. Agents will not discuss or offer products outside the agreed scope.
11.5 Recording of Calls
In compliance with CMS regulations, telephonic enrollment calls and certain sales calls may be recorded. Recordings are maintained for a minimum period as required by CMS and are used for quality assurance, compliance verification, and regulatory audits. By engaging in a telephonic enrollment, you consent to the recording of the call.
11.6 Special Enrollment Period (SEP) Verification
Our agents are trained to verify Special Enrollment Period (SEP) eligibility before processing any mid-year enrollment. Providing false SEP information is a federal offense. Enrollment requests submitted under a false SEP may be reported to CMS for investigation.
11.7 Anti-Discrimination
Oakwood Premier Protection does not discriminate against Medicare beneficiaries on the basis of race, color, national origin, sex, disability, age, religion, or any other characteristic protected by applicable federal and state law.
11.8 Marketing Materials Compliance
All marketing materials, scripts, and advertisements used by Oakwood Premier Protection in connection with Medicare products are reviewed to ensure compliance with CMS guidelines. We do not use marketing materials that mislead beneficiaries regarding plan costs, benefits, or network access.
11.9 Complaints & Grievances
Beneficiaries who believe they have experienced a marketing violation or have a complaint regarding a Medicare plan or our services may contact us at [email protected] or contact Medicare directly at 1-800-MEDICARE (1-800-633-4227) or visit www.medicare.gov. You may also contact your State Health Insurance Assistance Program (SHIP) for free, unbiased Medicare counseling.
12. NO SHARING OF INFORMATION WITH THIRD PARTIES
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support of services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
13. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to stay informed of how we are protecting your information.
14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may email us at [email protected] or contact us by post at:
Oakwood Premier Protection904 South Trindle Street
Hugoton, KS 67951
United States
15. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.
To request to review, update, or delete your personal information, please email us at [email protected] or write to us at the address listed in Section 14 above.
© 2025 Oakwood Premier Protection. All rights reserved. | 904 South Trindle Street, Hugoton, KS 67951
Testimonials
As I became eligible for Medicare, I realized how important it was to understand my coverage options. I reached out to Zack at Oakwood, and the experience was very positive. He was knowledgeable, patient, and took the time to explain the different plans available. I felt informed and comfortable with my enrollment decision.
Charles W
Working with Oakwood made the Medicare process much easier to understand. My agent was professional and took the time to answer my questions clearly without pressure. I appreciated their guidance throughout the process.
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