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Disability Insurance
Specialists, LLC Privacy Policy
Statement of Intent: It is DIS’ policy to strictly protect the privacy of all
Confidential Personal Information obtained by us, and to use Confidential
Personal Information solely for the purpose of providing administrative support
services to our clients (insurers and self-funded plan administrators) and their
customers. Towards that end, DIS adheres, and requires its employees and
business consultants to adhere, to the following principles relative to
obtaining and safeguarding Confidential Personal Information.
Confidential Personal Information Defined: Confidential Personal Information
means any non-public, personally identifiable identification, medical,
occupational and financial information, including but not limited to: Social
Security numbers, driver license numbers, state identification card numbers,
account numbers, credit or debit card numbers, passport numbers, alien
registration numbers, insurance identification numbers, medical diagnosis and
treatment information, information on functional limitations and restrictions
based on physical or mental conditions, medical service provider identification
information (including attending physician and hospital information), and
payroll and other work or income verification information (including state and
federal tax returns.)
Confidential Personal Information does not include any information which is
publicly available, or is lawfully made available to the general public from
federal, state or local governmental agency records or widely distributed media,
or which was disclosed to Disability Insurance Specialists, LLC by any party not
under a duty to retain such information as confidential.
Obtaining Confidential Personal Information: Disability Insurance Specialists,
LLC (“DIS”) must necessarily obtain Confidential Personal Information in order
to administer applications for, and benefit claims relating to, coverage under
the insurance policies and benefit plans that we administer for our clients. DIS
obtains only the type(s) of Confidential Personal Information necessary to
properly adjudicate applications for coverage and claims for benefits, and does
so pursuant to a written authorization, signed and dated by the affected
individual.
Safeguarding Confidential Personal Information: DIS employs physical, electronic
and procedural measures, in compliance with all applicable federal and state
laws, to maintain the privacy of Confidential Personal Information in its
possession, including but not limited to:
1. limiting access to Confidential Personal Information to only those of its
employees and business consultants who have a legitimate need to know;
2. requiring all of its employees and business consultants to agree in writing
to adhere to DIS’ Privacy Policy and to strictly maintain the confidentiality of
Confidential Personal Information;
3. maintaining all hard-copy files in a locked, secure physical environment;
4. maintaining all electronic information in a secure data environment protected
against access by unauthorized individuals and regularly monitored to verify the
absence of any unauthorized access; and
5. destroying, or returning to the applicable insurer or plan administrator via
secure (trackable) means, all hard-copy files once we no longer need to retain
them.
Release of Confidential Personal Information: DIS does not divulge, or permit to
be divulged, Confidential Personal Information to any person, party, company,
organization or governmental agency, other than to the authorized employees of
the applicable insurer or plan administrator, except pursuant to, and only to
the extent required or authorized by:
1. A written request, or authorization to release, signed and dated by the
affected individual or his/her legal guardian or duly appointed representative;
2. A validly executed and served subpoena for the production of records;
3. An audit by the applicable insurer or plan administrator, or its independent
auditor who agrees in writing to strictly maintain the confidentiality of
Confidential Personal Information;
4. An audit or inquiry by a state insurance department or other authorized
governmental regulatory or law enforcement agency; or
5. As otherwise required or permitted by law.
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