Our agency only sells long-term care policies. Does the information in an application need to be encrypted?+
Yes, you must protect the information on an application by encrypting the transmission for current clients if they have a change in their policy and new clients. This is regulated under Gramm-Leach-Bliley and applies to all insurance agencies that sell financial products.
If I am sending a scanned copy of a master app. to an insurance company, is it required I encrypt the file?+
Yes, anytime you transmit Protected Health Information (PHI) or Non Public Personal Information (NPPI) you must encrypt it. Your best policy is to encrypt it if there is any question.
Is Gmail an acceptable email encryption solution?+
No, Gmail encrypts email over their network, only protecting data that is on their servers. Email in transit on other servers on the Internet are vulnerable unless you adopt a solution that provides client-side encryption.