Privacy Policy

Privacy Policy (Effective Date: May 2, 2024)

I. Introduction

Thank you for visiting The New York State Insurance Fund (“NYSIF”). This website and any other websites operated by NYSIF (collectively referred to as “NYSIF.com”), along with NYSIF’s Mobile Apps are designed to make it easier and more efficient for New York State citizens and businesses to interact with NYSIF and to learn about New York workers’ compensation and employers’ liability insurance, disability benefits insurance, volunteer firefighters’ benefits insurance, and volunteer ambulance workers’ benefits insurance. Unless otherwise indicated, the provisions of this Privacy Policy (“Privacy Policy”) apply to both NYSIF.com and NYSIF’s Mobile Apps, which are collectively referred to as NYSIF’s Online Resources.

NYSIF recognizes that it is critical for individuals and businesses who visit NYSIF.com and/or use NYSIF’s Mobile Apps to be confident that their privacy is protected when they visit or use any of NYSIF’s Online Resources. NYSIF is committed to protecting your privacy when you access any of NYSIF’s Online Resources.

Consistent with the provisions of the Internet Security and Privacy Act, the Freedom of Information Law, the Personal Privacy Protection Law, and NYSIF’s obligations under the Workers’ Compensation Law, this Privacy Policy communicates NYSIF’s privacy practices regarding information collected from users of NYSIF’s Online Resources. This Privacy Policy describes what information is collected and how that information is used. Because this Privacy Policy only applies to NYSIF’s Online Resources, you should examine the privacy policy of any website or app, including other state agency websites and apps, that you access through or use with any of NYSIF’s Online Resources.

For purposes of this Privacy Policy, “Personal Information” means any information about a natural person, as opposed to a corporate entity, which, because of name, number, symbol, mark, or other identifier, can be used to identify that natural person. As discussed below in Section VI. Information NYSIF Collects and How NYSIF Collects It, NYSIF only collects Personal Information about you that you voluntarily provide when you send NYSIF an email, or use any of NYSIF’s Online resources to initiate an online transaction, including, but not limited to, creating a NYSIF account, requesting a premium price quote, requesting information about benefits, reporting an injury, or submitting payroll documents (collectively referred to as “Online Transaction”).

II. Information and Choice When Using NYSIF.com

NYSIF does not collect any Personal Information about you during your visit to NYSIF.com unless you voluntarily provide that information by sending an email or initiating an Online Transaction. You may choose not to send NYSIF email, engage in an Online Transaction or otherwise communicate with us via NYSIF.com.

When you encounter a screen on NYSIF.com that asks for information that you do not want NYSIF to have or use through online means, you should not proceed further with that Online Transaction. While your choice not to participate in any or all Online Transactions may limit your ability to receive products and services that are offered exclusively through NYSIF.com, it will not prevent you from requesting insurance policies or information about such policies from NYSIF through other means. In addition, choosing not to participate in Online Transactions will not normally have an impact on your ability to take advantage of other features of NYSIF.com. Similarly, when you are composing an email containing information that you do not want us NYSIF to have or use through online means, you should not proceed further with email. While your choice not to participate in sending NYSIF an email may limit your ability to receive products and services that are offered exclusively through NYSIF.com, it will not prevent you from requesting insurance policies or information about such policies from NYSIF through other means. Additionally, choosing not to communicate with NYSIF using email will not normally have an impact on your ability to take advantage of other features of NYSIF.com.

If you initiate an Online Transaction while visiting NYSIF.com, the information, including Personal Information, volunteered by you in the Online Transaction is used by NYSIF to operate NYSIF programs, which include the provision of goods, services, and information. The information collected by NYSIF may be disclosed by NYSIF for those purposes that may reasonably be ascertained from the nature and terms of the transaction in connection with which the information was submitted.

During your visit to NYSIF.com, you may send an email to NYSIF. Your email address and the contents of your email will be collected. The information collected is not limited to text characters and may include audio, video, and graphic information formats you send us, as well as any attachments. Your email address and the information contained in your email may be used to respond to you, address issues you identify, further improve this website, or forwarded to another agency for appropriate action. Your email address is not collected for commercial marketing purposes and NYSIF will not sell or distribute your email address for commercial marketing purposes.

Information that is voluntarily provided to NYSIF may be occasionally used to contact users regarding the purpose for which the information was provided. In addition, we will from time to time use this information to contact users about different NYSIF products and services.

III. Information Collected Automatically When You Visit NYSIF.com

None of the information collected automatically when you visit NYSIF.com is deemed to constitute Personal Information. When visiting NYSIF.com, NYSIF automatically collects and stores information about your visit, which may include the following:

The Internet Protocol address assigned by your Internet service provider, which is commonly referred to as your IP Address. The Internet Protocol address is a numerical identifier that is assigned by your Internet service provider and can be used to direct Internet traffic to you;
The type of browser and operating system you used;
The date and time you visited NYSIF.com;
The web pages or services you accessed at NYSIF.com;
The URL or website address of the website you visited prior to coming to NYSIF.com;
If you downloaded a file, the file that was downloaded; and
Any server error messages you may receive while using NYSIF.com.

The foregoing information is automatically collected from your use of NYSIF.com using passive information collection processes, such as cookies. This automatically collected information is used to improve NYSIF.com’s contents and to help NYSIF understand how people are using NYSIF.com. Statistical analysis is performed on the collected information to determine what information is of most and of least interest to our visitors, and to identify system performance, security, or problem areas. The information collected from NYSIF.com or through any of the other Online Resources is not sold for commercial marketing purposes.

Google Analytics

NYSIF uses Google Analytics to collect anonymous browsing information that may include, but not be limited to, the following:

Search terms used on search engines that displayed the results that you clicked upon to reach NYSIF.com;
Aggregated demographic information; and
Aggregated user geographic location data.

No Personal Information is collected for use by Google Analytics. All information supplied to NYSIF by Google Analytics is stripped of all personal and identifying information.

For specifics related to what is collected by Google and how it is used please visit their data privacy page.

If you would like to stop Google Analytics from collecting any anonymous user data, you can visit Google's Opt-Out page to learn more.

Do Not Track Requests

Users can set a preference in their web browsers that will send out signal to websites, advertisers, analytics companies, and others web-based content or service providers requesting them to stop tracking your activities. Currently, NYSIF.com does not respond to Do Not Track signals or settings. For information about Do Not Track, visit the Future of Privacy Forum website.

IV. Cookies

Cookies are simple text files stored to your web browser’s files to provide a means of distinguishing users of NYSIF.com. The use of cookies is a standard practice among Internet websites. To better serve you, we occasionally use “session cookies” and “persistent cookies” to enhance or customize your visit to NYSIF.com.

Session cookies can be created automatically on the device you use to access NYSIF.com. They do not contain Personal Information and do not compromise your privacy or security. We may use session cookies to store a randomly generated identifying tag on the device you use to access NYSIF.com. A session cookie only exists while you are on NYSIF.com; your computer erases it when you leave NYSIF.com or when your browser is closed.

To assist NYSIF with analytics regarding the use of NYSIF.com, NYSIF may store a persistent cookie on your computer’s hard drive. This persistent cookie will allow NYSIF.com to recognize you when you visit again and tailor the information presented to you based on your needs and interests. A persistent cookie is erased when either it expires or your browser cache is deleted.

The software and hardware you use to access NYSIF.com allows you to refuse new cookies or delete existing cookies. Refusing or deleting these cookies may limit your ability to take advantage of some features of NYSIF.com.

V. Information Collected by NYSIF’s Mobile Apps

NYSIF's Mobile Apps are available in the Apple App and Google Play stores (collectively referred to as “the App Stores”). For each NYSIF Mobile App, the App Stores include a description of the App, along with information about the App, including the data that is collected by the App and how NYSIF may use the collected data. NYSIF respects your privacy and NYSIF’s Mobile Apps do not request user or device information that is not necessary for the Mobile App to function.

NYSIF’s Mobile Applications store some data within the application itself and use the stored data for authentication and profile purposes. This stored data is encrypted, sandboxed, not accessible by other applications on your mobile device, and unless otherwise stated in the app, shared with anyone other than NYSIF. The data stored within the NYSIF Mobile App may include any or all of the following pieces of data that you voluntarily provided to NYSIF:

Personal Information such as your name, phone number, and email address.
Profile Information such as your username and password.
NYSIF Contact Information, such as the name and contact information for the manager assigned to a claim.

Each NYSIF Mobile App may include the ability to accomplish one or more of the following functions: receive push notifications, send email to NYSIF, view NYSIF account information, view claim information, update account information, download claim payment information, sign up for direct deposit, create a NYSIF account, and phone NYSIF. These abilities are discussed below.

Push notifications. Push notifications are notifications that are sent to your mobile device from NYSIF. Before you can receive push notifications, you must affirmatively give the NYSIF Mobile App permission to send push notifications. This permission can be revoked at any time. Additionally, through your mobile device’s settings, you control how push notifications are displayed, retained, and cleared.
Sending email to NYSIF. When you push a button or link to send email to NYSIF, the NYSIF Mobile App will open your mobile device’s email app. Depending upon your mobile device’s settings, you may be able to choose the email app that will be used to send the email. Additionally, unless your mail app provides you the ability to change the sender email address, the email address from which the email is sent will be the mail app’s default email address. Finally, the sent email will not be stored in the NYSIF Mobile App; rather, it will be stored according to the email app’s settings, which is usually storage in the email app under sent items. As discussed in II. Information and Choice When Using NYSIF.com, above, NYSIF will collect the email address used to send the email, the contents of the email, all files or graphics included in the email, and all attachments to the email.
Viewing information in a NYSIF Mobile App. When you view information such as account information or claim information in a NYSIF Mobile App, none of that information is stored on your mobile device. To view that information again, you will need to log into the NYSIF Mobile App again.
Updating NYSIF Account Information. When you update your NYSIF Account information, NYSIF will collect the information that you are updating and will send you an email confirming the changes.
Downloading Claim Payment Information. You may choose to download claim payment information from a NYSIF Mobile App. When you click the link or button to download claim payment information, you will be provided with the ability to decide where you would like to store the information. Your choices can include storage in another app.
Signing Up for Direct Deposit. When you click the button or link within a NYSIF Mobile App to sign up for direct deposit, the NYSIF Mobile App will open the link to NYSIF.com’s direct deposit information page using your mobile device’s browser. The NYSIF.com webpage provides you with the opportunity to sign up for direct deposit.
Creating a NYSIF Account. When you download and start a NYSIF Mobile App, you may be provided with the ability to create a NYSIF account if you do not have one. NYSIF will collect and store all information that you provide when creating a NYSIF account. Once the NYSIF account has been created, you will receive an email from NYSIF telling you that the account has been created.
Phoning NYSIF. When you phone NYSIF by pushing a link or button in a NYSIF Mobile App, you are granting the NYSIF Mobile App permission to use your mobile device’s phone app to phone NYSIF. Information regarding the number dialed, date and time of the call, and call length are usually stored in the phone app used to make the call.

If you have uninstalled the NYSIF Claim mobile app and would like to delete your online account and associated online data, you do not need to reinstall the app to complete deletion. Please email our privacy officer with your name, your nysif.com username and your NYSIF claim number. NYSIF will delete your online account data, including but not limited to: username, profile information, device ID, permissions and notifications, within five business days. NYSIF will continue to retain your claim information and associated claim details required for the ongoing administration of your claim.

VI. Information That NYSIF Collects and How NYSIF Collects It

NYSIF collects information, including Personal Information, three ways, which are (1) Information You Provide to NYSIF, (2) Information Automatically Collected by NYSIF, and (3) Information Collected from Third Parties (collectively referred to as “Information Collected by NYSIF” for all collected information and “Personal Information Collected by NYSIF” for Personal Information collected by NYSIF). Information regarding what information is collected by NYSIF.com can be found in sections II. Information and Choice When Using NYSIF.com and III. Information Collected Automatically When You Visit NYSIF.com, above. Information regarding what information collected by NYSIF’s Mobile Apps can be found in V. Information Collected by NYSIF’s Mobile Apps. Each of these ways is described below.

1. Information You Provide to NYSIF

While NYSIF does not automatically collect any Personal Information about you when you visit NYSIF.com or use a NYSIF Mobile App, when you are using any of NYSIF’s Online Resources to initiate an Online Transaction or send NYSIF an email, NYSIF may collect the information, including Personal Information, that you voluntarily provide, as described below.

Personal Information, such as your first or last name, email address, physical address, home phone number, cell phone number, social security number, and driver’s license or identification card number.
Health Information, such as information regarding your injuries, disability, treatment, or medical conditions. This information must be affirmatively sent to NYSIF by you; NYSIF does not collect any health information from health apps such as an activity tracking application or a medical office app.
Financial Information, such as payment date(s), payment amount(s), account number, and financial institution name.
Sensitive Information, such as gender, race, or ethnic data.
Employment Information, such as employer name and employment history.
Stored Content on your mobile device that you either send to NYSIF or grant NYSIF permission to access.
Profile Information, such as your username and password, which are securely stored.

2. Information Automatically Collected by NYSIF

As discussed in Section III, Information Collected Automatically When You Visit NYSIF.com, above, if you use the browser on your mobile device to access NYSIF.com, NYSIF may collect the information listed in section III. This automatically collected information includes the following:

NYSIF.com Browsing History, such as the date and time of your visit, the webpages accessed, the name(s) of any file(s) downloaded, and any webpage error codes.
Connection Information, such as IP Address, and the web browser used to access NYSIF.com.

In addition to NYSIF.com Browsing History and Connection Information listed above, to provide services when using a NYSIF Mobile App, NYSIF may automatically collect information as described below.

Device ID.
Information about the NYSIF Mobile App used, such as the NYSIF Mobile App name and version number.
Access Information, such as the data and time the NYSIF Mobile App was used, and any error messages received from the Mobile App.
Permission Changes, such as turning on or off push notifications.

3. Information Collected from Third Parties

In conjunction with providing services to a policyholder, claimant, or provider, including processing bills from providers and processing claims for claimants, NYSIF may collect information from third parties that may include information that you have already voluntarily provided to NYSIF, as described below.

Personal Information, such as your first or last name, email address, physical address, home phone number, cell phone number, social security number, and driver’s license or identification card number.
Health Information, such as information regarding your injuries, disability, treatment, or medical conditions. NYSIF will not collect any health information from a third-party unless you consented to the third-party providing the health information to NYSIF. Additionally, NYSIF does not collect any health information from health apps such as an activity tracking application or a medical office app.
Financial Information, such as payment date(s), payment amount(s), account number, and financial institution name.
Sensitive Information, such as gender, race, or ethnic data.
Employment Information, such as employer name and employment history.
Device ID.
Information about the NYSIF Mobile App used, such as the Mobile App name and version number.

4. Children.

Neither NYSIF.com nor NYSIF’s mobile applications target children who are under the age of 13. NYSIF does not knowingly collect Personal Information from children or create profiles of children who are under the age of 13 through either NYSIF.com or NYSIF’s mobile applications. Users are cautioned, however, that the collection of Personal Information provided by any individual in an email or through an Online Transaction will be treated the same as information given by an adult, and may, if not exempted from access by federal or state law, be subject to public access under the Freedom of Information Law or other provisions as more fully set forth below. NYSIF strongly encourages parents and teachers to be involved in children’s Internet activities and provide guidance whenever children are asked to provide Personal Information.

VII. How NYSIF Uses Your Information

NYSIF uses the information that NYSIF collects for the purposes described below or as otherwise described at the point of collection:

Provide and maintain the Services provided by NYSIF, including authenticating your identity, processing claims, customer support, and billing, payment, and account management.
Communicate with you, including communication regarding your claim, bills, payments, account, and appointments.
Comply with the laws, rules, and regulations applicable to NYSIF, including notifying users of unauthorized access to Personal Information and other obligations as a regulated insurer.
Help NYSIF protect the security and safety of its users, business, and services, including conducting or assisting with investigations concerning fraudulent or other illegal activities.
Assist NYSIF in its defense of legal claims brought against it and in asserting NYSIF’s legal rights, such as defending against claims of improper denial payment claims and enforcing NYSIF’s contractual right to performance.

VIII. Confidentiality and Integrity of Personal Information Collected By NYSIF

NYSIF is strongly committed to protecting Personal Information Collected by NYSIF against unauthorized access, use, or disclosure. NYSIF limits access to Personal Information Collected by NYSIF to only those employees and authorized business partners, such as contractors and subcontractors, who need access to perform a specific job in connection with their duties. Employees and business partners who have access to this information are required to follow appropriate procedures in connection with any disclosures of Personal Information. The Personal Information Collected by NYSIF is described in Section VI. Information That NYSIF Collects and How NYSIF Collects It, above.

In addition, NYSIF has implemented procedures to safeguard its information technology assets including, but not limited to, authentication, monitoring, auditing, and encryption. These security procedures have been integrated into the design, implementation, and day-to-day operation of NYSIF’s Online Resources as part of our continuing commitment to the security of electronic content as well as the electronic transmission of information.

For security purposes and to maintain the availability of the Online Transaction processes available through NYSIF.com. NYSIF employs software to monitor traffic and to identify unauthorized attempts to upload, download, change, access, or otherwise damage NYSIF.com. Additionally, NYSIF’s Mobile Apps use encrypted connections to interact with NYSIF and, as previously discussed, NYSIF’s Mobile Apps are sandboxed so that other apps cannot access the encrypted information stored in the Mobile App.

IX. Disclosure of Information Collected By NYSIF

The collection and disclosure of Information Collected by NYSIF through NYSIF.com is subject to the provisions of the Internet Security and Privacy Act. Additionally, the collection and disclosure of Information Collected by NYSIF through other means, such as NYSIF’s Mobile Apps and email sent to NYSIF, is subject to the Freedom of Information Law, Personal Privacy Protection Law, and the Workers’ Compensation Law. The Information Collected by NYSIF is described in Section V. Information That NYSIF Collects and How NYSIF Collects It, above.

Except as provided below, or as otherwise provided by law, NYSIF will only collect or disclose Personal Information Collected by NYSIF if the user has consented to the collection or disclosure of such Personal Information. The voluntary disclosure of Personal Information to NYSIF by the user, whether solicited or unsolicited, constitutes consent to the collection and disclosure of the information by NYSIF regarding purposes for which the user disclosed the information to NYSIF, as was reasonably ascertained from the nature and terms of the disclosure. However, Personal Information Collected by NYSIF may be collected or disclosed without user consent if the collection or disclosure is:

Necessary to pursue the statutory purpose of NYSIF, or necessary for NYSIF to operate a program authorized by law, or authorized by state or federal statute, or regulation.
Pursuant to law, such as by subpoena, or court order.
For the purpose of validating the identity of the user.
For transmittal to other New York State agencies, including the Workers’ Compensation Board, state authorities, public benefit corporations and entities as provided for by law.
For use by our authorized business partners, including contractors and subcontractors, but only in the course of their authorized activities on behalf of NYSIF.
For statistical purposes that is in a form that cannot be used to identify any particular person.

NYSIF may disclose Personal Information collected through NYSIF.com or a NYSIF Mobile App to Federal or State law enforcement authorities to enforce NYSIF’s rights against unauthorized access or attempted unauthorized access to NYSIF’s information technology assets or against other inappropriate use of NYSIF.com or a NYSIF Mobile App.

X. Retention of Information

The Information Collected by NYSIF is retained by NYSIF in accordance with the records retention and disposition requirements of the New York State Arts & Cultural Affairs Law. Information on the requirements of the Arts & Cultural Affairs Law may be found at the New York State Archives. Information, including Personal Information submitted to NYSIF online, regardless of whether the Personal Information is submitted through an Online Resource or through email, is retained in accordance with the schedule for records retention and disposition established for the relevant NYSIF unit. Information concerning these records’ retention and disposition schedules may be obtained through the contact listed at the end of this Privacy Policy.

XI. Access to and Correction of Information Collected By NYSIF

Any user may submit a request to the NYSIF Privacy Compliance Officer to determine whether any Information Collected by NYSIF pertains to that user. Information about an individual is held in one or more records maintained by NYSIF. Any such request(s) must be made in writing to the NYSIF Privacy Compliance Officer at the address below, include the information listed below, and must be accompanied by reasonable proof of identity of the user. Reasonable proof of identity includes a notarized signature, copy of your driver’s license, passport, or other official picture identification, inclusion of an identifier generally known only to the user, or similar appropriate identification. If additional proof of identify is required, you will be notified.

Your request for disclosure of records about you maintained by NYSIF must also include enough information to enable NYSIF to conduct a search for your records. At a minimum, you must include your name and any identifier that may be associated with you, such as a claim number or account identifier. Without enough information about you, NYSIF may not be able to complete a records search.

The address of the NYSIF Privacy Compliance Officer is:

PO Box 66699
Albany, NY 12206
fax: (518) 437-4280
email: PRIVCOMP@NYSIF.COM

The Privacy Compliance Officer shall, within five (5) business days of the date of the receipt of a proper request: (1) provide access to the requested information; (2) deny access in writing, explaining the reasons therefore; or (3) acknowledge the receipt of the request in writing, stating the approximate date when the request will be granted or denied, which date shall not be more than thirty (30) days from the date of the acknowledgment.

In the event that NYSIF finds the requested Information Collected by NYSIF and such information will be provided to the user pursuant to the user's request, the Privacy Compliance Officer shall inform the user of their right to request that the disclosed Information Collected by NYSIF be amended or corrected under the procedures set forth in section 95 of the Public Officers Law (the Personal Privacy Protection Law). More information on the Personal Privacy Protection Law can be found at the Department of State Committee on Open Government.

XII. Opting Out of Communications with NYSIF

If you provide your email address, telephone number, mailing address or other contact information to NYSIF and decide that you do not want to receive email or other correspondence or communications from us in the future, let us know by contacting the Privacy Compliance Officer in writing and telling us that you do not want to be contacted by NYSIF. See the 'Contact Information' section of this Privacy Policy for the NYSIF Privacy Compliance Officer’s email address, fax number and mailing address. For information on deleting or refusing to accept cookies, see Section IV. Cookies, above.

If you allow a NYSIF Mobile App to send you push notifications, you can opt out of receiving these messages by changing the permissions on your mobile device.

XIII. Disclaimers

XIV. Amendments to this Privacy Policy

From time to time, NYSIF may revise or update this Privacy Policy and our practices. If NYSIF makes any changes to either NYSIF’s practices or this Privacy Policy, NYSIF will change the "Effective Date" found at the beginning of this Privacy Policy.

You are free to decide whether or not to accept a revised version of this Privacy Policy, but accepting this Privacy Policy, as modified, is required for you to continue using our Online Resources. If you do not wish to be subject to the terms of this Privacy Policy and our privacy practices, or to any revised version of this Privacy Policy, your sole recourse is to cease your use of NYSIF’s Online Resources.

XV. Submit an Information Security Letter of Clearance

When any individual or entity transacting business online with NYSIF experiences a cybersecurity breach of their email account, including any employee accounts, or IT systems, NYSIF reserves the right to revoke access to any NYSIF Online Resources, and regardless of whether access has been revoked, require a letter of clearance before NYSIF can resume normal business interaction with the individual or entity.

An individual or entity must submit a completed request for a letter of clearance that includes the information listed below to NYSIF before NYSIF can resume normal business operations with the individual or entity and, if applicable, restore access to NYSIF Online Resources. Please email your letter of clearance request to NYSIF's Information Security Office at eml-iso@nysif.com or fax it to 212.312.7118.

The following Information must be included in your request for a letter of clearance.

Date of event
Nature of event
Resolution (Include if the malware has been securely removed, if the system has been hardened/patched/updated and if the email address or IT system is now safe to use.)

XVI. Contact Information

For questions regarding maintenance of information and/or opting out of mailing lists, or to correct inaccuracies in information collected through NYSIF’s Online Resources, please contact the Privacy Compliance Officer at: