Know when you can collect a customer's contact details without a Privacy Notice Statement under Get Covered Illinois rules

When are you permitted to collect a customer's name, mailing address, email address, and/or telephone number without first providing a written Privacy Notice Statement?

• A. You can collect this information to send to another organization to gather information on the customer.
• B. You can gather this information without a Privacy Notice Statement when you have known them personally for years.
• C. You can gather this information without a Privacy Notice Statement to follow up with the customer to conduct authorized broker/assister functions.
• D. You can gather this information to start plan selection.

Answer: (C)

The collection of a customer's personal information, such as their name, mailing address, email address, and telephone number, without first providing a written Privacy Notice Statement is permissible in specific circumstances related to conducting authorized broker or assister functions. This is because when you are acting within the scope of your duties as a broker or assister, you have certain responsibilities that require you to collect this information in order to assist the customer effectively. In this context, authorized broker or assister functions include providing guidance, processing applications, or assisting with plan selections under the health insurance programs. Therefore, directly collecting this information to facilitate these authorized activities is justified and aligns with regulations because it serves the purpose of enabling better service and support to the customer. Other options suggest scenarios that are not acceptable for collecting personal information without a Privacy Notice Statement. For example, collecting information to send to another organization may violate privacy standards; knowing someone personally does not exempt the need for transparency; and starting plan selection does not, by itself, justify bypassing the necessary privacy disclosures. Thus, the option related to conducting authorized functions is the only correct situation for this collection without prior notification.

Outline

• Hook: Why privacy matters when helping someone navigate coverage options.

• Define the Privacy Notice Statement and its role.

• Answer the core question clearly: when can you collect basic contact details without a written Privacy Notice Statement, and why.

• Break down why this exception exists, with real-world flavor.

• Tackle common myths and show what’s allowed and what isn’t.

• Practical steps for doing right by customers and staying compliant.

• Quick, friendly wrap-up with a takeaway you can act on today.

Get Covered Illinois, Clear Boundaries, Real Help

Let me ask you something: when you’re helping someone explore health coverage options, how far can you go with name, address, email, or a phone number before you need to lay out a privacy notice? It’s a fair question, especially in a world where privacy feels personal and information travels fast. In the Get Covered Illinois ecosystem, there’s a specific window where collecting basic contact details is allowed without a written Privacy Notice Statement. The key idea is this: it’s about doing the job you’re authorized to do—broker or assister functions—while keeping privacy protections intact.

What is a Privacy Notice Statement, anyway?

Think of a Privacy Notice Statement as a plain-English summary that explains exactly how a person’s data will be used. It tells customers who will see their information, why it’s being collected, how long it will be kept, and what choices they have about sharing it. In simple terms: it’s transparency with the customer. For many situations, presenting this statement before you collect personal data is the responsible move. It helps build trust and keeps everyone on the same page about data use.

So, when can you collect basic contact details without that written notice?

The correct scenario is this: you can gather a customer’s name, mailing address, email address, and/or telephone number to follow up with the customer to conduct authorized broker/assister functions. In other words, if your goal is to help the person with authorized tasks—things like guiding them through plan options, answering questions, or assisting with the application process—you can collect contact details to do that work, even if you don’t yet have a written Privacy Notice Statement. Once you’re in the follow-up phase and you’re actively assisting, the focus is on service that helps the customer make informed choices.

Why this particular exception exists

Let me explain the balancing act here. Privacy rules exist to protect people’s information, no doubt. But there’s also a practical side: if someone is trying to get help right now—understand their options, compare plans, and move through a process—there needs to be some ability to communicate quickly. Authorized broker or assister functions are defined roles. They’re the work that helps someone enroll in a plan, get questions answered, and complete an application. In those moments, being able to reach out using a name, address, email, or phone number is necessary to finish the job well and efficiently.

That doesn’t mean “any collection goes.” The key is purpose and scope. You’re not collecting to sell data to a third party or to ping someone years later without clear context. You’re collecting to deliver an essential service in the moment, within the boundaries of your duties. It’s a targeted, justified use. And that’s exactly why the rule allows this specific exception for follow-up activities tied to authorized functions.

Common misconceptions—what’s not allowed, and why

• A. You can collect to send to another organization to gather more information on the customer. Not so fast. Collecting with the intent to hand data off to another organization without a Privacy Notice may create privacy gaps and raise red flags. If you’re sharing data, you should have clear consent and transparency about who receives it and why.

• B. You can gather information just because you’ve known someone for years. Familiarity isn’t a license to bypass disclosure. Even long-time acquaintances deserve a clear explanation of how their data will be used.

• D. You can start plan selection without a Privacy Notice. The moment you shift from general help to enabling a plan choice, you’re moving into data-use territory that needs guardrails. Don’t skip the privacy step even if you’re in a rush.

Real-world flavor: what this looks like in practice

Imagine you’re assisting a resident who’s weighing Health Plan options on a screen in a community clinic. They’re curious about costs, coverage, and what fits their budget. You’re there to guide them through the process, answer questions, and help with the enrollment steps. Here’s how the flow might play out:

• Step 1: You introduce yourself and explain your role as a broker/assister, and you’re ready to help them compare plans. You collect their contact details so you can follow up with personalized information, answer questions, and process the next steps.

• Step 2: You use those details to tailor plan options, schedule a follow-up call, or set up an appointment to review plans together. Your primary aim is to enable informed, authorized assistance.

• Step 3: You provide or reference the Privacy Notice Statement as part of the ongoing service. After the initial follow-up, you offer or present the notice so the customer understands data practices going forward.

• Step 4: You document what you collected and why, and you ensure the data is handled securely, with a plan for data retention and eventual deletion.

Practical steps to stay on the right side of privacy

• Be purposeful with data collection. Only gather the basics you need for follow-up and authorized functions. If you don’t need a piece of information to help the customer right now, don’t ask for it.

• Use a clear, human-centric script. Let customers know you’re collecting data to help them with broker/assister duties and that you’ll share more about privacy as you proceed.

• Present the Privacy Notice Statement when appropriate. While you can collect data to follow up for authorized tasks, a formal disclosure should still be available and explained as the process unfolds.

• Keep data secure. Use trusted channels for communication, store information in compliant systems, and limit access to people who need it for the service.

• Document your rationale. Note why you collected each piece of data and how it will be used. This creates a clear trail and helps with accountability.

• Train your team. Ensure everyone who interacts with customers knows when this exception applies, what it means for data collection, and how to transition to the formal privacy disclosures.

• Respect customer preferences. If someone declines giving contact details or asks about how their data will be used, explain your process and offer alternatives for assistance.

A simple checklist you can use

• Am I collecting only what’s necessary to follow up for authorized broker/assister functions?

• Do I have a plan to present the Privacy Notice Statement after the initial contact or as the service progresses?

• Is the data stored securely with access limited to authorized staff?

• Am I clear with the customer about why I’m collecting their information and how it will be used?

• Do I have a record of consent and a plan for data retention or deletion?

Why this matters for trust and outcomes

People come to Get Covered Illinois with real needs: income considerations, family plans, and a lot of questions about coverage. When you handle their data thoughtfully, you’re not just staying compliant—you’re building trust. A trusted broker or assister helps people feel confident about their choices, and trust translates into smoother enrollments and better outcomes. It’s a win for the customer and a win for the program too.

If you’re ever unsure about whether a particular data collection step is allowed, pause and ask: Is this essential to my authorized function? Will sharing or storing this data improve the customer’s experience? If the answer is yes, proceed with care, documentation, and a clear privacy disclosure plan as soon as feasible.

A closing thought—privacy as a shared responsibility

Privacy is not a one-and-done checkbox; it’s a living practice. It’s the quiet promise you make to someone you’re helping—that you’ll protect what matters most while delivering real assistance. In the Get Covered Illinois landscape, that balance exists at the intersection of service and respect. When you collect data to follow up on authorized broker/assister duties, you’re not dodging transparency—you’re reinforcing it through careful, purposeful action.

If you’d like, I can tailor a short, customer-friendly script that clearly explains your role, why you’re collecting contact details, and how the privacy process will unfold. A well-crafted script can smooth the conversation, reduce confusion, and keep you focused on helping people make informed health coverage choices.

In short: Yes, you can collect basic contact details without a written Privacy Notice Statement, but only to follow up with the customer to conduct authorized broker/assister functions. Use that moment to keep things transparent, secure, and focused on delivering real help. And then, as you move forward, bring the privacy disclosure into the ongoing conversation—because trust is built one thoughtful interaction at a time.