Benefit Cloud Privacy Policy
Effective date: November 9, 2026
Who we are and what this policy covers
Pay Fusion Solutions LLC, doing business as Benefit Cloud ("Benefit Cloud," "we," "us"), provides EDI connectivity and carrier feed automation between HRIS and payroll platforms and insurance carriers and third-party administrators. We are a California limited liability company.
This policy explains how we handle personal information in two different roles:
- As a business, for our own purposes. This covers visitors to benefitcloud.io and our other websites, people who contact us, prospective and current customer contacts, partners, and job applicants.
- As a service provider, on behalf of our clients. This covers employee and dependent enrollment and premium data that employers, brokers, TPAs, and benefits platforms send through our platform. For that data, our client controls how it is used, and our handling is governed by our contract with that client (see "Client data and protected health information" below).
Information we collect and how we use it
We collect only what we need to run our business and serve our clients. We do not sell personal information, and we do not share it for cross-context behavioral advertising.
| Category | Examples | Source | How we use it |
|---|---|---|---|
| Contact and business information | Name, title, company, work email, phone | You, your employer, events, referrals | Respond to inquiries, sales and onboarding, account management, invoices |
| Account and portal information | Username, login activity, role, settings | You, your employer's administrator | Provide portal access, authenticate users, secure accounts, support |
| Communications | Emails, support tickets, meeting notes | You | Provide support, keep records of our dealings with clients |
| Website and device data | IP address, browser, pages viewed, referring site | Automatically, via cookies and server logs | Operate and secure the site, understand site usage |
| Job applicant information | Résumé, work history, application responses | You | Evaluate applications and hire |
We may also use any of this information to comply with law, enforce our agreements, and protect the security of our services and users.
Client data and protected health information
When employers, brokers, TPAs, or HRIS and payroll platforms use Benefit Cloud, they send us employee and dependent data to build and deliver benefit feeds. This can include names, dates of birth, Social Security numbers, addresses, coverage elections, and premium amounts. Some of it is protected health information (PHI) under HIPAA.
For this client data:
- We act as a business associate (or subcontractor business associate) under HIPAA, and as a service provider under the California Consumer Privacy Act and similar laws.
- We use it only to provide the services our client contracted for, such as transforming, validating, and transmitting 834 enrollment and 820 premium files to carriers and administrators.
- Our handling is governed by our master services agreement and business associate agreement with that client.
- We do not use client data for marketing, and we do not sell it.
If you are an employee or dependent and want to see, correct, or delete your benefits data, please contact your employer or plan administrator. They control that data. If you contact us, we will forward your request to them.
How we share, keep, and protect information
Sharing. We share personal information only:
- With carriers, TPAs, and benefits platforms, as directed by our clients, to deliver the services.
- With service providers that host or support our business, such as Amazon Web Services (hosting), Google Workspace (email and documents), and our CRM and project management tools. They are bound by contracts limiting their use of the data.
- When required by law, subpoena, or a government request, including requests from the U.S. Department of Health and Human Services.
- To protect the rights, safety, or security of Benefit Cloud, our clients, or others.
- In connection with a merger, acquisition, or sale of assets, subject to this policy and our client agreements.
Retention. We keep business contact and website information for as long as needed for the purposes above. Client enrollment and premium data is retained for 7 years, or longer if a client agreement or law requires, to support ERISA, HIPAA, and dispute-resolution obligations. Operational logs are kept for about 90 days.
Security. Client data is hosted in AWS, encrypted in transit and at rest, and access is limited to authorized personnel with multi-factor authentication. We maintain a security program aligned with SOC 2 and HIPAA Security Rule requirements. No system is perfectly secure, and we will notify affected clients of a security incident as required by law and our agreements. See our Security page for details.
Cookies. Our websites use cookies and similar technologies needed for the site to work and to understand how it is used. You can block or delete cookies in your browser settings. We honor Global Privacy Control signals where required by law.
Your rights and choices
Depending on where you live, you may have the right to know what personal information we hold about you, get a copy, correct it, delete it, and opt out of sale or targeted advertising (which we do not do). California residents have these rights under the CCPA, and we will not discriminate against anyone for exercising them.
To make a request, email andrew@benefitcloud.io. We will verify your identity before acting and respond within the time the law requires, usually 45 days. An authorized agent may submit a request on your behalf with your written permission. For benefits data we hold on behalf of a client, we will refer you to that client.
You can unsubscribe from marketing emails at any time using the link in the email.
Children
Our websites and services are for businesses and are not directed to children under 16. We do not knowingly collect personal information from children through our websites. Dependent information, including minors, may appear in client data that we process only on our clients' instructions.
International users
We are based in the United States and store data in the United States. If you contact us from elsewhere, your information will be processed in the U.S.
Changes to this policy
We review this policy at least once a year. If we make material changes, we will update the effective date and post the new version on this page.
Contact us
Pay Fusion Solutions LLC, d/b/a Benefit Cloud
31915 Rancho California Road, Ste 200-374, Temecula, CA 92591
andrew@benefitcloud.io