Privacy Policy

Introduction

GUIDELINE RK LLC ("we", "us", "our") takes the protection of your privacy seriously. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when providing 401(k) retirement plan administration services.

By using our services, you agree to the terms of this Privacy Policy. If you do not agree with any terms, please do not use our services.

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

• Identification information: first name, last name, date of birth, Social Security Number (SSN)
• Contact information: email address, mailing address, phone number
• Financial information: bank account information, income data, employment information
• Plan information: investment selections, contribution amounts, beneficiary information
• Employer information: company name, EIN, employee information

1.2 Automatically Collected Information

When using our website and mobile application, we automatically collect:

• Technical data: IP address, browser type, operating system, unique device identifiers
• Usage data: pages you visit, time and date of access, time spent on pages
• Location data: approximate geographic location based on IP address
• Cookies and similar technologies: information collected through cookies, web beacons, and other tracking technologies

1.3 Information from Third Parties

We may receive information about you from:

• Your employer (employment information, salary)
• Payroll service providers
• Credit bureaus and identity verification agencies
• Government databases and public records

2. How We Use Your Information

2.1 Service Delivery

We use your information to:

• Create and administer your 401(k) retirement account
• Process contributions and distributions
• Manage investments in accordance with your instructions
• Provide access to the online portal and mobile application
• Process loan requests and withdrawals

2.2 Regulatory Compliance

We use your information to:

• Comply with requirements of ERISA, IRS, and other regulatory agencies
• Prepare and file mandatory reports (Form 5500, 1099-R)
• Conduct required non-discrimination testing
• Fulfill Anti-Money Laundering (AML) and Know Your Customer (KYC) requirements

2.3 Communication

We use your contact information to:

• Send important notifications about your account
• Provide updates on investment performance
• Send educational materials about retirement planning
• Respond to your inquiries and provide customer support
• Conduct satisfaction surveys (with your consent)

2.4 Service Improvement

We analyze usage data to:

• Improve functionality of our website and application
• Develop new features and services
• Personalize your user experience
• Conduct research and analyze trends

2.5 Security and Fraud Prevention

We use your information to:

• Protect against unauthorized access and fraud
• Monitor suspicious activity
• Verify your identity when accessing your account
• Ensure the security of our systems and data

3. Disclosure to Third Parties

3.1 Service Providers

We may share your information with trusted service providers who assist us in delivering our services:

• Custodial services: for safekeeping of plan assets
• Investment managers: for managing investment portfolios
• Technology providers: for hosting and maintaining our systems
• Auditors and consultants: for conducting audits and advisory services
• Communication service providers: for sending notifications and correspondence

All service providers are required to maintain confidentiality and may only use your information to provide services on our behalf.

3.2 Employers

We may share certain information with your employer:

• Aggregated data on plan participation
• Information necessary for plan administration
• Regulatory compliance reports

We do not disclose details of your individual investment decisions to your employer without your consent.

3.3 Government Agencies

We may disclose your information to government agencies:

• When there is a lawful requirement (subpoena, court order)
• To comply with tax laws and reporting requirements
• In response to requests from regulatory agencies (IRS, DOL, SEC)
• To protect our rights or the safety of others

3.4 Corporate Transactions

In the event of a merger, acquisition, asset sale, or bankruptcy, your information may be transferred to a successor entity. We will notify you of any such changes and how they may affect your privacy.

3.5 With Your Consent

We may disclose your information to other third parties with your explicit consent.

4. Data Protection

4.1 Security Measures

We employ comprehensive security measures to protect your information:

• Encryption: use of SSL/TLS for data transmission and encryption of data at rest
• Access control: strict access policies and multi-factor authentication
• Monitoring: 24/7 security system monitoring and intrusion detection
• Physical security: secured data centers with restricted access
• Staff training: regular employee training on security and privacy matters

4.2 Data Retention

We retain your information:

• Throughout your participation in the plan
• For the period required by law (typically 6-7 years after account closure)
• As long as necessary to fulfill our obligations

After the retention period expires, we securely delete or anonymize your information.

4.3 Security Limitations

Despite our efforts, no method of data transmission or storage is absolutely secure. We cannot guarantee absolute security of your information. You are also responsible for protecting your credentials and immediately notifying us of any unauthorized access.

5. Your Rights and Choices

5.1 Access and Correction

You have the right to:

• Access your personal information that we maintain
• Request correction of inaccurate or incomplete information
• Obtain a copy of your information in a structured format

To exercise these rights, log into your online account or contact us at guideline@rkguideline.com.

5.2 Marketing Communications

You may:

• Opt out of receiving marketing messages by clicking the "unsubscribe" link in emails
• Change your communication preferences in account settings
• Contact us to update your preferences

Please note that you cannot opt out of receiving important notifications about your account and transactions.

5.3 Cookies

You can manage cookies through your browser settings:

• Block all cookies
• Receive notifications when cookies are being set
• Delete existing cookies

Please note that disabling cookies may limit the functionality of our website.

5.4 California Resident Rights (CCPA)

If you are a California resident, you have additional rights:

• Right to know what personal information is collected and how it is used
• Right to delete your personal information (with certain exceptions)
• Right to opt out of the sale of your personal information (we do not sell personal information)
• Right to non-discrimination when exercising your rights

6. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us and we will delete such information.

7. International Data Transfers

Your information may be processed and stored in the United States and other countries where our service providers are located. These countries may have data protection laws different from those of your country.

We take steps to ensure that your information receives an adequate level of protection in accordance with applicable law.

8. Links to Third-Party Sites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review the privacy policies of any third-party sites you visit.

9. Changes to Privacy Policy

We may periodically update this Privacy Policy. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending a notification via email
• Providing notification when you log into your account

The "Last Updated" date at the top of this policy indicates when it was last revised. Continued use of our services after changes take effect constitutes acceptance of the updated policy.

10. Contact Information

If you have questions, comments, or complaints regarding this Privacy Policy or our data handling practices, please contact us:

We strive to respond to all inquiries within 30 days.

11. Additional Information for Specific Jurisdictions

11.1 European Economic Area (EEA)

If you are located in the EEA, you have additional rights under GDPR:

• Right to data portability
• Right to restrict processing
• Right to object to processing
• Right to lodge a complaint with a supervisory authority

11.2 Nevada

Nevada residents have the right to opt out of the sale of certain personal information. We do not sell personal information as defined by Nevada law.