General Policy Statement
EnrollVB, LLC, its affiliates and subsidiaries,
suppliers, and/or licensors, including, but not limited to, Voluntary Employee
Benefit Advisors USA, LLC and Willard-Block (collectively,
“EnrollVB” and also referred to herein as “we”, “us” or “our”) respects your
concerns about privacy and values the relationship we have with you (“you”,
describes your privacy rights regarding our collection, use, storage, sharing
and protection of the Personal Information (as defined below) we collect
through the services available on the website, [www.enrollvb.com]. It applies to the Website and all related
sites, applications, services, and tools regardless of how you access or use
them, but it does not apply to any non-EnrollVB website you may access via a link on
is intended for a United States audience.
If you access the Website from outside the U.S., you acknowledge, agree,
and consent that any information you provide, including any Personal Information,
will be transferred to and processed by a computer server located within the
U.S. and subject to U.S. laws and regulations.
HIPAA Notice of Privacy Practice
To read more about our privacy
practices regarding health and medical information under Health Insurance
Portability and Accountability Act (“HIPAA”), please refer to our HIPAA Notice
of Privacy Practices in Supplement A of this Statement.
Act (“GLBA”) Privacy Notice
The GLBA Privacy Notice is provided to help you better understand how we obtain, use, share, and protect your non-public personal financial information (as defined under the GLBA), even after our customer relationship with you has ended. The details of our GLBA Privacy Notice are defined in Supplement B of this Statement.
Security Number Protection Policy
collect Social Security numbers (“SSNs”) as part of its business and this
notice applies to any SSNs that we collect in the course of those business
activities. It is the policy of EnrollVB to protect the confidentiality of SSNs
that we receive or collect in the course of business. We secure the
confidentiality of SSNs through various means, including physical, electronic,
and administrative safeguards that are designed to protect against unauthorized
access. It is our policy to limit access to SSNs to that which is lawful, and
to prohibit unlawful disclosure of SSNs.
We strive to protect the confidentiality of the social security numbers
that we collect, by limiting access to social security numbers and by maintaining
protections against the misuse, loss, or unlawful disclosure of social security
Information We Collect
In order for
you to use the service offered in the Website, we need to collect various types
of information that can be used to identify you. This information will include
name, address, e-mail address, social security numbers, telephone, fax numbers,
and details relating specifically to any insurance coverage required
(collectively “Personal Information”).
visit the Website, our server will automatically record your domain and IP, the
date, time and duration of your visit, and any information you provide by
filling in forms on any of our websites. This includes Personal Information
provided at the time of registering to use any of our websites. We may also ask
you for Personal Information when you report a problem with our Website or if
you contact us for any other reason. We may collect information about your
computer, including where available, your IP address, operating system, and browser
type. IP addresses are not linked to Personal
Information. We only use IP addresses to analyze trends, administer our Website,
track general user movements, and gather broad demographic information for
We May Use Your Information
By using the
Website and providing your Personal Information, you are agreeing that EnrollVB may
store, process, and review such information and that we may use this Personal Information
for the purpose for which it was collected.
As used in this Statement, Personal Information refers to information
collected about you through your use of this Website, which may include
Personal Health Information which is protected under HIPAA.
We may use your Personal Information for a number of purposes, such as:
To transfer to certain service providers.
To respond to an e-mail or particular request from you.
To process an enrollment application as requested by you.
To provide you with information that we believe may be useful to you.
To comply with applicable laws, regulations, and legal process.
To protect someone's health, safety, or welfare.
To keep a record of our transactions and communications.
As otherwise necessary or useful for us to conduct our business, so long as such use is permitted by law.
- You understand and specifically agree that we may use your Personal Information to contact you through any contact information you provide through this Website, including any email address, telephone number, cell phone number, or fax number.
Disclosure of your Personal Information
We may disclose your Personal Information to third parties:
Through our secure, online enrollment system that enables certain third-party service providers of employee benefits plans to upload your Personal Information to the system.
In the event that we sell or buy any business or assets, in which case we may disclose your Personal Information to the prospective seller or buyer of such business or assets.
If EnrollVB, or substantially all of its assets, are acquired by a third party, in which case Personal Information held by it about its customers will be one of the transferred assets.
Where third party vendors act for us for further processing in accordance with the purposes for which the information was originally collected, or for purposes to which you have subsequently consented.
For example, sometimes a third party vendor may have access to your Personal Information in order to support our information technology or help obtain, compile and manage the information.
rights, property or safety of EnrollVB, our customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.
implemented and adheres to stringent security standards designed to protect Personal
Information on our Website against accidental or unauthorized access or
disclosure. Among the safeguards that have been developed for this site are
administrative, physical, and technical controls that together enhance the
security of the information stored at this site. However, due to the nature of the Internet
and on-line communications, we cannot guarantee the security of your data
transmitted to our Website; any transmission is at your own risk.
pieces of information in the form of a small flat file that a website transfers
to your hard drive to store and sometimes track information about the use of
the website and the aspects of it that interest you. You are not obliged to
accept a cookie that we send to you and you can in fact modify your browser so
that it will not accept cookies. However, if you select this setting, you may be
unable to access certain parts of the Website. For more information about
cookies including how to set your browser to reject cookies, please go
to www.allaboutcookies.org. We use this information to compile statistical data
on the use of our Website, but we do not use the information itself.
Links to Other Third Party Websites
This site may provide links to other third party websites and we are not responsible for the privacy practices of these websites.
This statement applies solely to any Personal Information collected by our Website.
Online Communication Practices
General E-mail Communications
Most e-mail, including any
e-mail functionality on our site, does not provide a completely secure and
confidential means of communication. It is possible that your e-mail
communication may be accessed or viewed inappropriately by another Internet
user while in transit. If you wish to keep your information completely private,
you should not use e-mail. We may send e-mail communications to you regarding topics
such as general employee benefits and Website updates.
Other Online Communications
EnrollVB may send electronic newsletters, notification of account status, and other
communications, such as information marketing other products or services offered
by us, on a periodic basis to various individuals and organizations. To opt-out
of any specific electronic communication you are receiving, follow the
instructions provided with the specific communication or contact us using the
communication preferences detailed in this Statement.
and Removing Personal Information
You have the
right to ask us not to process your Personal Information for marketing
purposes. We will typically inform you if we intend to use your data for such
purposes or if we intend to disclose your information to any third party for
such purposes. If at any time you would like your record and all Personal Information
relating to you removed from our system, please contact us using the
communication preferences detailed in this Statement. Such removal may not be possible until any
current contracts of insurance with you have expired.
Acceptance of These Terms
this Website, you consent to the collection and use of this information by EnrollVB to
to this Website Privacy Statement
If we decide
to change the Website's privacy practices, we will post those changes to this
Statement, to the home page, and to other places that we deem appropriate so that you
are aware of such changes. EnrollVB reserves the right to modify this Statement at
any time, so it is your responsibility to review the Statement each time you
visit this Website. By continuing to use the Website, you consent to any
changes to our Statement.
us regarding this Statement or related privacy practices, please use the
communication preferences detailed below.
Attn: Privacy Inquiry
10930 Crabapple Road, Suite 102
Roswell, GA 30075
Effective Date of this Statement is October 8, 2013
Notice of Privacy Practices
This notice describes how health
information about you may be used and disclosed and how you can get access to
We are required by applicable federal and state laws to maintain the
privacy of your Protected Health Information (“PHI”), if applicable. This
notice describes our privacy practices and our legal duties concerning your PHI.
We will follow the privacy practices that are described in this notice while it
is in effect.
We reserve the right to change our privacy practices and the terms of
this notice at any time and to make the terms of our notice effective for all
PHI that we maintain. Before we make a
significant change in our privacy practices, we will change this notice and
send the new notice to you.
How We May Use Your Information
Without Specific Authorization
We have the right to use and disclose
health information in certain instances. For example, we may use or disclose
your health information:
To You: We must disclose your PHI to you, as described in the Your Rights section
of this notice.
Payment: For example, we may use and disclose PHI to pay
claims for services provided to you by doctors, dentists or hospitals. We may
also disclose your PHI to a health care provider or another health plan so that
the provider or plan may obtain payment of a claim or engage in other payment
For Health Care Benefits: For example, we may use or disclose PHI to conduct quality
assessment and improvement activities, to conduct fraud and abuse
investigations, to engage in care coordination or case management, or to
communicate with you about health related benefits and services or treatment
alternatives that may be of interest to you. We may also disclose PHI to a
health care provider or another health plan subject to federal privacy laws, as
long as the provider or plan has or had a relationship with you and the PHI is
disclosed only for certain health care operations of that provider or plan. We
may also disclose PHI to other entities with which we have contracted to
perform or provide certain services on our behalf (i.e. business associates).
Public Health and Safety: We may use or disclose PHI to the
extent necessary to avert a serious and imminent threat to the health or safety
of you or others. We may also disclose PHI for public health and government
health care oversight activities and to report suspected abuse, neglect, or
domestic violence to government authorities.
Required by Law: We may use or disclose PHI when we are
required to do so by law.
Process and Proceedings: We may disclose PHI in response to
a court or administrative order, subpoena, discovery request, or other lawful
Law Enforcement: We may disclose PHI to a law enforcement
official with regard to crime victims and criminal activities.
Government Functions: We may disclose the PHI of military
personnel or inmates or other persons in lawful custody under certain circumstances.
We may disclose PHI to authorized federal officials for lawful national
Research, Death, and Organ Donation: We may use or disclose
PHI in certain circumstances related to research, death or organ donation.
For Workers’ Compensation: We may disclose PHI as permitted by workers’
compensation and similar laws.
Only After Authorization is Received
You may give us written
authorization to use your PHI or disclose it to anyone for any purpose not
otherwise permitted or required by law. If you give us an authorization, you
may revoke it in writing at any time. Your revocation will not affect any use
or disclosure permitted by your authorization while it was in effect.
While the law permits us in certain
circumstances to disclose your PHI to family, friends and others, we will do so
only with your authorization. In the event you are unable to authorize such
disclosure, but emergency or similar circumstances indicate that disclosure
would be in your best interest, we may disclose your PHI to family, friends or
others to the extent necessary to help with your health care coverage
Complaints / Violations
If you are concerned
that we may have violated your privacy rights, you may inquire with us using
the contact information listed on our privacy notice. You may also submit a
written complaint to the U.S. Department of Health and Human Services. We will
provide you with the address for the U.S. Department of Health and Human
Services upon request.
your right to protect the privacy of your PHI. We will not retaliate in any way
if you choose to file a complaint with us or with the U.S. Department of Health
and Human Services.
Act Privacy Notice
The GLBA Privacy Notice is
provided to help you better understand how we obtain, use, share, and protect
your non-public Personal Financial Information.
We are committed to maintaining the confidentiality of your Personal
Financial Information. For the purposes of this notice, "Personal
Financial Information" means information, other than health information,
about an enrollee or an applicant for health care coverage that identifies the
individual, is not generally publicly available, and is collected from the
individual associated with providing health care coverage to the individual.
The Information We Collect
We collect Personal Financial
Information about you and your family when you complete enrollment applications
and forms. We also collect information from your dealings with us, our
affiliates, or others. For example, we
may receive information about you from participants in the healthcare system,
such as your doctor or hospital, as well as from employers or plan
administrators, credit bureaus, and the Medical Information Bureau.
The information we receive may
include such items as your name, address, telephone number, date of birth,
Social Security number, premium payment history, and your activity on our
Website. This also includes information
regarding your medical benefit plan, your health benefits, and health risk
Disclosure of your Information
We do not disclose Personal Financial Information about our enrollees or former enrollees to any third party, except as required or permitted by law.
In the course of our general
business practices, we may disclose Personal Financial Information about you or
others without your permission to our corporate affiliates to provide them with
information about your transactions, such as your premium payment history.
EnrollVB restricts access to Personal
Financial Information about you to our employees and service providers who are
involved in administering your employee benefits and providing related
services. Among the safeguards that have
been developed to protect your Personal Financial Information are
administrative, physical, and technical controls that together enhance the
security of the information. We conduct periodic assessments of these safeguards
to ensure appropriate and secure handling of your Personal Financial
Accessing and Modifying Personal Financial Information
Based on your state of residence,
you may have a right to request access to the Personal Financial Information
that we maintain. Your right includes the right to know the source of the
information and the identity of the persons, institutions, or types of
institutions to whom we have disclosed such information. Your right includes the ability to view such
information and copy it in person or request that a copy of it be sent to you
by mail. We may charge you a reasonable
fee to cover our costs associated with this request. Your right also includes
the right to request corrections, amendments, or deletions of any information in
our possession. The procedures that you must follow to request access to or
amend your information are as follows:
Submit a request in writing that
includes your name, address, date of birth, member identification number,
telephone number, and the recorded information to which you would like access.
Articulate in the request whether you would like access in person or to have a copy of the information sent to you by mail.
Upon receipt of your request, we
will contact you within 30 business days to arrange providing you with access
in person or the copies that you have requested.