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Web Data Privacy Notice
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This Privacy Notice is intended to comply with federal and state privacy protection laws and regulations. It is the policy of the Health Care Authority (HCA) to protect confidentiality of persons who apply for or are enrolled in HCA programs or who visit the HCA website. Violations of the privacy of any individual may result in corrective and/or disciplinary action against HCA employees or vendors, including possible dismissal from employment or referral for criminal prosecution.

It is HCA's policy that personal and protected health information of individuals applying for or enrolled in HCA's programs or visiting HCA's Web site will not be used or disclosed to any person or entity who has no need to know it (other than for the purpose for which the information was provided). An exception may occur when the individual who is the subject of the information authorizes use or disclosure or when use or disclosure is required by law or a court order. In such a case, only the minimum necessary information will be disclosed.

The HCA does not use any personal information about any HCA customer or Web site visitor for marketing activities.

This policy remains in effect until it is amended, replaced, or terminated. If you have a question about this policy or if you wish to report a violation, you will find contact information at the end of this notice.

This notice covers:

Information collected and how it is used

Information received from applicants and enrollees in HCA programs

The Health Care Authority (HCA) administers four statewide health care programs: Community Health Services (CHS), Basic Health (BH), the Prescription Drug Program (called Washington Rx), and the Public Employees Benefits Board (PEBB). The HCA also oversees the Uniform Medical Plan (UMP), a state-administered, self-insured preferred provider plan that is available to PEBB members. Each of these programs collects information from applicants. Personal information from applicants and enrollees is required by the BH, Washington Rx, and PEBB programs to determine eligibility for benefits and to administer the programs. Examples of personal information collected include: dates of birth, residence and work addresses, income, and occasionally protected health information (as in the case of an appeal or administrative hearing when benefits have been denied). This information is stored in HCA's information system and is used by HCA employees only when it is needed to carry out administrative requirements of the PEBB or BH programs. Only employees who need to know your personal information can see or use it. Privacy protections are also provided to deceased persons. (Exception: Information submitted for the Washington Rx Card Program and Endorsing Practitioner Registration List is collected by a vendor contracted with the HCA. The vendor is contractually required to follow the HCA's privacy practices.)

Information collected if you only browse this site

If you do nothing during your visit to our website but browse, read pages, or download information, we will gather and store certain information about your visit. This information does not identify you personally. We automatically collect and store the following information about the total number of visits to our website for counting and tracking purposes:

The Top 10 Internet Protocol Addresses and domain names used to access this site. The Internet Protocol Address is a numerical identifier assigned either to your Internet service provider or directly to your computer. These addresses can be translated to determine:

  • The domain names of your service provider (e.g., xcompany.com or yourschool.edu);
  • The type of browser and operating system used;
  • The number of users who have visited this site, by date and time;
  • The Web pages or services accessed at this site; and
  • The website visited prior to coming to this website.

The information we automatically collect or store is logged and used by the HCA only to track the total number of users and visits to our website, to improve the content of our Web services, and to help us understand how people are using our services. The HCA analyzes the website logs to determine how our website is being used, so that we may continually improve the site's usefulness to the public.

What we collect if you volunteer information

If during your visit to our website you participate in a survey, submit a feedback form, or perform some other transaction online, the following additional information will be collected:

  • The e-mail address, and contents of the e-mail or feedback form.
  • Information volunteered in response to a survey.
  • Information volunteered through an online form for any other purpose.

The information collected is not limited to text characters and may include audio, video, and graphic information formats you send us.

We use your e-mail to respond appropriately. This may be to respond to you, to address issues you may identify, to further improve our website, or to forward the e-mail to another agency for appropriate action. Survey information is used toward improving the program information and services the HCA provides to its customers. Information from other online forms is used to provide a service, improve the content of our Web services, and to help us understand how people are using our services.

Personal information and choice

If you provide information to HCA staff or vendors related to enrollment in one of HCA's programs

The HCA collects information about you and your family if you apply for or enroll in coverage provided through the BH or PEBB programs. This information is necessary to determine your eligibility for these programs and may be collected from you or may be obtained from other governmental agencies or divisions.

This information is required for HCA employees to access your specific account, verify your eligibility, and ensure that any information is released only to the appropriate person. You may choose not to provide personal information, but if you choose not to provide it we may be unable to verify your eligibility or coverage, or respond to your account-specific questions. If we are unable to verify your eligibility it will affect your coverage. If you choose not to provide information online, you will have to direct your inquiries or request information about your account in person, by telephone, or by mail.

Information submitted by Washington State providers participating in the Washington Rx's Endorsing Practitioner Registration List, and applicants for and enrollees in the Washington State Rx Card Program, is collected by an HCA-contracted vendor. This vendor is contractually required to adhere to the HCA's privacy practices.

If you provide information to HCA online during a visit to HCA's website

You may choose whether to provide personal information online.

"Personal information" is information about a person that is readily identifiable to that specific individual. Personal information includes such things as an individual's name, address, and phone number. A domain name or Internet Protocol Address is not considered personal information.

We collect no personal information through the website about you unless you voluntarily provide it to us by sending us an e-mail, submitting a feedback form, participating in a survey, or completing an online form. You may choose not to contact us by e-mail, submit a feedback form, participate in a survey, or provide any personal information using an online form. Your choice to not participate in these activities will not impair your ability to browse the HCA's website and read or download any information provided on the site. You may also choose to contact the HCA by mail or telephone, as shown in the Contact us page.

When information may be released

Without a court order or your written authorization , HCA will not release personal information about you to anyone other than you or the insurance plan or entity you have selected. Exceptions to this general rule include:

  • Limited information may be released to an employer, agency or group representative, or financial sponsor group to determine your eligibility and help administer the PEBB or BH programs.
  • Limited information regarding HCA employees may be provided to state and federal agencies; however, the information released will be limited to what is required by law.
  • Information about a minor child may be released to either parent, except as required by law.
  • Some information may be shared with the Washington State Department of Social and Health Services about persons enrolled in Basic Health Plus or the Maternity Benefits Program, as a foster parent, personal care worker, or home care worker.

If you wish to let another person (such as a friend or relative who is helping you) access your information stored at HCA, you must send HCA a written authorization permitting release of information to specified person or persons. The authorization must be signed, dated, and include the name(s) of the person(s) who may access information and their relationship to you. The authorization must include a description of what types of information HCA may release. Only the information specified will be released, so if it is desired that a person have access to all information, the authorization must specifically state that all information may be released.

The authorization must also provide the specific time period that the designated person may access information in HCA's records. When the designated person contacts the HCA, he or she will be required to provide the account I.D. number and will be asked to provide additional identifying information. If you choose, a password may be assigned that the designated person would have to provide before HCA will permit access to personal information.

Once an authorization is released, only the minimum necessary information will be released

It is HCA's policy that (except where disclosure is made for treatment purposes and as set forth above) all disclosures of protected or private information to others will be limited to the minimum amount of information needed to accomplish the purpose of the disclosure or request.

Records retention

All records of HCA's transactions are maintained in HCA's information system and state and federal standards for retention of those records will be followed. Personal information that is stored will be afforded the same protections as active records received.

Public access to information

In the state of Washington, laws exist to ensure that government is open and that the public has a right to access appropriate records and information possessed by state government. At the same time, there are exceptions to the public's right to access public records that serve various needs, including the privacy of individuals. Exceptions are provided by both state and federal laws.

All of the information collected by HCA becomes public record. Thus, it may be subject to inspection and copying by members of the public, unless an exemption in law exists. Pursuant to Chapter 70.02 RCW, medical records that identify you are not subject to public disclosure without your permission except under certain limited circumstances.RCW 42.56.070 (1) provides that:

Each agency, in accordance with published rules, shall make available for public inspection and copying all public records, unless the record falls within the specific exemptions of subsection (6) of this section, this chapter, or other statute which exempts or prohibits disclosure of specific information or records. To the extent required to prevent an unreasonable invasion of personal privacy interests protected by this chapter, an agency shall delete identifying details in a manner consistent with this chapter when it makes available or publishes any public record; however, in each case, the justification for the deletion shall be explained fully in writing.

In the event of a conflict between this Privacy Notice and the Public Records Act or other law governing the agency's disclosure of records, the Public Records Act or other applicable law will control.

Nondisclosure of certain personal information

The following laws may prevent HCA from disclosing the personal information about you, except as required to comply with a formal public disclosure request or a court order: RCW 26.10.150; RCW 42.56.050; RCW 42.56.230 and 42.56.280; and RCW 70.47.150.

Review and correction of personally identifiable information

You can review any personally identifiable information we collect about you by using the information in the Contact information section at the end of this notice. You may recommend changes to your personally identifiable information you believe to be inaccurate by submitting an e-mail or written request that credibly shows the inaccuracy. We will take reasonable steps to verify your identity before granting access or making corrections. (RCW 43.105.310)

If you believe that your personal information is being used for a purpose other than what was intended when submitted, or you believe that this policy has been violated by an HCA employee or an HCA contractor, you may contact the HCA's Public Disclosure Officer as shown in the Contact information section.

Users are cautioned that the collection of personal information requested from or volunteered by children online or by e-mail will be treated the same as information given by an adult, and may be subject to public access.

Cookies and applets

When using our e-services, we may place a temporary cookie on your computer. Cookies are simple text files stored on your computer by your web browser. They provide a method of distinguishing among visitors to the HCA website.

Cookies created on your computer by using this website do not contain personally identifying information and do not compromise your privacy or security. We use the cookie feature only to store a randomly generated identifying tag on your computer. You can refuse the cookie or delete the cookie file from your computer by using any of the widely available methods.

The HCA website does not use applets.

Security

The HCA takes precautions to safeguard personal information you provide through our Web services.

This information should not be construed in any way as giving business, legal, or other advice, or warranting as fail proof, the security of information provided via the HCA's website.

Disclaimer

The HCA website has many links to other websites. These include links to websites operated by other government agencies, nonprofit organizations, and private businesses. When you link to another site, you are no longer on the HCA website and this Privacy Notice no longer applies. When you link to another Web site, you are subject to the privacy policy of that new site.

Neither the state of Washington, nor any agency, officer, or employee of the state of Washington warrants the accuracy, reliability, or timeliness of any information published by this system, nor endorses any content, viewpoints, products, or services linked from this system, and shall not be held liable for any losses caused by reliance on the accuracy, reliability, or timeliness of such information. Portions of such information may be incorrect or not current. Any person or entity that relies on any information obtained from this system does so at their own risk.

Contact information

You may contact the HCA as follows:

To review your personal information, or request correction of your personal information:

Public Disclosure Officer
Health Care Authority
676 Woodland Square Loop SE
P.O. Box 42700
Olympia, WA 98504-2700
360-923-2720

To offer comments about HCA's website, or about the information presented in this Privacy Notice:

Public Affairs Web Manager
Health Care Authority
P.O. Box 42705
Olympia, WA 98504-2705
360-923-2774

Additional information regarding your privacy

Privacy and Your Health Information (large .pdf)

Your Health Information Privacy Rights (large .pdf)