Privacy policy.

The Training Department, LLC (dba Insurance Training HQ) operates InsuranceTrainingHQ.com. We provide subscription-based e-learning courses, access to live instructor led webinars and recordings of previous sessions, and downloadable resources such as job aids and knowledge guides for U.S. Medicare insurance professionals. This Privacy Policy explains how we collect, use, and share your information when you visit our Squarespace-based website, use TalentLMS for our e-learning courses, attend our Zoom webinars, or make payments via Stripe.

Data Collected

We collect only the information needed to operate our learning platform. This includes:

  • Contact and identity information: Your name, email address, phone number, mailing address, and other contact details. This is typically provided when you sign up or register an account.

  • Payment information: Billing and payment details (e.g. credit/debit card or bank info) provided during checkout. These are processed securely by Stripe.

  • Professional license details: If you are a Medicare insurance professional, we collect your insurance license state and license number to verify your qualifications and comply with regulatory requirements.

  • Course activity data: Your course progress, completion status, and interaction data within TalentLMS (e.g. time spent, quiz scores). This lets us track your learning and grant certificates.

  • Webinar participation data: Registration and attendance information from Zoom webinars, such as your name, email, and any registration responses. Zoom’s platform may collect these to facilitate the event.

  • Technical and usage data: We also automatically collect browser and device information (IP address, browser type, referring pages, etc.) and use cookies for functionality and analytics.

All data we collect is given voluntarily by you or generated by your use of our site and services. We do not collect sensitive personal information (e.g. Social Security numbers or health data beyond professional credentials).

Use of Information

We use the collected data for the following purposes:

  • Account and access: To create and manage your user account, authenticate logins, and secure your access to our platform (TalentLMS) and courses.

  • Billing and subscription management: To process your subscription payments, manage billing, handle cancellations/renewals, and keep accurate financial records.

  • Course delivery and progress tracking: To enroll you in courses, deliver learning content, track your course progress and performance, and issue certificates of completion.

  • Webinars and support: To register you for webinars, send Zoom invitations or reminders, and communicate with you by email (e.g. service announcements, confirmations, or support responses).

  • Marketing communications (optional): If you opt in, to send newsletters, promotions, or course update emails. These are strictly optional and you may unsubscribe at any time.

We use your information internally to improve our services (course recommendations, website performance), and to respond to your questions or support requests. Whenever possible, we use de-identified or aggregated data for analytics so that you cannot be personally identified.

Third-Party Sharing

We share your information with trusted third-party service providers only as needed to deliver our services. This includes:

  • Stripe: We use Stripe to process payments. Your transaction data (e.g. name, email, billing address, payment details) is shared securely with Stripe so they can complete the payment.

  • Squarespace: Our public website and email marketing (newsletters, account communications) are hosted on Squarespace. Customer account information and communications data are stored and processed by Squarespace as part of our service.

  • TalentLMS: Your course enrollment and progress data is managed in TalentLMS. We share necessary account and course activity data with TalentLMS for hosting and delivering the e-learning content.

  • Zoom: When you register for or attend webinars, we use Zoom’s platform. Your registration details and participation data are processed by Zoom to run the webinar.

  • Other service providers: We may use other vendors (e.g. email service providers, hosting, analytics) in the course of business. Any data shared with these vendors is limited to what they need to perform their service for us.

We do not sell or lease your personal information to any third parties. We require our service providers to protect your data and use it only for the purposes we specify. Disclosure of your information will occur only when necessary for legal or regulatory compliance, or when you have explicitly consented.

Cookies and Tracking

Our website (Squarespace) uses cookies and similar tracking technologies to operate properly and to gather analytics. These may include session cookies (to keep you logged in) and persistent cookies for site preferences and usage analytics. We use Squarespace’s built-in analytics and may use third-party analytics tools to help us understand site traffic and improve the user experience. You can control cookies via your browser settings or Squarespace’s cookie banner. Cookies do not typically collect personal identity information, but they help us with functionality (like keeping you logged in) and performance monitoring.

Your Rights

You have the following rights regarding your personal data:

  • Access & Correction: You can access or review the personal information we hold about you. You may also update or correct your information by logging into your account or by contacting us. You have the right to request a copy of your data or to have us update any errors.

  • Deletion: You may request deletion of your personal information. We will delete or anonymize your data upon request, except to the extent we are required to retain it by law or for legitimate business purposes (e.g. financial records).

  • Withdraw Consent: If you no longer consent to certain uses (e.g. marketing emails), you can opt out at any time. For marketing communications, use the unsubscribe link or contact us, and we will stop those messages.

  • To exercise these rights or ask questions, contact us at admin@insurancetraininghq.com. We aim to respond to all data requests promptly and in accordance with applicable law.

Data Retention

We retain your personal data only as long as necessary to provide services and as permitted by law. In general:

  • Active accounts: We keep account, profile, and billing information for as long as your account is active, so we can continue to provide services.

  • Inactive accounts: If you close your account or become inactive, we may retain certain data (e.g. transaction history, certificates) for a period as required by tax or legal requirements.

  • Logs and analytics: Usage logs, cookies, and analytics data may be stored for a limited period (for example, up to 12–24 months) to help us improve our services.

  • Legal compliance: We may retain some records longer if needed to comply with law, resolve disputes, enforce our agreements, or protect our legal rights.

When data is no longer needed or upon valid deletion request, we will securely delete or anonymize it. However, please note that once you enroll in a course and complete activities (certificates, for example), we may need to keep certain records for auditing or compliance (e.g. proof of completion).

Security

We take reasonable steps to protect your information. Our website and services use industry-standard security measures, including TLS/SSL encryption for data in transit and secure servers for data at rest. Access to personal data is restricted to authorized personnel and service providers on a need-to-know basis. We also rely on the security of third-party platforms (Stripe, TalentLMS, Zoom, Squarespace), all of which comply with major security standards. While we strive to protect your data, no internet or electronic storage can be 100% secure. We encourage you to use strong, unique passwords and keep your account credentials confidential.

Children’s Privacy

Our site and services are intended for adults (insurance professionals) and not for users under 18. We do not knowingly collect or maintain personal information from children under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately, and we will delete that information.

Governing Law

This Privacy Policy and any disputes arising from it are governed by the laws of the State of Texas. Any legal claim or proceeding against us must be filed in Texas courts (specifically, courts of Harris County, Texas) within the applicable statute of limitations, as provided by Texas law.

Changes to This Policy

We may update this Privacy Policy from time to time as our practices or legal requirements change. Material changes (if any) will be posted on this page with a new “Last Updated” date. In cases where notice is required by law, we will provide notice (e.g. via email to account holders). Your continued use of our services after such updates will mean you accept the changes. We encourage you to review this page periodically.

Contact Information

If you have any questions, concerns, or requests about this Privacy Policy or our data practices, please contact us at admin@insurancetraininghq.com or send us a message through our Contact Us page. For California residents, see the California-specific information below; otherwise, this policy applies to all U.S. users of InsuranceTrainingHQ.com.

California Residents – Your Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

Categories of Personal Information We Collect

We collect the following categories of personal information as defined under California law:

  • Identifiers (e.g., name, email address, IP address)

  • Commercial information (e.g., records of courses purchased or subscribed to)

  • Professional or employment-related information (e.g., insurance license details)

  • Internet or other electronic network activity (e.g., browsing and interaction history with our site or LMS)

  • Geolocation data (derived from your IP address or browser location)

Your California Privacy Rights

California residents have the right to:

  • Access: Request disclosure of the personal data we collect, use, and share

  • Deletion: Request deletion of your personal data (with exceptions for legal retention)

  • Correction: Request correction of inaccurate personal information

  • Opt-Out of Sale/Sharing: We do not sell your personal information; however, you may contact us with questions regarding any data-sharing practices

  • Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To submit a request, please contact us at admin@insurancetraininghq.com. We may ask you to verify your identity before fulfilling any CCPA/CPRA-related requests.

You may also authorize an agent to make requests on your behalf by providing written consent.

Last Updated: November 4, 2025 (This Privacy Policy supersedes all previous terms or agreements for InsuranceTrainingHQ.com.)

By using our Site and Services, you acknowledge that you have read, understood, and agree to this Privacy Policy in its entirety.

Thank you for being a part of Insurance Training HQ, and happy learning!