PRIVACY POLICY
The National ICE Association
This Privacy Policy explains how The National ICE Association (“NICE,” “we,” “us,” or “our”) collects, uses, discloses, protects, and retains information in connection with the NICE website, member portal, mobile or web applications, enrollment process, membership administration, benefits, claims/incidents, billing, communications, and related services, including digital services, platforms, and systems provided through NICE and/or OGG Government Services (“OGG”) (collectively, the “Services”).
Because NICE serves members who may work in law enforcement, public safety, government, and other sensitive roles, NICE treats member identity, employment, claims/incidents, and benefit information as sensitive operational information and is committed to limiting access and disclosure to legitimate business, benefit-administration, security, and legal purposes.
1. Information We Collect
Depending on how a person interacts with NICE, we may collect the following categories of information:
a) Identity and contact information, such as name, mailing address, email address, telephone number, date of birth, member ID, and account credentials.
b) Eligibility and employment information, such as employer or agency, position or classification, active or retired status, dates relevant to eligibility, and documents used to verify membership qualification.
c) Enrollment and membership records, including agreements, acknowledgments, signatures, plan selections, effective dates, status changes, cancellations, and communications.
d) Billing and payment information, including dues amounts, payment status, transaction references, payroll-allotment information, and payment-processor tokens or identifiers. NICE does not store full payment card numbers. NICE uses a third-party payment processor that is PCI compliant.
e) Benefit, claim, and incident information, including descriptions of events, dates, documents, correspondence, provider referrals, status information, and other information a member submits to request or administer a benefit.
f) Sensitive professional, legal, or health-related information when a member voluntarily provides it in connection with a benefit, claim/incident, counseling or wellness service, or other member request.
g) Communications with NICE, including customer-support inquiries, portal messages, forms, surveys, call notes, and records of notices sent to or received from a member.
h) Technical and usage information, such as IP address, browser and device information, login activity, security events, page interactions, cookies, and similar technologies used to operate and secure the Services.
2. How We Use Information
NICE may use information to:
a) Establish, verify, administer, and maintain membership and benefit eligibility.
b) Process enrollment, billing, recurring dues, payroll-allotment reconciliation, cancellations, refunds, credits, and account status.
c) Receive, document, route, and administer benefit requests and claims/incidents.
d) Provide information to insurance carriers, law firms, licensed professionals, sponsoring organizations, and other benefit providers when necessary to administer a benefit.
e) Authenticate users; detect, prevent, investigate, and respond to fraud, account compromise, misuse, cyber threats, or other security incidents.
f) Communicate about membership, billing, benefits, policy changes, claims/incidents, support, security, and legal or regulatory matters.
g) Maintain audit trails, records, reporting, reconciliation, quality control, and operational analytics.
h) Comply with law, lawful process, contractual obligations, insurance requirements, audits, and requests from regulators or government authorities where legally required.
i) Protect the rights, safety, security, and legitimate interests of NICE, members, providers, sponsoring organizations, and others.
3. How We Share Information
NICE does not disclose member information indiscriminately. Information may be shared only as reasonably necessary for the purposes described in this Policy, including with:
a) Insurance carriers, program administrators, risk purchasing groups, brokers, law firms, assigned counsel, licensed professionals, counselors, and other benefit providers.
b) A member’s union, professional organization, association, or other sponsoring organization when necessary to administer the sponsored program, confirm eligibility or participation, reconcile program obligations, or as otherwise authorized or required by the applicable arrangement and law.
c) Payment processors, banks, payroll-allotment or payment-support providers, and e-signature services.
d) CRM/platform providers, cloud hosting, secure storage, communications, cybersecurity, analytics, and other vendors that support NICE operations, including OGG systems and services used by NICE to provide or administer digital Services, member portal functions, membership administration, benefits, claims/incidents, billing, and related Services.
e) Professional advisers such as attorneys, accountants, auditors, insurers, and consultants subject to appropriate confidentiality obligations.
f) Government authorities, courts, regulators, law enforcement, or other parties when disclosure is required by law, legal process, or necessary to protect rights, safety, security, or prevent fraud or abuse.
g) A successor, purchaser, or transaction counterparty in a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality and applicable law.
NICE does not use claim/incident content or sensitive benefit information for targeted advertising. NICE does not sell member personal information for monetary consideration.
4. Claims, Legal Matters, and Sensitive Information
Members should use the secure NICE and/or OGG member portal or another NICE-approved secure method for claims/incidents and sensitive documents. Members should not send highly sensitive claim, legal, health, or identity information through unsecured channels unless instructed to do so by NICE or an applicable provider.
Information relating to insurance claims, legal matters, counseling, or licensed professional services may also be subject to the privacy, confidentiality, privilege, record-retention, and disclosure rules of the applicable carrier, law firm, professional, or provider. NICE does not control those independent providers’ privacy practices and members should review any provider-specific notices that apply.
5. Security
NICE uses administrative, technical, and physical safeguards designed to protect member information. NICE’s security program is intended to include role-based least-privilege access, multi-factor authentication for administrative users, encryption in transit and at rest where appropriate, secure cloud infrastructure, logging and audit controls, monitoring and alerting, backups and recovery procedures, vendor security review, and periodic security testing.
NICE may use NICE and/or OGG systems to provide, administer, host, or secure digital Services and member information.
No system can be guaranteed to be completely secure. Members are responsible for protecting their account credentials, using unique passwords, enabling available security features, and promptly notifying NICE of suspected unauthorized access.
6. Data Minimization and Access Controls
NICE seeks to collect only information reasonably necessary for membership, benefits, billing, security, compliance, and operations. Access to sensitive member information is limited to personnel and service providers with a legitimate need to know. NICE may separate or restrict access to claims, legal matters, payment information, and other sensitive records based on role and purpose.
7. Data Retention
NICE retains information for as long as reasonably necessary to administer membership and benefits, satisfy contractual and insurance requirements, maintain audit and reconciliation records, resolve disputes, enforce agreements, meet legal or regulatory obligations, and protect legitimate business interests.
Retention periods may vary by record type and provider requirement. Information may be retained longer when subject to a legal hold, active claim, investigation, audit, or other preservation requirement.
8. Cookies and Similar Technologies
NICE may use cookies, session identifiers, device information, logs, and similar technologies to operate the NICE and/or OGG website, member portal, and digital Services, maintain sessions, remember preferences, measure performance, prevent fraud, and protect account security.
Where required by law, NICE will provide additional notice or choice regarding non-essential cookies or similar technologies.
9. Member Choices and Privacy Rights
Members may update certain account information through the NICE and/or OGG member portal or by contacting NICE. Depending on applicable law and the Member’s jurisdiction, a Member may have rights to request access, correction, deletion, restriction, portability, or other treatment of personal information.
These rights may be limited by legal, insurance, audit, security, record-retention, or contractual obligations. NICE may need to verify identity before fulfilling a privacy request. A request to delete information does not require NICE to delete records that must be retained for insurance, claims, legal, fraud-prevention, accounting, audit, security, or other lawful purposes.
10. Communications
NICE may send transactional and service communications relating to membership, billing, benefits, claims/incidents, security, policy changes, and account administration. Marketing communications, if any, will be handled in accordance with applicable law and available opt-out mechanisms. Opting out of marketing does not stop necessary service or legal communications.
11. Children
NICE membership is intended for eligible adults and is not directed to children. Family-related benefits may involve information about dependents when necessary to provide a benefit, but NICE does not knowingly solicit children to create independent NICE membership accounts unless a specific program expressly permits it and appropriate authorization is obtained.
12. State-Specific and Other Supplemental Notices
Privacy rights and disclosure obligations may vary by jurisdiction. NICE may provide supplemental state-specific, federal, or provider-specific privacy notices when required. If a supplemental notice conflicts with this Policy, the supplemental notice controls for the scope it addresses.
13. Changes to This Privacy Policy
NICE may update this Privacy Policy from time to time. The current version will be posted through the NICE website and/or NICE or OGG member platform, and material changes will be communicated when required by law or reasonably appropriate.
14. Contacting NICE
Privacy questions, requests, or concerns may be submitted through the contact method designated in the NICE and/or OGG member portal or on The National ICE Association website.
-The National ICE Association