What is a data call in insurance?

A data call in insurance refers to when an insurance company requests specific information from policyholders or claimants in order to properly assess and rate policies or process claims. Data calls allow insurers to gather relevant data to help ensure accurate underwriting, rating, and claims processing.

Why Do Insurance Companies Issue Data Calls?

There are several reasons why an insurance company may need to issue a data call:

  • To obtain additional information during underwriting – Insurers may request supplementary data not included on the initial application to help properly assess and rate a policy based on risk.
  • To re-underwrite or re-rate existing policies – Data calls may be used to re-evaluate policies at renewal to ensure premiums accurately reflect risk.
  • To process and investigate claims – Detailed information is often required to confirm claims are valid and properly pay out according to policy terms.
  • To comply with regulations – Insurance companies may be required by law to collect certain data from policyholders or claimants.
  • To update policyholder information – Data calls help ensure insurer records are up-to-date and accurate.

Overall, data calls allow insurers to make informed decisions based on a complete understanding of risk exposure, ensuring fair and accurate policy pricing and claims settlement.

What Kind of Information is Requested in a Data Call?

The specific information requested in a data call can vary considerably depending on the type of insurance policy and the reason behind the data call. Here are some examples of information commonly requested:

Underwriting Data Calls

  • Medical history
  • Driving record
  • Vehicle information such as VIN number or usage
  • Age, marital status, occupation
  • Claims history
  • Inspection reports
  • Financial information such as income or credit score

Renewal or Re-rating Data Calls

  • Updated personal information
  • New claims/violations since last renewal
  • Changes in property condition or use
  • Updated valuations
  • Driver list changes

Claims Data Calls

  • Police reports
  • Estimates for repairs
  • Medical records
  • Eyewitness statements
  • Photographs or video
  • Billing or expense documentation
  • Mileage logs

Providing complete and accurate information in response to insurer data calls allows for smooth underwriting, rating, and claims settlement processes.

How are Insurance Data Calls Made?

Insurers can request policyholder information through various methods of communication. Common ways data calls are made include:

  • Letters or Emails – The insurer sends a written request detailing the specific information needed.
  • Telephone – An insurer’s representative may call the policyholder directly to gather information or conduct an interview.
  • In-Person – An agent may schedule a face-to-face meeting to collect data.
  • Online Forms – Customers may be asked to complete electronic questionnaires through a web portal or app.
  • Third-Party Inspections – Specialized inspectors hired by the insurer examine property/vehicles and report findings.

The methods used will depend on the type and sensitivity of information required as well as policyholder preferences for communication.

What Happens if a Policyholder Does Not Respond to a Data Call?

It is important for policyholders to respond to insurer data calls in a timely and comprehensive manner. Failure to respond can result in the following consequences:

  • Delayed underwriting or rating – The policy application or renewal cannot be fully processed without the requested information.
  • Assumption of higher risk – The insurer may assume a higher level of risk for the applicant and rate the policy at a higher premium.
  • Denial of application – Without the required data, the insurer may not be able to assess risk accurately and may deny coverage.
  • Non-renewal of policy – Existing policies may not be renewed at the current terms if data calls are not honored.
  • Denial of claims – Claims cannot be thoroughly investigated and validated without supporting documents requested through data calls.
  • Suspension of benefits – Failure to provide requested claims information may result in delays or termination of claim payments.

The consequences largely depend on the insurer’s protocols and regulatory requirements. Most insurers will work with policyholders to obtain needed information before taking any punitive action.

How Can Policyholders Comply with Data Calls?

Policyholders should take the following steps when they receive an insurance data call request:

  1. Carefully review the request – Make sure you understand exactly what information is needed and why it is being requested.
  2. Gather the required information – Locate all applicable documentation and compile it for submission.
  3. Provide information by the deadline – Submit all requested data by the insurer’s due date for prompt processing.
  4. Ask questions if needed – If any part of the request is unclear, contact the insurer for clarification right away.
  5. Submit through approved channels – Use the insurer’s specified communication methods to send data.
  6. Follow up on submission – Politely verify the insurer received the provided information after submission.
  7. Save copies for records – Retain copies of any documents or correspondence related to the data call.

Following these best practices helps streamline the process for both policyholders and insurers.

Can Policyholders Refuse to Comply with Data Calls?

Policyholders technically can refuse to comply with insurer data calls, but doing so almost always has negative consequences:

  • The insurer cannot process the policy application or renewal.
  • Claims cannot be thoroughly investigated and paid out.
  • The policy may need to be cancelled altogether.

Unless the request is overly broad or invasive of privacy, most information sought in data calls is standard and reasonable for insurers to properly do their job. Outright refusing compliance is not advisable.

If a policyholder does not want to provide certain sensitive information, it is better to discuss concerns directly with the insurer instead of refusing the data call outright. In some cases, the insurer may be able to make exceptions or find alternatives.

Can Policyholders Negotiate the Terms of Data Calls?

In general, the data points requested in insurance data calls are standardized and cannot be negotiated. The insurer requires certain information to assess policies and claims accurately. Requests are also shaped by insurance regulations and legal compliance needs, which limit flexibilty.

That said, some minor negotiation may be possible in certain scenarios, such as:

  • If the volume of information requested is excessive, it may be possible to narrow the scope.
  • Policyholders may be able to request extended deadlines for supplying data.
  • Alternative communication methods can sometimes be arranged if needed for privacy.
  • Exceptions may be considered if certain data is highly sensitive or challenging to obtain.

Any negotiations require polite and reasonable requests submitted to the insurer early in the data call process. It also depends on the insurer representative’s discretion to make exceptions when appropriate.

Can Policyholders Request Data Calls?

While insurance data calls are normally initiated by the insurer, policyholders do have the right to voluntarily submit additional information. This can be done to provide clarification during underwriting or ensure accurate rating. For claims, additional documentation may help speed resolution.

Some common reasons a policyholder may want to voluntarily submit supplementary data include:

  • To add documentation that presents risk more favorably
  • To update health or driving records
  • To lower policy costs with proof of improvements like home renovations or vehicle safety features
  • To correct errors in reporting from third-party sources like MVRs and credit reports
  • To expedite pending claims by providing documentation ahead of insurer requests

The key is to make sure any supplementary data is relevant. Blanket data dumps are ineffective. Focus on providing details that address the insurer’s specific underwriting or claims concerns.

Best Practices for Insurance Data Calls

Following best practices helps facilitate efficient, productive insurance data calls:

  • Insurers should limit calls to only necessary data and give reasonable timeframes for response.
  • Policyholders should provide complete, accurate information by the specified deadlines.
  • Both parties should initiate follow-ups to confirm receipt and address any issues.
  • Insurers should offer convenient submission methods tailored to sensitivities.
  • Policyholders should organize data and retain copies of all documentation.
  • Prompt engagement from both sides results in optimal underwriting and claims outcomes.

Leveraging Technology for More Efficient Data Calls

Advances in technology are making insurance data calls faster and simpler for all parties:

  • Online portals allow 24/7 access for policyholders to submit information securely.
  • Electronic forms standardize requests and responses for efficient processing.
  • Digital image capture removes paper from the equation for documents like claims photographs.
  • Electronic signature and file transfer options reduce paperwork and manual work.
  • Automated policy checking can initiate data calls to address red flags in coverage.
  • Direct data exchange with third parties gives insurers faster access to verification reports.

As technology improves, data calls in insurance will become even more streamlined. This benefits insurers through faster underwriting and claims, while also providing policyholders with simpler, more convenient ways to submit information.

The Importance of Insurance Data Calls

While insurance data calls may seem intrusive or inconvenient, they serve very important purposes for maintaining fair, sustainable, and cost-effective insurance protection. Timely cooperation with data call requests benefits both insurers and policyholders in the long run.

By enabling insurers to gather the information needed for accurate risk ratings, data calls promote premiums appropriate for each unique risk profile. Data calls also ensure only valid claims get paid out quickly at the proper amounts. This prevents fraudulent or inflated claims that would otherwise drive up costs for all policyholders.

While handling sensitive information with care, insurers must be able to access all relevant data. Insurance works because risk is spread across large groups of people. Data calls uphold the integrity of that system. With sound data, insurers can develop policies priced right for responsible consumers. They can also process claims seamlessly and equitably.


Insurance data calls allow insurers to gather information directly from policyholders and claimants to facilitate accurate underwriting, rating, and claims settlement. This information enables sound risk assessment and efficient processing. Though data calls may seem intrusive, they benefit all parties when handled responsibly. Policyholders should comply with reasonable data requests in a timely manner, and insurers should only ask for necessary data. Leveraging technology solutions allows data calls to become faster and more streamlined over time. Overall, insurance data calls play an important role in promoting fair, sustainable policies and claims outcomes.

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