MGIS Privacy Statement

MGIS Privacy Statement

This statement is provided on behalf of The MGIS Companies, Inc. (MGIS) and its subsidiaries. MGIS collects, uses, discloses and protects our Clients’ private information (“Client Data”) to administer our Clients’ insurance policies and claims as part of our business operations. Our Clients are typically dental or medical practices and their employees for whom we administer insurance policies.

MGIS will undertake commercially reasonable methods to ensure Client Data is held securely and under sound privacy policies. MGIS values the trust and respect of its Clients, brokers and business partners.

Collection of Client Data and Information

We collect various kinds of Client Data when our Clients apply for insurance or when we underwrite or administer clients’ insurance policies. The primary sources of this information are client applications for insurance and information we collect through ongoing administration of the clients’ insurance policies. We collect and use Client Data for many business purposes that are in our legitimate interests. We also collect personal data from individuals who use our websites.

Our Privacy Assurance

  • We do not sell client information to anyone.
  • We do not share client information with non-affiliate companies that would use it to contact you about their own products and services, unless permitted under a joint marketing agreement.
  • We require any persons or organizations that represent or assist us in administering client insurance policies and claims to keep your information confidential.
  • We require our employees to protect client information and keep it confidential.

Besides the practices described above, we use many physical, technical and administrative security measures that help to safeguard client information. For Social Security Numbers (SSN), Date of Birth (DOB), payment information, and other sensitive personal information, this includes restricting access to our employees, agents and others who use such information only as permitted by law, such as to comply with the law, to provide clients with products and services or to administer client insurance policies. Our privacy practices continue to apply to client information even when a client is no longer an MGIS client.

Protection of Client Data and Other Confidential Information

MGIS maintains internal policies and procedures that concern the protection of Client Data and other confidential information, including the confidentiality, integrity, and availability of protected health information under 45 C.F.R. Part 164. Our policies and procedures address acceptable use and disclosure of confidential information, incident reporting, workstation security, employee background screening, email use, password use, and information classification and handling. MGIS’s policies and procedures also address access to its physical premises, access to and use of confidential physical files, the security and encryption of electronic devices and email, using industry standard tools and techniques to prevent the unauthorized access of its electronic systems and servers, and disaster recovery backup plans for its electronic files. We also train our employees in implementing our policies and procedures, including security awareness. No security method is perfect, and no method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, while MGIS strives to use commercially reasonable means to protect Client Data, we cannot guarantee its absolute security. MGIS generally requires its vendors and other third parties who may obtain access to certain Client Data to sign Business Associate Agreements (for purposes of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”)) and, where otherwise appropriate, other confidentiality agreements.

Data Retention

We will retain Client Data only for so long as it is necessary for the purpose for which it was collected, or as otherwise required or permitted by law, and consistent with our internal document retention policies.

Use of Cookies and Other Similar Tracking Technologies

Many commercial Internet sites use cookies; a cookie enables the site to label you as a particular user, but it does not identify you by name or address unless you have provided us with such information (over the Internet or otherwise) or set up preferences in your browser to do so automatically.

MGIS uses cookies, analytics, marketing lists and other technologies to help us provide users with a better service and a more customized web experience. And our business partners use tracking services, analytics and other technologies to monitor visits to MGIS.com. The website may also use web beacons (also called "clear GIFs" or "pixel tags") in conjunction with cookies. If you prefer, you can choose to not accept cookies by changing the settings on your web browser.

Although we believe that each of the sites to which we target our ads or from which we collect data should post a privacy statement that describes the advertising and data collection activities on its site, we cannot guarantee that those sites post such a statement.

We may also use client information to send promotional communications about products, features, and options we believe may be of interest. If we have a client’s e-mail address, we may do this by e-mail. Anyone who does not wish to receive promotional e-mails from us should contact us at the below address.

How to Contact Us

If you have questions about this Statement or need further information about matters covered in this Statement, please contact the Privacy Officer at MGIS at 1-800-969-6447. You can also write to us with your questions, or to exercise any of your rights, at the address below:

The MGIS Companies, Inc
Corporate Privacy Officer
111 South Main Street, Suite 400
Salt Lake City, Utah 84111

Changes to this Summary

We have the discretion to update this Summary at any time.