Privacy Policy
This Privacy Policy explains how ACA Compliance Services Inc, doing business as Cimplx ("Cimplx," "we," "us"), collects, uses, protects and shares information in connection with the cimplx.aca.report website and client portal, and the Affordable Care Act ("ACA") reporting and electronic filing services we provide (together, the "Services").
1. Our role
We provide the Services to businesses: employers, plan sponsors and coverage providers ("Clients"). When a Client gives us information about its employees and their covered family members, we process that information on the Client's behalf and under the Client's instructions to prepare and file the Client's ACA information returns. The Client controls that information. Where we act as a business associate of a group health plan under HIPAA, we sign a Business Associate Agreement with the Client and handle protected health information as that agreement requires.
2. Information we collect
Information Clients provide about their organization and workforce
- Employer information, such as legal name, EIN, address, contacts, controlled-group and plan information.
- Information about employees and covered individuals required for Forms 1094/1095, such as names, Social Security numbers or other taxpayer identification numbers, dates of birth, addresses, employment and hours information, offers of coverage, enrollment and coverage months, and employee contribution amounts.
- Documents Clients upload, such as data templates, payroll or benefits reports, prior returns and IRS correspondence.
Information about portal users
- Account details such as name, business email address, role and organization.
- Security and activity records, such as sign-in times, IP addresses, browser information and actions taken in the portal.
Website visitors
Our hosting infrastructure keeps standard technical logs (such as IP address, date and time, and pages requested) for security and operations. We do not use advertising or cross-site tracking cookies. The portal uses only cookies necessary to keep you signed in securely.
3. How we use information
- To prepare, validate, correct and electronically file ACA information returns with the Internal Revenue Service, and to furnish statements when a Client engages us to.
- To track IRS acknowledgments, prepare corrections, and help Clients respond to IRS notices about their filings.
- To provide support, communicate with Clients about their engagements, and operate, secure and improve the Services.
- To meet legal, tax and recordkeeping obligations.
We do not sell personal information, and we do not use Client or employee information for advertising.
4. Use of artificial intelligence
Some Services use AI tools to read documents, organize data, suggest form codes and flag possible errors. These tools are provided under written agreements that include Business Associate Agreement terms, and our providers may not use Client data to train their AI models. AI output is reviewed by people: AI may flag or propose, but decisions about what is filed are made by our staff and approved by the Client. AI tools are never used to invent or alter underlying facts such as identification numbers or coverage records.
5. How we share information
- Government agencies. With the IRS, and with state agencies when a Client engages us for state reporting, to file the Client's returns.
- Service providers. With providers that help us deliver the Services, such as cloud hosting, secure document exchange and AI processing. They may use the information only to provide services to us, under written agreements that require appropriate safeguards, including Business Associate Agreements where applicable.
- The Client. Information about a Client's workforce is available to that Client's authorized users.
- Legal reasons. When required by law, subpoena or other legal process, or to protect the rights, property or safety of Cimplx, our Clients or others.
- Business transfers. In connection with a merger, acquisition or sale of assets, subject to this Policy's protections.
6. How we protect information
We use administrative, technical and physical safeguards appropriate to the sensitivity of the information. These include encryption in transit and at rest, additional application-level encryption for sensitive fields, role-based access controls, activity logging, and geographically redundant, tamper-resistant backups that we test regularly. No system is perfectly secure, but we work to protect information and will notify affected Clients of a security incident as required by law and our agreements.
7. How long we keep information
Returns and related records that have been transmitted to the IRS are part of the official filing record. We keep them, with their acknowledgments, so that we can make corrections and respond to IRS inquiries, including for prior tax years. Drafts that were never transmitted can be deleted at a Client's request. Backup copies expire on a rolling schedule, except long-term archival copies of filing records. Portal account information is kept while an account is active and for a reasonable period afterward for security and recordkeeping.
8. Your choices and rights
If you are an employee or covered individual of one of our Clients, please contact your employer or plan sponsor about your information; we will help our Client respond. Portal users may ask to update their account details. Depending on where you live, you may have rights under applicable privacy laws; we will honor such requests as required by law, generally in coordination with the relevant Client.
9. Children
The Services are intended for businesses and are not directed to children. We process information about dependents only as part of a Client's required ACA reporting.
10. Changes to this Policy
We may update this Policy from time to time. We will post the updated version on this page with a new effective date and, for significant changes, notify Clients.
11. Contact us
ACA Compliance Services Inc, dba Cimplx
1516 E Main St, Rock Hill, SC 29730
Phone: (803) 517-4215
Email: info@cimplx.com