§ 505B.1 — Notices and documents delivered by electronic means

Iowa § 505B.1

• Jurisdiction: Iowa
• Title XIII: COMMERCE
• Ch. 505B: INSURANCE NOTICES AND DOCUMENTS — ELECTRONIC DELIVERY AND POSTING

Text

1. As used in this chapter, unless the context otherwise requires:
a. “Deliveredbyelectronicmeans”,“deliverbyelectronicmeans”,or“deliverybyelectronic
means” means any of the following:
(1) Deliverytoanelectronicmailaddressatwhichapartyhasconsentedtoreceivenotices
or documents.
(2) Posting on an electronic network or site accessible via the internet, a mobile
application, computer, mobile device, tablet, or any other electronic device, together with
separate notice of the posting which shall be provided by electronic mail to the address at
which the party has consented to receive notice or by any other delivery method that has
been consented to by the party.
b. “Party” means a recipient of a notice or document required as part of an insurance
transaction,includingbutnotlimitedtoanapplicant,aninsured,apolicyholder,oranannuity
contract holder.
2. a. Subject to the requirements of this section, except for a notice of cancellation,
nonrenewal, or termination, any notice to a party or any other document required under
applicable law in an insurance transaction or that is to serve as evidence of insurance
coverage may be delivered, stored, or presented by electronic means so long as the notice or
document meets the requirements of chapter 554D.
b. A notice of cancellation, nonrenewal, or termination shall be delivered by mail as
provided by law and shall not be delivered by electronic means unless the notice is sent
and received as required pursuant to section 554D.117 in a manner that is verifiable and
is approved by the commissioner by rules adopted pursuant to chapter 17A. Delivery of
a notice or document by electronic means in a manner that meets the requirements of
chapter 554D and this chapter, and in a manner that is verifiable and is approved by the
commissioner by rule, may be used in lieu of delivery by mail. Nothing in this section
shall prohibit the delivery of a courtesy copy of a notice of cancellation, nonrenewal, or
termination by electronic means even if the manner of electronic delivery has not been
approved by the commissioner by rule if both of the following requirements are met:
(1) The notice of cancellation, nonrenewal, or termination is properly delivered by mail
as provided by law.
(2) The requirements of subsection 4 are satisfied.
3. Delivery of a notice or document in accordance with this section shall be considered
equivalent to any delivery method required under applicable law, including delivery by first
class mail; first class mail, postage prepaid; certified mail; certificate of mail; or certificate of
mailing.
4. A notice or document may be delivered by electronic means by an insurer to a party
under this section if all of the following occur:
a. The party has affirmatively consented to such method of delivery and has not
withdrawn the consent.
b. The party, before giving consent, is provided with a clear and conspicuous statement
informing the party of the following:
(1) The right of the party to have the notice or document provided or made available in
paper form.
(2) The right of the party to withdraw consent to have a notice or document delivered
by electronic means and any conditions or consequences imposed in the event consent is
withdrawn.
§505B.1, INSURANCE NOTICES & DOCUMENTS — ELECTRONIC DELIVERY & POSTING 2
(3) Whether the party’s consent applies as follows:
(a) Onlytotheparticulartransactionastowhichthenoticeordocumentmustbeprovided.
(b) To notices of cancellation, nonrenewal, or termination.
(c) To other identified categories of notices or documents that may be delivered by
electronic means during the course of the parties’ relationship.
(4) Themeans,afterconsentisgiven,bywhichapartymayobtainapapercopyofanotice
or document delivered by electronic means.
(5) The procedure a party must follow to withdraw consent to have a notice or document
delivered by electronic means and to update information needed to contact the party
electronically.
c. Both of the following occur:
(1) Before giving consent, the party is provided with a statement of the hardware and
software requirements for access to and retention of a notice or document delivered by
electronic means.
(2) The party consents electronically, or confirms consent electronically, in a manner that
reasonably demonstrates that the party can access information in the electronic form that
will be used for notices or documents delivered by electronic means as to which the party has
given consent.
d. After consent of the party is given, the insurer, in the event a change in the hardware or
softwarerequirementsneededtoaccessorretainanoticeordocumentdeliveredbyelectronic
means creates a material risk that the party will not be able to access or retain a subsequent
notice or document to which the consent applies, does the following:
(1) Provides the party with a statement of the following:
(a) The revised hardware and software requirements for access to and retention of a
notice or document delivered by electronic means.
(b) The right of the party to withdraw consent without the imposition of any condition or
consequence that was not disclosed under paragraph “b”, subparagraph (2).
(2) Complies with paragraph “b”.
5. a. For purposes of this subsection, “consumer” and “portable electronics insurance”
mean the same as defined in section 522E.1.
b. Notwithstanding subsection 4, affirmative consent from a party to have notices and
documents delivered by electronic means for portable electronics insurance sold pursuant to
chapter 522E is obtained if a consumer provides an electronic mail address and the consumer
is provided at the point of sale, or prior to the point of sale, a conspicuously located disclosure
advising the consumer that the consumer is giving affirmative consent. The disclosure must
also advise the consumer of the consumer’s right to receive a paper copy of notices and
documents and of the process by which the consumer can opt out of delivery by electronic
means.
6. This section does not affect requirements related to content or timing of any notice or
document required under applicable law.
7. If a provision of this title or applicable law requiring a notice or document to be
provided to a party expressly requires verification or acknowledgment of receipt of the
notice or document, the notice or document may be delivered by electronic means only if
the method used provides for verification or acknowledgment of receipt.
8. The legal effectiveness, validity, or enforceability of any contract or policy of insurance
executed by a party shall not be denied solely because of the failure to obtain electronic
consent or confirmation of consent of the party in accordance with subsection 4, paragraph
“c”, subparagraph (2).
9. a. A withdrawal of consent by a party does not affect the legal effectiveness, validity,
or enforceability of a notice or document delivered by electronic means to the party before
the withdrawal of consent is effective.
b. A withdrawal of consent by a party is effective within a reasonable period of time after
receipt of the withdrawal by the insurer.
c. Failure by an insurer to comply with subsection 4, paragraph “d”, may be treated, at the
election of the party, as a withdrawal of consent for purposes of this section.
10. This section does not apply to a notice or document delivered by an insurer in an
3 INSURANCE NOTICES & DOCUMENTS — ELECTRONIC DELIVERY & POSTING, §505B.1
electronic form before July 1, 2014, to a party who, before that date, has consented to receive
a notice or document in an electronic form otherwise allowed by law.
11. If the consent of a party to receive certain notices or documents in an electronic form
is on file with an insurer before July 1, 2014, and pursuant to this section an insurer intends
to deliver additional notices or documents to such party in an electronic form, then prior to
delivering such additional notices or documents electronically, the insurer shall do all of the
following:
a. Provide the party with a statement that describes all of the following:
(1) The notices or documents that will be delivered by electronic means under this section
that were not previously delivered electronically.
(2) The party’s right to withdraw consent to have notices or documents delivered by
electronic means without the imposition of any condition or consequence that was not
disclosed at the time of initial consent.
b. Comply with all of the requirements of subsection 4, paragraph “b”.
12. a. For purposes of this subsection:
(1) “Coveredemployee”or“employee”meansanindividualparticipatinginagrouphealth
plan who is entitled to notices and documents and who is an employee of the sponsor or
policyholder of the group health plan.
(2) “Covered person” or “person” means an individual participating in a group health plan
who is entitled to notices and documents.
(3) “Smartdevice”meansanelectronicdevicethatcombinesacellphonewithahand-held
computer and that offers internet access, and text or electronic mail capabilities.
b. Notwithstanding any provision of this section to the contrary, a sponsor or policyholder
of a group health plan may consent to notices and documents delivered by electronic means,
unless there is a federal requirement for a specific mode of delivery, on behalf of the sponsor
or policyholder’s covered employees and covered persons. For such consent to be effective,
the sponsor or policyholder shall do all of the following:
(1) (a) Assign each covered employee for whom consent is being given an electronic
mail address for employment-related purposes at which the employee may receive or
access notifications regarding posted notices and documents delivered by electronic means,
or require each employee for whom consent is being given to provide the sponsor or
policyholder with an electronic mail address or a smart device number at which the employee
may receive or access notifications regarding posted notices and documents delivered by
electronic means.
(b) Require each covered person, or a covered employee on behalf of a covered person, to
provide the sponsor or policyholder with an electronic mail address or a smart device number
at which the person may receive or access notifications regarding notices and documents
delivered by electronic means.
(2) Prior to delivery by electronic means of notices and documents to covered employees
and covered persons, the sponsor or policyholder shall provide a notification in paper form to
eachemployeeandeachpersonforwhomconsentisbeinggiventhatdoesallofthefollowing:
(a) Notifies the employee or person that notices and documents for the group health plan
willbepostedtoaninternetsitetowhichtheemployeeorpersonwillhavereasonableaccess.
(b) Confirms the electronic mail address or smart device number to which notifications
regarding notices and documents will be delivered by electronic means to the employee or
person.
(c) Providesinstructionsforaccessingnoticesordocumentsontheinternetsitedescribed
in subparagraph (2), subparagraph division (a).
(d) Provides the time period during which a specific type of notice or document delivered
by electronic means will remain accessible.
(e) Advises the employee or person that a paper form of a notice or document may be
requested and will be provided free of charge, and the process to request a paper form.
(f) Advises the employee or person of the right to opt out of delivery by electronic means
and the process to exercise that right.
(3) Providesnoticetoeachimpactedcoveredemployeeandeachimpactedcoveredperson
each time a notice or document is posted on the internet site described in subparagraph (2),
§505B.1, INSURANCE NOTICES & DOCUMENTS — ELECTRONIC DELIVERY & POSTING 4
subparagraph division (a). The notice may be delivered by electronic means to the covered
employee’s or covered person’s electronic mail address or smart device number and shall
include all of the following:
(a) A prominent statement that important information regarding the group health plan
has been posted on the internet site.
(b) The name of, or a description of, the notice or document.
(c) The internet site address or the hyperlink at which the notice or document may be
accessed.
(d) A statement of the recipient’s right to request the notice or document in paper form,
free of charge, and the process to exercise that right.
(e) A statement of the recipient’s right to opt out of delivery by electronic means and to
receive documents in paper form free of charge.
(f) The time period during which the notice or document will remain accessible on the
internet site.
(g) A telephone number for the insurer or the group health plan administrator.
13. An insurer shall deliver a notice or document by any other delivery method permitted
by law other than electronic means if either of the following occurs:
a. The insurer attempts to deliver the notice or document by electronic means and has a
reasonable basis for believing that the notice or document has not been received by the party.
b. The insurer becomes aware that the electronic mail address provided by the party is no
longer valid.
14. It shall be the exclusive responsibility of an insurer to satisfy the requirements of this
section and to deliver any notice or document sent to a party pursuant to this section.
15. This section shall not be construed to modify, limit, or supersede the provisions of the
federal Electronic Signatures in Global and National Commerce Act, Pub. L. No. 106-229, 114
Stat. 464 (2000), codified at 15 U.S.C. §7001 et seq., as amended.