Privacy Policy | Positive Physicians

Privacy Policy

Last Updated: August 1, 2026

Positive Physicians Insurance Company ("Positive Physicians", “we”, “us”, “our”) is committed to protecting the privacy of individuals who visit our website ("Visitors") and individuals who register to use the services offered by Positive Physicians on behalf of its clients ("Users") (collectively "you" or "your"). This Privacy Policy applies to data provided or collected through the Positive Physicians website located at www.positivephysicians.com (the “Website”), any associated web applications, and mobile apps owned and operated by Positive Physicians, as well as the services offered through the website and apps (collectively, the "Services"). It describes Positive Physicians' privacy practices in connection with your use of its website, web, and mobile apps and services. It also outlines the choices available to you regarding the use of your personal information ("Personal Information") and how you can access and update this information. The use of information collected through Positive Physicians' Services is limited to the purposes of providing the Services for which you have engaged Positive Physicians and as otherwise described in this Privacy Policy.

Privacy Principles

Positive Physicians follows these principles to protect your privacy:

We only collect Personal Information that is necessary to provide the Services.
We only use your Personal Information for the purposes specified in this Privacy Policy, unless you agree otherwise.
We only retain your Personal Information for as long as necessary for the purposes collected, and in accordance with applicable law.
Other than as specified in this Privacy Policy, we do not share your Personal Information with third parties.

What Information Do We Collect?

When you register with Positive Physicians, contact us or request information from us, apply for a job with us, or when we provide Services to you, we may collect the following categories of personal information from you, including through your use or visit to the Website:

Identifiers, such as your name, gender, job title or company name.
Contact information, such as your address or business address, phone number(s), or email address.
Financial data, such as bank account information and invoicing details.
Job applicant data, such as identification data and contact information, resumé and other data provided by you or third parties on our website.
Other service data, such as personal information relevant to the provision or receipt of our Services.

Cookie and device data, such as device identifier, browser type and version, IP address, geographic and demographic data, and browsing activity. Some information provided to us may, either alone or when connected with other information we may have, individually identify you, and that information is considered "Personal Information" as referred to in this Privacy Policy.

Information Related to Data Collected Through Positive Physicians Services

At times, Positive Physicians may collect certain information under the direction of its clients, including sensitive data such as data revealing an individual’s mental or physical health condition or diagnosis that may also be considered protected health information as the term is defined under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). While Positive Physicians has no direct relationship with the individuals to whom this protected health information pertains, Positive Physicians handles such information in accordance with HIPAA to the extent applicable.

Sources of Personal Information Collected

We obtain Personal Information from the following categories of sources:

Directly from you, such as through the “Contact Us” feature on our Website or when you complete forms.
Indirectly from you, such as observing your actions on our Website.
Third parties.

How Do We Use Your Personal Information?

Positive Physicians uses information, including Personal Information, provided by you to provide the Services, as well as for business purposes such as processing and performing business functions (e.g., alerts and notifications, billing), service improvement, research, marketing, website traffic analysis, and other related business purposes. If you apply for a job with us, we will collect, process, and store the information you provide for recruitment and employment purposes. We may also retain some of your information for a reasonable period for purposes of considering you for future positions.

How Do We Share Your Personal Information?

Positive Physicians may share non-personal information with third parties for business and marketing purposes.

Positive Physicians does not share your Personal Information or otherwise make your Personal Information available to any other parties except as provided in this Privacy Policy. We do not sell, rent, or exchange your Personal Information with third parties without your permission.

Positive Physicians may share your information, including Personal Information, in response to investigations, court orders, legal processes, or to investigate, prevent, or take action regarding illegal activities, suspected fraud, or situations involving potential threats to the physical safety of any person, violations of Positive Physicians' Terms of Service, or as otherwise required by law.

Positive Physicians may also share your Personal Information with our trusted third-party service providers, who help us to provide the Services. We will ensure that those service providers are obligated to protect your Personal Information under contract terms that are no less stringent than those set out in this Privacy Policy.

If Positive Physicians is involved in a merger, acquisition, or sale of all or a portion of its assets, your Personal Information may be transferred to the acquiring person or entity, and you will be notified via email and/or a prominent notice on our website of any material changes to this Privacy Policy.

Your Rights

If you are a resident of California, Delaware, Florida, Maryland, Nevada, New Hampshire, New Jersey, Rhode Island, or Texas, which grant their residents certain rights regarding their Personal Information (the “State Privacy Laws”), you have the following rights, subject to certain exceptions as set forth in the State Privacy Laws:

Access: you have the right to request a copy of Personal Information we have collected about you, whether we are processing your Personal Information, and certain information about how we have collected and used your Personal Information, such as the categories of Personal Information collected, the categories of sources from which we collected Personal Information, the business or commercial purpose for collecting and/or sharing personal information, the categories of third parties with which we share personal information, the categories of personal information that we sold or disclosed for a business purpose, and the categories of third parties to whom the personal information was sold or disclosed for a business purpose.
Correction: you have the right to request that we correct inaccurate Personal Information about you.
Deletion: you have the right to request that we delete Personal Information that we have collected about and/or from you.
Opt-out of the “sale” or “sharing”: you have the right to opt-out of the sale or sharing of your Personal Information. Positive Physicians does not sell your Personal Information. However, Positive Physicians’ use of third-party cookies may constitute a “sharing” of your Personal Information under the California Consumer Privacy Act of 2018, as amended (“CCPA”). You can opt-out of the “sharing” of your Personal Information as defined by the CCPA by updating your preferences upon clicking the “Do Not Sell or Share My Personal Information” link on our Website.
Opt-out of profiling/automated decision making: you have the right to opt-out of profiling activity that furthers solely automated decisions. Positive Physicians does not use your Personal Information to build a profile or perform automated decision-making that results in legal or similarly significant impacts that would cause opt-out rights to apply.
Non-Discrimination: you have the right not to be discriminated or retaliated against for exercising your privacy rights. Positive Physicians will not discriminate against you for exercising any of your privacy rights under the State Privacy Laws.

In addition, you have the right to appeal our denial of any request. If we deny your request, whether in whole or in part, we will inform you of the reason for the denial and provide you with information on how to appeal the decision. If we deny your appeal, we will also inform you of any online mechanism that may be available for you to contact the applicable attorney general.

Sensitive Data

Positive Physicians does not process sensitive personal data for the purpose of inferring characteristics about consumers.

Exercising Your Right to Access, Correct, or Delete Your Personal Information

You may submit requests to access, correct, or delete your Personal Information by contacting us via telephone, postal mail, or email at the contact information listed below. If you no longer wish to use our Services, you may deactivate your account following the procedure outlined in your contract with Positive Physicians. You may also withdraw your consent to our processing of your Personal Information at any time by contacting us; however, doing so may mean that we can no longer provide the Services to you.

Verification and Response to Requests

We are required to verify requests we receive. As part of this verification, we may ask you to provide certain information demonstrating your identity. If you have an authorized agent submit a request, we may require you to provide the authorized agent signed permission to do so, or we may ask you to verify your own identity directly with us and directly confirm that you provided the authorized agent permission to submit the request. We may decline all or a portion of your request if we are unable to verify your identity or authorization for an agent request, locate your information in our systems, or if you do not provide us with sufficient information to enable us to understand and respond. If we are unable to comply with your request, we will inform you of the reasons for declining to comply.

We will respond to verifiable data subject requests promptly, but in any event within 45 days of receiving your request.

Training and Compliance

Positive Physicians ensures that all individuals responsible for handling consumer inquiries about our privacy practices are informed of all applicable requirements and trained to respond to consumer data requests under the State Privacy Laws.

Data Processing Agreements

If Positive Physicians discloses Personal Information to a third-party service provider, such disclosure is made pursuant to a contract that prohibits the service provider from retaining, using, or disclosing the Personal Information for any purpose other than the specified purposes set forth in the contract, in compliance with the State Privacy Laws.

Record Keeping

Positive Physicians will maintain records of consumer requests made and our responses to those requests for at least 24 months, or otherwise in accordance with applicable law.

Security of Your Information

Positive Physicians is committed to protecting the security of your information and has implemented appropriate safeguards designed to protect your Personal Information in our custody and control and to minimize the risk of unauthorized access, use or disclosure. Unfortunately, however, the transmission of information via internet is not completely secure. While we endeavor to take steps to protect your Personal Information, we cannot guarantee the security of any data you disclose online or the security of our systems at all times. Any transmission of Personal Information is at your own risk.

How Do We Protect Your Information?

We follow generally accepted standards to protect Personal Information submitted to us, both during transmission and once we receive it. No method of transmission over the internet, or method of electronic storage, is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security. If you have any questions about security on our website, web applications, or services, please contact us using the contact information provided below.

Positive Physicians and its representatives will never request your account credentials. You should never share your account information, including your username and password, with anyone else. We recommend using a unique password for your Positive Physicians account that is not associated with other websites. Regularly check your account to ensure your Personal Information has not been tampered with or altered.

Any suspicious activity regarding your account, including automated messages or calls from parties you cannot identify, should be reported to us immediately using the contact information below.

How We May Contact You

Positive Physicians may send you a welcome email and, at times, service-related announcements. You cannot opt out of service-related emails, as these are necessary for providing the Services. If you wish to subscribe to our newsletter(s), we will use your name and email address to send these to you. You may opt out of receiving newsletters or marketing emails by following the unsubscribe instructions included in each email or by contacting us using the information below.

Retention of Personal Information

We will retain your Personal Information for as long as your account is active or as needed to provide you with the Services as set out in this Privacy Policy. In determining the appropriate retention period, we consider the nature and duration of our relationship with you. In all cases, we may retain Personal Information for additional time as required by applicable law, including retention and use as necessary to comply with our legal obligations, resolve disputes, enforce our agreements, or for other legitimate business purposes.

Cookies

Positive Physicians uses a tool called "cookies" to improve your customer experience. A cookie is a text file containing small amounts of information, which often includes an anonymous unique identifier, that can be downloaded to your device when you visit a website. We use cookies to gather information when you interact with our Website to save your preferences and to assist with basic site functions.

In addition to the cookies we use, some cookies are placed by third parties such as Google Analytics, as described below.

By using the Website, you agree to the use of cookies for the following purposes:

Necessary Cookies: these cookies do not store any personally identifiable data and are required to enable the basic features of the Website, such as providing secure log-in or adjusting your consent preferences.
Analytics Cookies: Google Analytics is a web analytics tool that allows us to understand how visitors engage with our Website. Google Analytics uses cookies to track visitor interactions. These cookies are used to store information, such as the time of the current visit, Website browsing activity, and the site that referred the visitor to our Website. You may disable this type of cookie by using the options presented by our cookie consent preferences banner.

To learn more about the cookies we use, please visit the Consent Preferences displayed on our Website. Please note, disabling cookies may limit your ability to access or view certain features and parts of our Website.

The use of cookies by our partners and affiliates is not covered by this Privacy Policy. We do not have access or control over those cookies. Our partners and affiliates use session ID and persistent cookies to better gauge interest in our Services.

Do Not Track

"Do Not Track" (DNT) is an option you can set in your web browser that sends a special signal to a website to disable its tracking of an individual user. As there is currently no universally-agreed upon standard for responding to a detected DNT signal, Positive Physicians does not respond to browsers’ DNT signals. We take privacy and meaningful choice seriously and will continue to monitor developments around DNT technology and its standardization.

Log Files

Like most websites, we gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data. We use this information, which does not directly identify individual users, to analyze trends, administer the site, track users' movements, and gather broad demographic information for aggregate use. We link this automatically-collected data to Personal Information to better gauge our users' needs and interests and provide specific information to best serve them.

Links to Other Websites

Our website may include links to other websites whose privacy practices may differ from those of Positive Physicians. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.

Publicly Accessible Parts of Our Website and Social Media Links

Our website may provide links to our social media pages, such as our LinkedIn page. When you click on these links, you will be directed to a third-party website where different privacy practices may apply. These websites may use cookies or other tracking technologies to collect information about you. We do not control how these third-party websites operate and encourage you to review the privacy policy of any third-party website you visit, as your interactions on those sites are governed by their privacy policies.

Updates to This Privacy Policy

Positive Physicians may update this Privacy Policy periodically as our privacy practices change or as required by applicable legal requirements. We will notify you of significant changes in our handling of Personal Information by sending a notice to the primary email address specified in your account or by placing a prominent notice on our website. We encourage you to periodically review this page for the latest information on our privacy practices.

International Transfers

Wherever you use our website or access our Services, you understand and acknowledge that we may transfer, process, and store information about you in the United States and other countries, both within and outside of the United States and the European Economic Area. By providing us with your information and using our Services, you consent to the transfer to, and the processing and storage of your information in, countries outside of your country of residence, which may have data protection laws different than those in your country.

Access to Data Controlled by Our Clients

Positive Physicians has no direct relationship with the individuals whose personal data it processes. An individual who seeks access or who seeks to access, correct, or delete inaccurate data should direct their request to the applicable Positive Physicians client (the data controller) who can respond to the request or otherwise provide appropriate instructions to Positive Physicians.

Account Deletion Requests

To request the deletion of your account and associated data, please follow these steps:

Mobile App Users: You may directly process your account deletion within the mobile app by accessing Profile -> Settings and submitting an account deletion request (feature available if your app supports new account creation). This deletion request will be submitted for processing immediately and will delete your account and personal information, including your name, email address, phone number, mailing address, and employer.
Web Portal Users: Visit our support page at positivephysicians.com/contact specifying that you would like to delete your account. Please include all necessary information to verify your identity, such as your first name, last name, and email address used when creating the account. We may contact you if we require additional information to verify your identity before processing the deletion request.

Please note that legal and regulatory data associated with insurance claims or incidents may need to be retained and will not be deleted in accordance with applicable federal and state guidelines.

Data Retention for Legal and Regulatory Reasons

In some cases, we may need to retain certain insurance data to comply with legal or regulatory federal and state guidelines or to resolve disputes. In such instances, the retained data will be securely stored and only used for the specific purpose(s) for which it is retained as necessary.

Communicating With Us

For questions related to this Privacy Policy or our privacy practices, or to submit a data subject request, please contact:

Positive Physicians Insurance Company
40 Monument Road, Suite 106
Bala Cynwyd, PA 19004

Phone: 888.335.5335

Web: Get In Touch | Positive Physicians

Email: communications@positivephysicians.com