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 WHITES INSURANCE SOLUTIONS, LLC 

PRIVACY & SECURITY POLICY

Effective Date: 3/8/2023

 

Scope & Focus

Whites Insurance Solutions, LLC is committed to protecting the privacy and security of personal, health, and financial information. This policy outlines the company's practices in managing, using, and disclosing personal data in compliance with applicable federal and state laws, including HIPAA (Health Insurance Portability and Accountability Act) and other relevant regulations.

This policy applies to all employees, contractors, vendors, and third parties who may access or handle personal or confidential information within our agency. Non-compliance with this policy will result in disciplinary action, including potential termination or legal penalties.

 

Information Covered

This policy protects any oral, written, or electronic information that identifies an individual and relates to their health, medical condition, or personal financial data. It covers the following:

  • Personal health information (PHI)

  • Non-public personal information (NPI)

  • Financial data, including bank account numbers and Social Security numbers

  • Client and provider communications

  • Vendor and subcontractor data

Uses & Disclosures of Information

Whites Insurance Solutions may use and disclose personal and health information for purposes aligned with providing insurance services. These include:

  • Payment processing and premium collection

  • Claims administration and management

  • Enrollment and policy issuance

  • Customer service requests, such as changes to demographics or ID card requests

  • Marketing with proper authorization

  • Legal compliance, including audits and investigations

  • We do not share or sell SMS opt-in, or phone numbers for the purpose of SMS

We strictly adhere to the "Minimum Necessary" standard, ensuring only the minimum required information is disclosed to fulfill these purposes.

 

Individual Privacy Rights

  • Clients have the following rights concerning their personal data:

  • Right to Access: Clients may request copies of their personal or health information.

  • Right to Amend: Clients can request corrections to their information if they believe it is inaccurate.

  • Right to Restrict Disclosure: Clients may request limitations on the use or disclosure of their information.

  • Right to Confidential Communications: Clients may request alternative methods or addresses for receiving communications.

  • Right to File Complaints: Clients can file complaints regarding any privacy concerns without fear of retaliation. Safeguards

 

Administrative Safeguards

  • Whites Insurance Solutions will provide privacy and security training to all new hires and refresher training as needed.

  • Employees must sign confidentiality agreements upon joining the company. Access to sensitive information is restricted to personnel with a legitimate business need.

 

Physical Safeguards 

  • Our office is secured by controlled access. All documents containing personal information are stored in locked cabinets when not in use.

  • Visitor access is monitored, and visitors are accompanied at all times while in areas where sensitive information may be accessible.

  • Documents that contain sensitive information are shredded once they are no longer required.

Technical Safeguards

  • Access to digital systems is restricted based on the employee's role.

  • All electronic devices are protected with secure passwords, which are updated regularly.

  • Data encryption is used for transmitting sensitive information.

  • Security incidents and potential breaches are reported immediately to management.

 

Reporting Breaches

  • Any suspected breach of personal or health information must be reported immediately to the Privacy Officer.

  • All incidents will be investigated promptly, and affected individuals will be notified as required by law.

 

Contact Information

For any questions regarding this policy or to report a concern, please contact our Privacy Officer at:

Raquanda White

raquandaw@whitesinsol.com

980-254-2462

 

DISCLAIMER: THIS DOCUMENT IS MEANT ONLY AS A GUIDE AND IS NOT A DEFINITIVE LEGAL INTERPRETATION.

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