Your information is handled
with the care it deserves.

Website & Form Security

The Options Insurance website at options-insurance.com is served entirely over HTTPS with an active SSL certificate issued through GoDaddy. Every page you visit and every form you submit is encrypted in transit using industry-standard TLS encryption. You can verify this by the padlock icon in your browser’s address bar.

We use several form and intake platforms to collect information from prospective and existing clients, all of which operate over encrypted connections:

Platforms We Use to Handle Your Data

Your information is handled through a purpose-built set of insurance and business platforms, each selected for security, regulatory compliance, and fitness for an independent insurance agency environment.

Each of these platforms is maintained by their respective vendors with independent security certifications, regular vulnerability assessments, and data protection practices appropriate to the nature of the data they process. We review our platform choices regularly and update them when better options become available.

Authentication & Access Controls

Multi-factor authentication (MFA) is required on all systems used by Options Insurance — both internal platforms like Google Workspace and Keap, and external platforms including carrier portals used to obtain quotes and bind coverage.

This means that accessing any system containing client data requires both a password and a second verification step — typically an authentication app or SMS code. A compromised password alone is not sufficient to access client information.

• MFA required on Google Workspace (email, Drive, and all Google services)
• MFA required on EZLynx agency management system
• MFA required on Keap CRM
• MFA required on all carrier quoting and servicing portals
• MFA required on GoDaddy hosting and domain management
• Individual user accounts — no shared logins across team members
• Access privileges reviewed when staff roles change or employment ends
• MFA required on SignWell and Signaturely e-signature platforms

Payment Security

The way insurance premiums are paid depends on how a policy is structured:

Carrier-billed policies are the most common arrangement. For new policies, Options Insurance transmits your initial payment information to the carrier’s secure portal on your behalf to set up billing. For existing policies, we can also assist you with updating payment information — such as a new card or bank account — by transmitting the updated details securely to the carrier. Payment data is transmitted directly to the carrier and is not retained by Options Insurance after transmission.

Agency-billed policies are a smaller category where Options Insurance collects premium on behalf of a carrier. For these payments, we use Simply Easier Payments, a payment processing platform built specifically for independent insurance agencies. Simply Easier Payments is PCI-DSS compliant, meaning it meets the Payment Card Industry’s Data Security Standard for handling cardholder data.

• Initial payment setup for new carrier-billed policies is transmitted by Options Insurance to the carrier on your behalf
• We can assist with updating payment information on existing carrier-billed policies
• Payment data transmitted to carriers is not retained by Options Insurance after the transaction
• Agency-billed payments processed through PCI-DSS compliant Simply Easier Payments
• Options Insurance does not store payment card numbers or bank account details
• Payment receipts and confirmations are issued by the payment processor or carrier, not stored on our website

Document Handling

Options Insurance operates as a paperless agency. We do not retain physical paper documents for our clients. Any physical document we receive — such as a prior policy or a signed application — is handled in one of three ways: returned to you, uploaded to our secure document storage platforms, or shredded. No client documents sit in physical filing indefinitely.

We handle documents through the following secure channels:

Secure Upload Portal: When we need you to send us a document, we use our AidaForm secure upload portal at optionsinsurance.aidaform.com. Files uploaded through this portal are transmitted and stored with encryption. You should never send sensitive documents — such as those containing Social Security numbers or financial account information — as unencrypted email attachments.

Secure Document Storage: Documents that need to be retained are stored within our secure agency platforms — EZLynx and carrier portals — not on local drives or unsecured file shares.

Carrier Portals: Most policy applications, endorsements, and declarations are handled directly within carrier portals. These portals are maintained by the carriers themselves under their own security standards and regulatory compliance obligations.

E-Signatures: When documents require your signature, we use SignWell and Signaturely — two dedicated e-signature platforms that provide legally binding electronic signatures with encrypted document handling and full audit trails. We do not request wet signatures by mail when an e-signature solution is available.

• Options Insurance is a paperless agency — no long-term physical document retention
• Physical documents received are returned, uploaded to secure storage, or shredded
• Use our secure upload portal for sensitive documents rather than email attachments
• Policy documents issued by carriers are delivered through carrier portals or secure email
• E-signatures handled through SignWell and Signaturely with encrypted audit trails

Email & Communications Security

All Options Insurance email operates through Google Workspace, which provides enterprise-grade email security including:

• TLS encryption for email in transit between servers
• Encryption at rest for stored email and attachments
• Advanced spam, phishing, and malware filtering through Google’s threat intelligence
• Multi-factor authentication required on all agent accounts
• Administrative controls preventing unauthorized account access

Phone and video consultations are conducted through Zoom’s business platform, which provides encrypted audio and video transmission and is subject to Zoom’s enterprise security standards.

Physical Security

Options Insurance is located at 102 N Jonathan Blvd #210, Chaska, MN 55318. Our office operates in a secured environment with the following physical controls:

• Building access requires a key — the building is locked to the public
• Suite access requires a separate key — the office is locked independently of the building
• Options Insurance is a paperless agency — physical client documents are not retained long-term
• Physical documents received are either returned to the client, uploaded to secure document storage, or shredded
• Document disposal is by secure shredding, not general recycling
• Workstations are password-protected and lock automatically after inactivity

Client meetings held at our office or via Zoom are conducted in private. We do not discuss client information in shared or public spaces.

Errors & Omissions Coverage

Options Insurance carries Errors & Omissions (E&O) professional liability insurance with limits in excess of the requirements set by the carriers we represent. E&O insurance is the professional liability coverage for insurance agencies — it protects clients in the event that an agency error or omission results in a coverage gap or financial loss.

Carrying E&O above carrier requirements reflects our commitment to operating at a higher standard of professional accountability than the minimum. It also means that if something goes wrong as a result of our professional advice or actions, you have a meaningful recourse beyond just our word.

Your Role in Keeping Information Secure

Security is a shared responsibility. Here are the most important things you can do when working with Options Insurance to keep your information secure:

• Use our secure upload portal for documents containing sensitive personal information rather than email attachments
• Verify requests before acting — if you receive an unusual request that appears to be from Options Insurance, call (952) 392-9508 to confirm before responding
• Keep your own email account secure with a strong password and two-factor authentication — most identity theft begins with a compromised personal email account
• Review your policy documents when you receive them and contact us immediately if anything appears incorrect
• Notify us promptly if your contact information changes — an outdated phone number or email address can prevent us from reaching you about important policy changes
• Report suspicious activity — if you receive a communication that claims to be from Options Insurance and feels wrong, trust that instinct and call us directly

Questions or Concerns

If you have a question about how we handle your information, want to report a security concern, or believe your data may have been compromised in any way, please contact us immediately: