April 2011

Purpose of this notice. At Healthcare Synergies (HCS), protecting your privacy is very important to us. We recognize that our relationships with current and prospective clients are based on integrity and trust. We work hard to maintain your privacy and are very careful to preserve the private nature of our relationship with you. At the same time, the nature of the insurance business requires that we collect or share certain information about you with other organizations and companies. We, therefore, want you to be aware of how we handle personal information.

Title V of the Gramm-Leach-Bliley Act (GLBA) generally prohibits any financial institution from sharing non-public information about you with a non-affiliated third party unless the institution provides you with a notice of its privacy practices, policies and procedures such as the type of information that it collects about you and the categories of persons or entities to whom it may be disclosed. In compliance with GLBA, we are providing you with this document which notifies you of the privacy practices, policies and procedures of HCS  HCS does not and will not sell or share any non-public information about you to or with any non-affiliated third party for any purpose unless you authorize it or it is  required in connection with our insurance operations or required or permitted by law.

Our Privacy Practices, Policies and Procedures

Insurance producers routinely obtain a variety of information provided by policyholders and prospective policyholders, agents and brokers, various claimants, and other third parties.  It is the policy of HCS to maintain an appropriate level of confidentiality for all the information we collect by restricting access to that information.  We also maintain appropriate physical, electronic and procedural safeguards to protect such information from unauthorized access.

The business of insurance requires information. Insurance producers cannot effectively provide insurance services to their clients unless they are given access to and are able to process different kinds of information.  For example, underwriters at insurance companies where we seek to place coverage cannot evaluate individual risks without information regarding the individual insured’s loss experience, safety practices and so forth; and claims cannot be administered without information regarding the nature and extent of the damage incurred.

Much of the information we obtain is public and not of a personal or sensitive nature.  We believe that those who entrust us with non-public personal information do so with the reasonable expectation that we will use the information only for the limited purpose for which we obtain it, i.e., for insurance related purposes.  We are concerned about protecting the privacy of our clients and the other individuals and entities with whom we interact, and have taken steps, described below, to protect the confidentiality of the non-public personal information that we obtain.

Types and sources of information. HCS accumulates information from many sources. Policyholders and prospective policyholders provide us with information we need as part of the insurance application or evaluation process.  We may also request reports from various sources in connection with applications for insurance or any renewal of  insurance.  The kind of information we collect depends upon the type of policy, but may include such things as loss and claim reports, risk management reports, financial rating reports and other relevant information. We also may receive and verify information from government agencies or independent reporting companies to help us place insurance risks. We may also assist insurance companies with which we place risks in obtaining information with respect to claims made against our clients.

Our use of client information. Our policy is to limit access to non-public personal information of our clients to those who need it in order to serve our own and our clients’ insurance business needs, to administer claims and to maintain and improve policyholder service.  We do not disclose non-public personal information to third parties except as necessary to conduct business, e.g., placing insurance risks, processing claims, or as permitted or required by law.  In particular, we do not buy or sell non-public personal information.

Records retention. HCS retains the information it has collected for various periods established by the its records retention policies..

Who has access to the non-public information. Except as provided in this privacy policy notice or as permitted or required by law, we will not disclose non-public personal information about a person without that person’s consent.  We may, without prior permission but only to the extent permitted by law, provide information contained in our records and files to certain persons or organizations which are fundamental to the insurance services we provide, such as:

  • Our policyholders, and their agents or brokers; Our employees who have a need to know in connection with their employment; The insurance companies with which we place risks; Independent claim adjusters, attorneys or investigators, when appropriate;
  • Companies that provide insurance related services to us or on our behalf, Companies that provide information technology services and products to us;
  • Persons or organizations who or which conduct research for or on behalf of the insurance industry;
  • Appropriate entities as necessary to prevent fraud or to properly underwrite a risk; State insurance departments or other governmental agencies, to the extent required by federal, state or local laws; If ordered by a summons, court order, search warrant or subpoena; or To protect our own legal interests, or in case of suspected fraud or other illegal activities.

We may disclose information to those providing HCS with marketing or advertising services, but we will not provide non-public personal information about a person in connection with marketing or advertising without that person’s consent.

Notification of changes. This privacy policy statement may be modified from time to time. If we decide to change our privacy policy, we will post those changes on our website. You may wish to visit this page on our web site periodically to review the most recent privacy policy statement.