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At BCL Systems, Inc. (BCL), protecting your privacy is very important to us. BCL provides various administrative support functions for your employer or former employer. We value your trust and we want you to understand what information we collect, how we protect it, and how we may use it. We treat personal information (i.e. nonpublic information that identifies you) with respect, and in accordance with the Privacy Policy. Personal information is required for BCL to provide our services to both you and the employer who has contracted with us to provide these services to their current and/or former employees.

Some of our business relationships with outside companies (for example, insurance carriers who provide the plan(s) to protect you and your family) restrict the sharing of personal information with others. If you have obtained a product or service through one of these relationships and we have agreed with the outside company not to share information about you, we will follow those privacy and data sharing restrictions. We have also agreed to protect and restrict the sharing of personal information with others in accordance with the privacy policies that have been put in place by your employer or former employer.

This is our Privacy Policy:

  • We will describe what personal information we collect, how we protect it and how we may use it.
  • We will provide our Privacy Policy at the start of the participant relationship and will provide current participants our Privacy Policy annually after the initial notice. Whenever we change our Privacy Policy, we will provide current participants with a revised notice.
  • We will maintain physical, electronic and procedural safeguards to protect personal information we obtain about our customers.
  • We will not share personal information or consumer report information with other companies (except as required by law) who wish to use this information for marketing purposes or any purpose other than is required to provide the services that we offer, unless we have received your written authorization to provide such information.
  • We will require servicing companies to whom we disclose personal information to adhere to our Privacy Policy standards.
  • We will keep nonpublic personal health information confidential. We will not disclose it to outside companies without your written authorization, except as permitted by law. We may disclose information, for instance to companies to service policies, administer and adjust claims, manage cases and grievances, provide quality assurance and investigate fraud.
  • We will also comply with any additional state requirements that relate to the use and protection of your personal information.

Please read on for details about our practices for handling and securing your personal information. This Privacy Policy includes examples of the types of information we may collect and the kinds of companies and other entities with whom we may share information. These examples are illustrative and should not be considered a complete inventory of our information collection or sharing practices.

Information We May Collect

We may obtain information to provide you with the services that your employer has contracted with us to provide to current and/or former employees. These services may include COBRA Administration, Flexible Benefit Plan Administration, Reimbursement Account Administration (i.e. Transportation Benefits, Adoption Assistance Plans, Dependent Care Reimbursement Accounts, Health Care Reimbursement Accounts, Personal Reimbursement Accounts, etc.), Retiree Billing and Premium Reconciliation Services. We may collect identification and contact information as well as transaction and experience information from you, the employer and outside companies (such as insurance carriers). Examples of the sources and types of information we may collect include:

  • Applications, registration forms or other forms containing your name, address, telephone number, email address, fax number, date of birth and social security number.
  • Your transactions or experiences with us, your employer or outside companies, such as benefit plan eligibility information, payroll deduction information, information on you dependents who are also covered under the employer's or former employer's benefit plan(s), claim history and premium information.
  • Hospitals, doctors, laboratories and other companies that provide information about your past or present health condition. Health information will only be collected as we deem appropriate to process reimbursement account claims, prevent fraud, and as authorized by you in writing, or as otherwise permitted or required by law.

Information We May Disclose and to Whom We may Disclose Information

As permitted by law, we may disclose personal information we collect. Unless specifically stated below, you cannot opt out of these disclosures. The service providers and other to whom we disclose information are obligated to use such information only for the purpose stated. Disclosures may be made as follows:

  • Providing administrative, customer assistance or other services;
  • Preparing, printing and delivering statements and other documents;
  • Protecting against fraud: and
  • Maintaining or developing software for us.

Disclosure of personal information made to these service providers is done to help us better serve you.

Disclosure to the Employer or Former Employer

We may disclose personal information to your employer (or former employer if applicable). BCL may disclose personal information to your employer for purposes such as:

  • Providing administrative, customer assistance or other services that have been contracted for by the employer: and
  • Preparing statements and other documents

Disclosure to Outside Companies

We may disclose personal information we collect to outside companies for the sole purpose of providing the contracted services for the employer or former employer. We do not provide personal information for marketing or related purposes to any outside companies unless we have received both your written authorization and the authorization of your employer.

Examples of outside companies that we may share your personal information with are non-BCL companies who may offer products and/or service to you through your employer-sponsored benefit plans. These companies may include:

  • Insurance companies, banks and other financial institutions;
  • Third Party Administrators who provide other contracted services for your employer; and
  • Broker or Benefit Consulting Firms who provide contracted services for your employer.

Disclosure of Health Information

We may disclose health information as authorized in writing by you, or as otherwise permitted or required by law. For example, we may disclose information to determine eligibility for coverage, process claims, or prevent fraud.

Disclosure to Marketing Firms

We do not disclose personal information to Marketing Firms.

Disclosure to Family Members or Third Parties

We will not disclose personal information to non-covered family members (ie spouses or children) or other third parties unless we receive written Privacy Authorization Form from you to release such information, a copy of power of attorney documents, or other legal documents that provides the right to your personal information.

You will need to provide us with a new Privacy Authorization Form each plan year for as long as you remain a participant under one of the employer-sponsored benefit plan(s) for which we provide services.

To obtain a Privacy Authorization Form, you can contact BCL Systems, Inc. at 1-888-805-3915.

Other Disclosures Permitted by Law

We may make additional disclosures of information as permitted or required by law. For example, we may disclose information to law enforcement agencies or state insurance authorities.

Our Security Procedures

We maintain procedures and technology designed to prevent unauthorized access to personal information. We maintain physical, electronic and procedural protections in accordance with applicable standards to protect personal information. We restrict access to personal information to employees of BCL Systems and others for legitimate business purposes to assist in providing the contracted service to your employer or former employer. Employees who violate our Privacy Policy are subject to disciplinary action.

When We Will Notify You

If you are a current participant, we will send and annual Privacy Policy notice to you. If you no longer are a participant, we will continue to follow our Privacy Policy and practices, but you will not receive future notices from us.

Change in Privacy Policy

We reserve the right to modify or supplement our Privacy Policy at any time. If we make material changes, we will provide current customers with a revised notice that describes our new practices and will give them a reasonable opportunity to opt out, where permitted of the disclosure of information under the revised Privacy Policy.

Information Sharing

We are committed to protecting your personal information, and to using or sharing it in ways that will improve or expand upon the services we provide to you. We limit sharing of this information to the minimal amount required to provide the contracted service. For example, if the insurance carrier does not require gender or salary information to process a claim, this information would not be provided, even if it resides in our database.

How to Reach or Notify Us

If you have questions regarding this Privacy Statement, or if you have concerns regarding the use of your personal information, please contact our Privacy Officer, Robin Benton at:

BCL Systems, Inc.
PO Box 307
Fox River Grove, IL 60021

PH: 1-888-805-3915
Email: robinb@bclsys.com
FAX: 847-516-2952

The practices and policies contained in this Privacy Policy replaces all previous notices or statements with respect to the same subject.

This Privacy Policy will not apply to your relationships with other service providers, such as insurance companies, third party administrators or the employer who has contracted with BCL Systems, Inc. to provide services to their current and former employees. Their Privacy Policies will govern how they collect, use and disclose your personal information.

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