Security & Technology

Website & Form Security

This website is hosted on Cloudflare Pages and served entirely over HTTPS with an active SSL certificate, so every page you visit and every form you submit is encrypted in transit. It is built as a static website — there is no database or server-side application running behind it, so there is no on-site store of your information for an attacker to target, and Cloudflare’s global network adds DDoS protection and edge security in front of every request.

Formspree

Web forms on this site submit securely over HTTPS to Formspree, which forwards submissions to our licensed agents. No form data is stored on the website itself.

AidaForm

Secure intake forms for more detailed information — including document-upload requests — are hosted on AidaForm, which provides encrypted data collection and secure file handling.

We do not store Social Security numbers, payment card details, or financial account numbers on the website.

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.

EZLynx

Our primary agency management system — where your policies, quotes, and coverage history are maintained. Purpose-built for independent agencies and operated as a secure, cloud-based system.

Keap (formerly Infusionsoft)

Our CRM for client communications, follow-ups, and relationship history, stored securely within Keap’s cloud environment.

Google Workspace

All email and internal collaboration runs on Google Workspace, protected by Google’s enterprise-grade security, including encryption at rest and in transit.

Zoom

Client calls and consultations use Zoom’s business platform, with encrypted video conferencing and access controls managed by Options Insurance.

AidaForm Secure Upload

When we need documents from you, we use AidaForm’s secure upload portal; files are transmitted and stored with encryption.

SignWell & Signaturely

Two e-signature platforms for documents that require your signature, both providing legally binding e-signatures with encrypted handling, tamper-evidence, and audit trails.

Each platform is maintained by its vendor with independent security certifications, regular vulnerability assessments, and appropriate data-protection practices.

Authentication & Access Controls

Multi-factor authentication (MFA) is required on every system we use — internal platforms and external carrier portals alike. Accessing any system that contains client data requires both a password and a second verification step, so a compromised password alone is not enough to gain access.

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

We do not share login credentials between employees. Every team member accesses systems under their own authenticated account, creating an auditable record for all data interactions.

Payment Security

How 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.

Agency-billed policies are a smaller category where Options Insurance collects premium on behalf of a carrier. For these, we use Simply Easier Payments, a PCI-DSS compliant payment-processing platform built specifically for insurance.

• Initial payment setup for new carrier-billed policies is transmitted 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 are processed through PCI-DSS compliant Simply Easier Payments
• Options Insurance does not store payment card numbers or bank account details
• Receipts and confirmations are issued by the payment processor or carrier

If you are ever asked to submit payment-card information through a channel that does not feel secure, stop and contact us directly at (952) 392-9508.

Document Handling

Options Insurance operates as a paperless agency — we do not retain physical paper documents for our clients. We handle documents through the following secure channels:

Secure upload portal: when we need a document from you, we use our AidaForm secure upload portal at optionsinsurance.aidaform.com. Files are transmitted and stored with encryption.

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, maintained by the carriers under their own security programs.

E-signatures: documents requiring your signature are handled through SignWell and Signaturely, with encrypted handling and audit trails.

• 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

Email & Communications Security

All Options.Health 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.

Phishing awareness: Options Insurance will never ask you to send payment, change banking information, or provide passwords via email. If you receive an email claiming to be from us that asks for any of these, do not act on it — call (952) 392-9508 to verify.

Physical Security

Our office is located at 102 N Jonathan Blvd #210, Chaska, MN 55318, and operates in a secured environment with the following 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
• Paperless operation — physical client documents are not retained long-term
• Physical documents received are returned, uploaded to secure 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 over 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. Carrying E&O above carrier requirements reflects our commitment to operating at a higher standard of professional accountability than the minimum.

Every licensed agent at Options Insurance is covered under our E&O policy. This is not a guarantee against errors — no such guarantee exists — but it is a commitment that we stand behind our work.

Your Role in Keeping Information Secure

Security is a shared responsibility. The most important things you can do when working with us are:

• Use our secure upload portal for sensitive documents 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 if anything appears incorrect
• Notify us promptly if your contact information changes
• Report suspicious activity — if a communication that claims to be from us feels wrong, trust that instinct and call us directly