Last updated: October 20, 2026
Totem Solutions (“Totem,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, and disclose personal information through totemsolutions.com, website inquiries and subscriptions, and related email, telephone, and SMS/text communications. It also describes the privacy protections for our SMS/text messaging program.
1. Benefits and health information
When we handle benefits, claims, or health information on behalf of an employer, health plan, or other client, applicable law and our agreements with that client govern our handling of that information. Protected health information subject to the Health Insurance Portability and Accountability Act (HIPAA) is also subject to applicable HIPAA requirements and business associate agreements. This website Privacy Policy does not replace a health plan’s Notice of Privacy Practices or authorize a use or disclosure prohibited by applicable law or contract.
Please don’t submit Social Security numbers, financial account information, or detailed medical or claims records through general website forms or ordinary text messages. Contact us to arrange an appropriate method for providing sensitive information.
2. Information we collect
- Information you provide: Your name, email address, telephone number, employer or organization, and information you choose to provide when you request assistance, contact us, or subscribe to communications.
- Information provided for benefits support: An employer, health plan, or authorized service partner may provide contact or benefits-related information so we can provide support on its behalf, subject to applicable law and our agreements. Receiving a person’s contact information does not, by itself, establish that person’s consent to receive SMS messages.
- Website and device information: IP address, browser and device information, pages viewed, referring pages, visit dates and times, and interactions with our website, collected through server logs, cookies, and similar technologies.
- Messaging information: Mobile telephone number, SMS opt-in and opt-out records, consent information, message content, and delivery or interaction information associated with our messaging services.
3. How we use information
We use information to respond to inquiries; provide benefits-related assistance and services; send requested or authorized communications; manage subscriptions and communication preferences; operate, secure, and improve our website; understand website use; prevent fraud and misuse; and meet legal and contractual obligations.
We may also send business resources and information about Totem’s services by email, subject to applicable law and your communication preferences. The SMS program described below is for service-related communications within the scope of your opt-in. Visiting our website, submitting a general inquiry, or receiving benefits services does not, by itself, enroll you in recurring SMS messaging.
4. SMS/Text Messaging Privacy
If you voluntarily opt in to receive SMS/text messages from Totem Solutions, we may use the mobile telephone number you provide to send claim notifications, benefits and wellness communications, reminders, requests for information, service updates, customer service messages, and other communications related to services provided or administered by Totem Solutions. Message frequency varies, and message and data rates may apply. You may reply STOP at any time to opt out or HELP for assistance.
Mobile information, including mobile telephone numbers, SMS opt-in data, and SMS consent information, will not be sold, rented, or shared with third parties or affiliates for their own marketing or promotional purposes. We may disclose mobile information to service providers that assist Totem Solutions in operating or delivering our SMS services, but those providers may use the information only as necessary to provide services on our behalf and are not authorized to use it for their own marketing or promotional purposes.
These restrictions apply to all disclosures described in this Privacy Policy. We do not sell or transfer SMS consent to another business or sender. SMS participation is voluntary and is not a condition of receiving services. For additional details, please review our SMS/Text Messaging Terms. You may also contact us at help@benefitsservice.center for assistance.
5. How we disclose information
Subject to the SMS restrictions above and applicable law and agreements, we may disclose information:
- To providers involved in website hosting, security, analytics, customer relationship management, email, messaging, and other services used to operate our business. The analytics and security providers described below also process information under their applicable terms and privacy notices.
- To an employer, health plan, insurer, administrator, or other authorized party when needed to address your benefits inquiry or provide services on a client’s behalf, and only as permitted by applicable law and our agreements.
- When you request or authorize a disclosure.
- When required by law or valid legal process, or as otherwise legally permitted to protect rights, safety, and security or address fraud and misuse.
6. Cookies, analytics, and website security
Our website uses cookies and similar technologies to support website functionality, understand website activity, and help protect against spam and abuse. Cookies are small files stored on your device.
We use Google Analytics and HubSpot tracking technologies. These tools can collect online identifiers, device and browser information, pages visited, and interactions with our website. HubSpot can associate website activity with contact information you provide, depending on how you interact with the site and the tools in use. We also use Google reCAPTCHA to help protect website forms against spam and automated abuse.
Learn more about how Google uses information from sites that use its services, HubSpot’s privacy practices, and HubSpot cookies. Google reCAPTCHA is subject to Google’s Privacy Policy and Terms of Service.
You can use your browser settings to manage or block cookies, although doing so may affect website functionality. Google also offers a Google Analytics opt-out browser add-on for supported browsers. These controls are separate from your email and SMS preferences and do not necessarily stop all information collection by other technologies.
7. Your choices and privacy requests
To stop SMS messages, reply STOP. To unsubscribe from marketing emails, use the unsubscribe link in the email or contact us. An email marketing opt-out does not necessarily stop non-marketing service communications. We will honor your SMS opt-out in accordance with our SMS/Text Messaging Terms and applicable requirements.
Depending on where you live, the information involved, and the laws that apply to Totem, you may have rights to request access to, correction of, or deletion of personal information; obtain a portable copy; or opt out of certain processing, including a sale, sharing for cross-context behavioral advertising, or targeted advertising, where applicable. You may also have the right to withdraw consent, limit certain uses of sensitive information, or appeal a decision about a privacy request. These rights are subject to applicable legal conditions and exceptions.
To make a privacy request, or an appeal where available, contact help@benefitsservice.center and describe your request. We may need to verify your identity and, if someone acts for you, that person’s authority. We will respond as required by applicable law and will not unlawfully discriminate against you for exercising privacy rights. If your request concerns information we handle for a health plan or other client, we may need to coordinate with or direct you to that client.
8. Retention and security
We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing services, maintaining appropriate business records, complying with legal and contractual obligations, and resolving disputes. Retention periods depend on the type of information and the applicable requirements. We may retain consent and opt-out records to document and honor communication preferences.
We use reasonable administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Children’s privacy
Our public website is intended for adults and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through the public website. If you believe a child has provided such information, please contact us so we can review and address it. This statement does not exclude information about dependents that a parent, guardian, employer, or health plan lawfully provides for benefits-related services.
10. Other websites and policy changes
Our website may link to websites or services operated by other organizations. Their privacy practices are governed by their own notices, and we encourage you to review them.
We may update this Privacy Policy from time to time. We will post the revised policy on this page with a new “Last updated” date and provide additional notice or obtain consent when required by applicable law. Posting an update does not, by itself, authorize a new use of information that requires your consent.
11. Contact us
Totem Solutions
Email: help@benefitsservice.center
Phone: 770-295-1600
Mail: 6655 Town Square, Suite 250, Alpharetta, GA 30005