USDA RMA – AGENTS, LOSS ADJUSTERS AND POLICYHOLDERS
The following statements are made in accordance with the Privacy Act of 1974 (5 U.S.C. 552a): The Risk Management Agency (RMA) is authorized by the Federal Crop Insurance Act (7 U.S.C. 1501-1524) or other Acts, and the regulations promulgated thereunder, to solicit the information requested on documents established by RMA or by approved insurance providers (AIPs) that have been approved by the Federal Crop Insurance Corporation (FCIC) to deliver Federal crop insurance. The information is necessary for AIPs and RMA to operate the Federal crop insurance program, determine program eligibility, conduct statistical analysis, and ensure program integrity. Information provided herein may be furnished to other Federal, State, or local agencies, as required or permitted by law, law enforcement agencies, courts or adjudicative bodies, foreign agencies, magistrate, administrative tribunal, AIPs contractors and cooperators, Comprehensive Information Management System (CIMS), congressional offices, or entities under contract with RMA. For insurance agents, certain information may also be disclosed to the public to assist interested individuals in locating agents in a particular area. Disclosure of the information requested is voluntary. However, failure to correctly report the requested information may result in the rejection of this document by the AIP or RMA in accordance with the Standard Reinsurance Agreement between the AIP and FCIC, Federal regulations, or RMA-approved procedures and the denial of program eligibility or benefits derived therefrom. Also, failure to provide true and correct information may result in civil suit or criminal prosecution and the assessment of penalties or pursuit of other remedies.
In accordance with Federal law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating on the basis of race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs).
To File a Program Complaint
If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at https://www.ascr.usda.gov/ad-3027-usda-program-discrimination-complaint-form, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter by mail to the U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410 or email at email@example.com.
Persons with Disabilities
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible State or local Agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
Persons with disabilities, who wish to file a program complaint, please see information above on how to contact the Department by mail directly or by email.
USDA is an equal opportunity provider, employer, and lender. ProAg is an equal opportunity provider and employer.
Reporting Fraud, Waste and Abuse of the Federal Crop Insurance Program
In June of 2000, Congress passed the Agricultural Risk Protection Act, better known as ARPA. In response to concerns with fraud, waste and abuse of the Federal crop insurance program, ARPA mandated heightened program scrutiny and diligence to assure program integrity. ARPA requires the Risk Management Agency (RMA), with assistance from the Farm Service Agency (FSA) and Approved Insurance Providers (AIPs), to improve program compliance and integrity of the Federal crop insurance program using several different monitoring techniques.
As an AIP, ProAg is committed to doing its part to ensure the integrity and longevity of Federal crop insurance program by actively assisting RMA in monitoring changing crop conditions throughout the country during each growing season. As required in our Standard Reinsurance Agreement (SRA) with the Federal Crop Insurance Corporation (FCIC), ProAg will refer all instances of reasonably suspected misrepresentation, fraud, waste, or abuse discovered in those monitoring activities or at any other time to FCIC. Should you witness instances of suspected misrepresentation, fraud, waste or abuse, please call the OIG Hotline at (800) 424-9121 or report online at www.usda.gov/oig/hotline.htm .
We take the privacy of our customers seriously and are committed to protecting your privacy. This policy explains how we collect, use and transfer your personal data, and your rights in relation to the personal data collected and stored by us when you use our website or otherwise engage with our services.
This policy sets out the following:
- What personal data we collect about you and how;
- How the data is used;
- Our legal basis for collecting your information;
- Who we share your data with;
- Where we transfer your information;
- How long we retain your information;
- Your rights and choices in relation to the data held by us;
- How to make a complaint in relation to the data held by us;
- How to contact us with any queries in relation to this notice, or the personal data held by us.
Who is TMHCC?
Tokio Marine HCC is a trading name of HCC Insurance Holdings, Inc. and its subsidiaries worldwide. Please see here for further information: https://www.tokiomarinehd.com/en/group/. These companies are collectively referred to in this privacy statement as “TMHCC”, “we”, “us” or “our”.
For the purposes of European data protection laws, if you are visiting our website www.proag.com (our “Website”) or otherwise engaging with our services from the European Economic Area (or “EEA”), the data controller of your information is TMHCC.
What is personal data?
What personal data do we collect?
We collect personal data that you provide to us when you sign up for our services, such as your contact information and financial information. We may also collect commercial information based on how you interact with our services, such as the products or services you’ve purchased or other Internet or network activity, such as your Website browsing history or mobile device information.
Below are some more details on the type of personal data we collect.
INFORMATION THAT IS PROVIDED BY YOU
In order to provide services to you, we may ask you to provide personal information. This may include, amongst other things, your name, email address, postal address, telephone number, gender, date of birth, passport number, bank account details, credit history and claims history, citizenship status, marital status depending on the service you are seeking. The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point at which we ask you for it.
Some of the information that you provide may be ‘Special category’ (or ‘sensitive’) personal data”. Sensitive personal data relates to your racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation, and can sometimes be inferred from other, non-sensitive, information that you have provided.
INFORMATION THAT WE COLLECT ON OUR WEBSITE
When you visit our Website, we will seek your consent to collect certain information from your device. In some countries, including countries in the EEA, this information may be considered personal information under applicable data protection laws.
Specifically, the information we are seeking to collect includes information like your IP address, device type, unique device identification numbers, browser type, broad geographic location (e.g. country or city-level location) and other technical information. We may also collect information about how your device has interacted with our Website, including the pages accessed and links clicked.
Collecting this information enables us to better understand visitors to our Website, where they come from, and what content on our Website is of interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our Website to our visitors.
Some of this information may be collected using cookies and similar tracking technology, as explained further under the heading “Cookies” below.
INFORMATION THAT WE OBTAIN FROM THIRD PARTY SOURCES
From time to time, we may receive personal information about you from third party sources but only where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.
For example, if you are an individual who is obtaining insurance from us via an insurance broker, we may obtain data about you from your broker in order to help us prepare your quote and/or your insurance policy. For information about how your broker uses and shares your personal data, please refer to the broker’s own privacy statement.
We may, where we are legally permitted to, also collect personal data from the following sources in order to provide services to you:
- Credit reference agencies;
- Anti-fraud and other databases;
- Government agencies;
- Electoral register;
- Court judgments;
- Sanctions lists;
- Family members; and
- In the event of an insurance claim: the other party to the claim, witnesses, experts, loss adjusters, solicitors and claims handlers.
How is personal data used?
We may need to use your personal data in order to carry out the following activities:
- To set you up as a new client (including carrying out ‘know your customer’ checks);
- To provide you with an insurance quote;
- To provide our products and services to you;
- To respond to your inquiries;
- To accept payments from you;
- To communicate with you about your policy;
- To renew your policy;
- To obtain reinsurance for your policy;
- To process insurance and reinsurance claims;
- For general insurance administration purposes;
- To comply with our legal and regulatory obligations;
- To model our risks;
- To defend or prosecute legal claims;
- To investigate or prosecute fraud;
- To respond to your inquiries;
- When you sign up for an online account
- To secure our network and our Website, debug the Website and repair errors;
- To conduct audits related to our interactions with you;
- To make our products and services better and to develop new products and services; and
- To send you notices and information regarding our products or services, including notifying you about special promotions or offers, where we are legally permitted to do so.
Our legal basis for collecting your information
Our legal basis for collecting and using your personal data will depend on the personal data concerned and the specific context in which we collect it.
We will normally collect personal data where we need the information to provide you with our services / perform a contract with you, where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms, or with your consent.
In some cases, we may use your personal data for a legal obligation, e.g. in order to complete ‘know your customer’ and money laundering checks before taking you on as a new client.
If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory (as well as of the possible consequences if you do not provide your personal information). You are under no obligation to provide personal data to us. However, if you should choose to withhold requested data, we may not be able to provide you with certain services.
Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.
If you are a UK resident, we may collect and use your personal information, including sensitive personal information, on the basis of the insurance derogation in the UK Data Protection Act 2018.
If you are an EU resident, we may collect and use your personal information, including sensitive personal information, on the basis of the substantial public interest of insurance purposes, as regulated in the General Data Protection Regulation (GDPR). If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “Contact Us” section below.
Who is your personal data shared with?
We may disclose your personal information with the following categories of recipients.
- To any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
- to any other person with your consent to the disclosure.
We do not sell (or exchange) your personal information for monetary compensation.
If you are a US resident, from time to time we may share your personal information with third parties for a third party’s own direct benefit and this type of sharing may be considered a sale under certain applicable laws. For more information on the type of information we may share in this manner, please contact us.
Your personal data may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country.
Specifically, the servers of HCC Insurance Holdings Inc. are located in the United States. However, other TMHCC group companies are registered elsewhere, including in the EEA and operate around the world. This means that when we collect your information we may process it in any of these countries.
Our Standard Contractual Clauses can be provided on request. We have implemented similar appropriate safeguards with our third party service providers and partners and further details can be provided upon request.
How long is personal information retained for?
We will keep your personal data on our records for as long as we have an ongoing legitimate business need to do so. This includes providing you with a service you have requested from us or to comply with applicable legal, tax or accounting requirements. It also includes keeping your data for so long as there is any possibility that you or we may wish to bring a legal claim under your insurance contract, or where we are required to keep your data for legal or regulatory reasons. Please contact us using the contact details provided under the “Contact Us” section below should you require further information on our record retention procedures.
We may also retain your personal data where such retention is necessary in order to protect your vital interests or the vital interests of another natural person.
Your Rights as a Data Subject
You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you or contacting us using the details provided under the “Marketing” heading below firstname.lastname@example.org.
If you are an EU resident, you will need to opt-in to receive marketing from us. If you then wish to unsubscribe at any point you can do so by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you or contacting us using the details provided under the “Marketing” heading below.
Similarly, if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information that was lawfully collected on grounds other than consent.
You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here.)
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
You may exercise any of your rights in relation to your personal data by contacting us using the details set out in the “Contact us” section at the bottom of this page.
If you are resident in the UK or EU, your principal rights under data protection law are as follows:
a) the right to access;
b) the right to rectification;
c) the right to erasure;
d) the right to restrict processing;
e) the right to object to processing;
f) the right to data portability;
g) the right to complain to a supervisory authority; and
h) the right to withdraw consent.
If you wish to access, correct, update or request deletion of your personal information, we will ask you to provide us with a copy of any two of the following documents: Driver’s licence; Passport; Birth certificate; Bank statement (from the last 3 months); or Utility bill (from the last 3 months). With regards to your right of access, the first access request will be complied with free of charge, but additional copies may be subject to a reasonable fee.
In addition, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information.
If we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. In the table below we have listed the contact details of the data protection authorities where we have local branches (country and data supervisory authority contact details):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, UK
Tel: +44 (0) 303 123 1113
Autorité de la protection des données -Gegevensbeschermingsautoriteit (APD-GBA)
Address: Rue de la Presse 35 – Drukpersstraat 35, 1000 Bruxelles – Brussel
Tel.: +32 2 274 48 00
Website:https://www.autoriteprotectiondonnees.be/ – https://www.gegevensbeschermingsautoriteit.be/
Die Bundesbeauftragte für den Datenschutz und die Informationsfreiheit
Address: Husarenstraße 30,53117 Bonn
Tel.: +49 228 997799 0; +49 228 81995 0
The local German data protection authorities’ contact details are available here.
Commission Nationale de l’Informatique et des Libertés- CNIL
Address: 3 Place de Fontenoy,TSA 80715 – 75334 Paris, Cedex 07
Tel.: +33 1 53 73 22 22
Agencia Española de Protección de Datos (AEPD)
Address: C/Jorge Juan, 6, 28001 Madrid
Tel.: +34 91 266 3517
Garante per la protezione dei dati personali
Address: Piazza di Monte Citorio, 121, 00186 Roma
Tel.: +39 06 69677 1
Commission Nationale pour la Protection des Données
Address: 1, avenue du Rock’n’Roll, L-4361 Esch-sur-Alzette
Tel.: +352 2610 60 1
Address: Bezuidenhoutseweg 30, P.O. Box 93374, 2509 AJ Den Haag/The Hague
Tel.: +31 70 888 8500
Contact details for other data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
If you are based in the UK, you may exercise any of your rights in relation to your personal data by contacting us using the email email@example.com.
If you are based in the EU, you may exercise any of your rights in relation to your personal data by contacting us using the email DPO-TMELux@tmhcc.com.
Alternatively you can use the details set out in the “Contact us” section at the bottom of this page.
If you are resident in the US, applicable law may entitle you, upon verifiable request, to receive disclosures relating to:
- The categories and specific pieces of information we have collected;
- The categories of sources from which the personal information is collected;
- The business or commercial purpose for collecting personal information; and
- The categories of third parties with whom we share personal information.
If you are based in the US, you may exercise any of your rights in relation to your personal data by contacting us here or by calling us toll free at 888-688-0775.
If you wish to exercise any of the rights described above, we will ask you to verify your identity. We generally will not charge to reply to your request, but we may charge a reasonable fee or refuse your request if the request is unjustified or excessive.
Automated decision making
In some instances, our use of your personal information may result in automated decisions being taken (including profiling) that legally affect you or similarly significantly affect you.
Automated decisions mean that a decision concerning you is made automatically on the basis of a computer determination (using software algorithms), without our human review. For example, in certain instances we may use automated decisions to establish whether we will offer insurance coverage to a prospective insured. We have implemented measures to safeguard the rights and interests of individuals whose personal information is subject to automated decision-making.
When we make an automated decision about you, you have the right to contest the decision, to express your point of view, and to require a human review of the decision.
As mentioned above, we may use your personal data to send you marketing materials.
If you are a UK or EU resident, you will need to opt-in to receive marketing from us. If you then wish to unsubscribe at any point you can do so by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you or contacting us using the details provided under the “Marketing” heading below, or at firstname.lastname@example.org.
If you are resident in the US, you do not need to opt-in to receive marketing materials from us, and you have the right to opt-out of receiving such communications. If you would like to stop receiving marketing information from us, please unsubscribe by clicking the “unsubscribe” link in the relevant marketing email, email us at email@example.com or write to us at:
Tokio Marine HCC
Attn: Marketing Department
13403 Northwest Freeway
Houston, TX 77040
Telephone: (713) 690-7300
TMHCC is committed to keeping our customers’ data safe. We have security measures in place designed to protect against the loss, misuse and alteration of personal data under our control. For example, our security and technology policies are periodically reviewed and enhanced as necessary and only authorized personnel have access to user information. We use Secured Socket Layer (SSL) to encrypt financial information you input before it is sent to us. The servers we use to store personal data are kept in a secure environment.
Although we cannot ensure or guarantee that loss, misuse or alteration of data will not occur, we use our best efforts to prevent this. If you have any concerns that your TMHCC account or personal data has been put at risk, please contact us.
TMHCC will not respond to Web browser “do not track” signals. If you would like additional information about online tracking and various opt-out mechanisms, please see https://youradchoices.com/
Because we link to social media sites, and from time to time may include third-party advertisements, other parties may collect your personally identifiable information about your online activities over time and across different web sites when you visit this Site.
Please note that not all tracking will stop even if you delete cookies.
Our websites and applications are not directed to children under 16 and we do not knowingly collect any personal information directly from children under 16. If you believe that we are processing personal information pertaining to a child inappropriately, we ask you to contact us using the information provided under the “Contact Us” section.
Any changes will be effective only after the effective date of the change and will not affect any dispute arising prior to the effective date of the change.
For residents in the UK:
Data Protection Officer
For residents in the EU:
Data Protection Officer
TMHCC-Tokio Marine Europe SA 33, Rue Sainte Zithe, L-2763 Luxembourg
For residents in the US:
Data Protection Officer
Residents in the US can also call us toll free at: 888-688-0775.