Social Security Numbers are highly confidential and legally protected data. FormFire respects this fact and takes every possible step to ensure SSNs are used properly and stored securely. This document serves to provide transparency to our policy and answer frequently asked questions regarding SSNs.
Why are social security numbers are required?
The SSN is used for identification by the IRS and other government entities regarding tax purposes and confirmation employees were offered health insurance by an Employer. In addition, medical carriers currently working with FormFire require SSNs to write a new medical policy. Some also require SSNs to provide medically-underwritten rates to an employer seeking confirmed pricing upfront. All medical carriers require this data whether you're using FormFire to apply for coverage or a standard paper application.
How does FormFire use social security numbers?
We, FormFire, do not have a legal requirement for SSNs. FormFire uses SSNs solely for the purpose of aiding employees applying for medical coverage. This includes providing medical carriers with SSNs where required. Additionally, SSNs can be used to help monitor the status of employees who have not yet created a FormFire account. Once an employee creates a FormFire account, the SSN is no longer used as a unique identifier. We do not sell or rent your personal information to anyone. For more information regarding your privacy, please refer to FormFire's privacy statement.
How are social security numbers stored?
SSNs are stored securely with the rest of your Protected Health Information in FormFire's data center. FormFire's servers are audited regularly by third party security experts and accessible only by authorized personnel.
What's the difference between FormFire and paper applications?
Unlike paper applications, FormFire follows strict guidelines for routing user data which is actually more private than paper. Where paper applications can be viewed by anyone with physical access to them, FormFire securely routes user information directly to those legally allowed by HIPAA to view it. This ensures SSNs can't be lost in the mail or viewed by unauthorized personnel.
What if employees don't want to use FormFire?
Since carriers require SSNs, unfortunately the only option is to use paper applications to apply to each carrier. Employees who apply this way will still need to provide SSNs.