Privacy Policy

AIS Multi Insurance (AIS USA Inc, “AIS”, “we” or “us”) is an insurance agency. Doing our job means handling sensitive information about employers, their employees and their families. This policy explains what we collect, why we collect it, who we share it with, and what you can ask us to do about it.

Who this policy covers

This policy applies to information we collect through https://aisinsuranceinc.com and this website, through our client and HR service portal, through quote and contact forms, by email, by phone and fax, and in person during consultations and enrollment meetings. It covers information about business contacts at our client employers, about employees and dependents enrolled in plans we service, and about individuals who purchase individual, life, student or visitor coverage through us.

Information we collect

Depending on your relationship with AIS, we may collect:

• Identifying information – name, home or business address, email address, telephone number, date of birth, gender and relationship to an employee (for dependents).
• Employment information – employer name, employee reference or payroll ID, job classification, date of hire, hours worked, salary where it affects benefit amounts, and termination date and reason where coverage is ending.
• Enrollment and coverage information – the plans elected, coverage tier, effective dates, waiting-period rules, group and policy numbers, beneficiaries and premium contributions.
• Health-related information – limited information needed to quote, underwrite, enroll or service coverage, as described in the next section.
• Financial information – billing contacts, invoice and payment records for premium, and tax identifiers such as a FEIN for employer clients.
• Correspondence and service records – the requests you send us, documents you upload and our notes about how each request was handled.
• Technical information – IP address, browser type and pages visited when you use this website or the service portal, and sign-in records for portal accounts.

Most of this information comes to us from you or from your employer. Some comes from insurance carriers and their administrators in the course of servicing your coverage.

Health-related information

Because we place health, dental, vision, disability and life coverage, we sometimes receive health-related information: the coverage someone is enrolled in, a dependent's eligibility documentation, information supplied on an underwriting or evidence-of- insurability questionnaire, or details you give us when you ask for help with a claim.

We treat this information as confidential, use it only for the insurance purposes it was provided for, and limit internal access to the staff who need it to do their work. We do not sell health-related information, and we do not use it for marketing. Where AIS acts as a business associate of a group health plan, we handle protected health information in accordance with the applicable HIPAA privacy and security requirements and the terms of our agreement with the plan.

How we use information

• To prepare quotations and compare plan options for you or your employer
• To place, enroll, change, renew and terminate insurance coverage
• To calculate eligibility and effective dates from your plan's waiting-period rules
• To answer service questions and assist with claims, ID cards and billing issues
• To prepare and file compliance documents such as POP, ERISA and Form 5500 materials
• To operate, secure and support the enrollment platform and the AIS service portal
• To communicate with you about your coverage, renewals and required notices
• To meet our legal, regulatory, licensing and recordkeeping obligations

We do not sell personal information.

How and with whom we share it

We share information only as needed to do the work you have asked us to do, or where the law requires. Recipients may include:

• Insurance carriers, their general agents and third-party administrators
• Benefits administration and enrollment platform providers that host your plan data
• Your employer's authorised HR representatives, for employees of that employer only
• Payroll providers, where you have asked us to integrate deductions with payroll
• Professional advisors such as auditors and attorneys, under confidentiality obligations
• Regulators, courts or law enforcement, where we are legally required to respond
• A successor entity, if AIS is ever involved in a merger, acquisition or sale of assets

We require our service providers to protect the information we give them and to use it only for the purposes we specify.

Sharing with insurance carriers

An insurance carrier cannot quote, issue or administer coverage without information about the people to be covered. When you ask us to obtain a quote or enroll someone, we send the carrier the census, eligibility and enrollment information it needs. Carriers we work with include UnitedHealthcare, Allied Benefits / Meritain, BCBS Texas, Principal, Ameritas, Nippon Life Benefits, Beam Benefits, Starmark, ATA America, SISCO and Optimyl, among others.

Once information reaches a carrier, that carrier handles it under its own privacy notice and its obligations as an insurer. We are happy to point you to the relevant carrier notice on request.

How we protect information

We maintain administrative, technical and physical safeguards designed to protect the information we hold, including:

• Password-protected, role-based accounts in the AIS service portal, with HR users restricted to their own company's records
• Encrypted connections (HTTPS) for portal and website traffic, and hashed password storage
• Automatic session timeouts on idle portal sessions, and logging of record changes
• Access limited to staff who need the information to perform their role
• Secure handling and disposal of paper enrollment materials
• Written confidentiality expectations for our staff and our service providers

No method of transmission or storage is completely secure. Please do not send sensitive information such as Social Security numbers or medical details through an ordinary unencrypted email; call us at 281-769-1180 and we will arrange a secure route.

How long we keep it

We keep client and enrollment records for as long as we service the relationship and afterwards for the period required by insurance recordkeeping, licensing and tax rules, and for as long as needed to resolve disputes or claims that may arise from the coverage we placed. Quote and contact enquiries that do not become clients are kept for a shorter period and then deleted.

Your choices and rights

• Access and correction. Ask us what we hold about you and have inaccurate details corrected.
• Deletion. Ask us to delete information we are not required to retain by law or by an active coverage relationship.
• Marketing opt-out. Unsubscribe from any non-essential email at any time. Notices about your coverage are not marketing and will continue.
• Portal access. Employer contacts may ask us to add, change or revoke portal accounts for their organization.

Residents of states with comprehensive privacy laws, including Texas, may have additional rights over their personal data. Contact us using the details below and we will respond within the timeframe the applicable law requires. We will verify your identity before acting on a request, and we will not discriminate against you for exercising a right.

Website, cookies and analytics

This website uses cookies that are necessary for it to work, including a session cookie that keeps you signed in to the service portal and a token used to protect forms against cross-site request forgery. We may also use limited analytics to understand which pages are useful. You can block or delete cookies in your browser settings, but the client portal will not function without its session cookie. Some pages load fonts, styles and scripts from third-party content delivery networks, which receive your IP address as part of serving those files.

Children

This website is intended for adults. We do not knowingly collect information directly from children. We do receive information about children who are enrolled as dependents on a parent's or guardian's plan; that information is provided by the adult enrolling them and is used only to administer the coverage.

Changes to this policy

We may update this policy as our services, technology or the law change. The revision date at the top of this page will always show when it was last changed. Material changes affecting current clients will be communicated directly.

Contacting us about privacy

Please write “Privacy Request” in the subject line so your message reaches the right person quickly.