PRIVACY GUIDELINES FOR AGENTS 

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PRIVACY ACT GUIDELINES FOR AGENTS AND OTHER BUSINESS ASSOCIATES 

POLICYHOLDERS: 

ü      You may not disclose any policy information or other personal and private information to anyone other than the policyholder unless you have written approval from the policyholder. 

ü      When a policyholder calls your office to request information, please verify that it is the policyholder by requesting a form of identification.  You could ask for their Social Security number, policy number or other pertinent information you may have available to confirm. 

ü      If the policyholder questions why you are asking for identification or gets annoyed - you should respond that all information regarding their policy or application is private and that we are protecting them from other people who gain from this private information.  

ü      When responding to e-mail where there is a request for personal information – you must verify that it is the policyholder.  You could ask them to e-mail you their policy number or some other positive form of identification. The Internet is not considered to be 100% secure so never request a Social Security number through e-mail.  When an e-mail is in the form of a complaint, it normally is not necessary to request identification. 

ü      If you are not positive you are speaking to the policyholder, you should send the requested information by letter to the policyholder’s address. 

MORTGAGEE: 

ü      When a mortgagee calls you for payment or policy information, you should request the name of the person and business and their telephone number.  You should record this information in the policyholder’s file along with the date called. 

ü      For identification purposes request the policy number. You must never give the policyholder’s Social Security number to anyone– including the mortgagee or someone saying they are the policyholder. 

ü      If you are not positive you are talking to the mortgagee or their representative, you should send the requested information by letter to the mortgagee address. 

Please note that in accordance with our Privacy policy, all employees, agents and other business associates of Fulmont Mutual must adhere to the terms of our privacy program and policies. If you follow a different privacy plan, you must develop your own privacy notice in accordance with the rules and regulations of New York State Insurance Department Regulation #169.  Your customers and other consumers applying for coverage must sign your privacy plan.