UNION BENEFITS PRIVACY POLICY

Updated Feb. 14, 2018
 

U.B.P. Services Limited (operating as “Union Benefits” or “we”, “us” or “our” as context dictates) provides this website (along with all  subdomains, this “Site”) to provide information about our organization, our products and services, and to allow plan participants to review their pension and benefit plan (their “Plan”), including benefit terms, claims status, and claim history, as well as to review their Personal Data held by Union Benefit. This Privacy Policy sets out our approach to any data that is collected upon the use of this Site by a user and which may be used to personally identify such user (“Personal Data”). 

 

Personal Data is information that identifies you as an individual, and includes not only your name and address, age and gender, but also your work history, your identification numbers, and the names of your designated beneficiaries and covered dependants. Any medical or dental history provided to us in connection with Welfare claims is personal health information, which is also considered Personal Data. This Privacy Policy does not relate to aggregate information that cannot be associated with a specific individual (for instance, the number of claims made under a given Union Benefit plan over a fixed period of time).

 

We are committed to preserving the privacy of all individuals who use our Site and this Privacy Policy is designed to help you understand how your Personal Data is collected, used and disclosed when you engage with us on this Site.  Before registering, submitting any content or Personal Data, or otherwise using our Site, please make sure that you read this entire Privacy Policy as well as our Terms of Use (our “Terms”).

 

Please keep in mind that in the course of engaging with us, you may use a third party’s intellectual property, tool or resource (e.g. for payment processing), or click on links to third-party websites, in which case such third party’s privacy policy may also apply to you.  We do not endorse or in any way guarantee performance or accept liabilities with respect to such third-parties.  

 

If you have any objections to the terms in this Privacy Policy, you should not use this Site or provide us with any of your Personal Data. If you have any hesitations or are unsure about any of the terms, contact us in accordance with Part H in this Privacy Policy.

 

PART A – COLLECTION OF INFORMATION

 

Information contained on this Site has been collected by Union Benefit from individuals and members who have signed up for or otherwise registered with Plans administered by Union Benefits. We obtain your express consent to use your information when you complete a Member Information Card with us, and we always obtain your express consent to collect your Personal Data when you fill out a claim form.

We may collect additional Personal Data that you disclose to us through your use of the Site as well as other information as set out below.

 

1. Personal Data You Provide

 

Your voluntary disclosure of Personal Data may include, but not be limited to:

 

 

as you engage with the Site for various purposes, including account openings, claim submissions, or submission of other information to us.

Collection of this Personal Data is necessary for us in order to carry out the applicable actions (as set out under Part B below). If you do not consent to certain uses of information, or if you withdraw your consent after it has been given, we may not be able to provide you with a particular benefit or service. If so, we will explain what benefits or services cannot be provided to you and let you know what your options are.

 

2.   Information Collected Automatically

 

During your interacting with the Site, we may collect and store anonymous information (“Automatic Information”) about you using various technologies including, without limitation, Cookies, which are alphanumeric identifiers that are stored on your device with which you access the Site, and Internet tags. Some of this information is automatically transmitted to us through your browser, such as the URL that you just visited, the browser version that your computer uses, and the date of visit.

 

PART B – USE OF YOUR INFORMATION

 

To accomplish any of the purposes listed below, we may combine Personal Data and Automatic Information, and non-Personal Data collected through your use of our Site and services.  This information may be used in a variety of ways which are in keeping with the intent behind the collection of information. For instance, the Personal Data provided by you may be used:

 

 

In addition, the Automatic Information collected may be used to, among other things:

 

 

We also reserve the right to use Personal Data and Automatic Information as set forth in our Terms, if applicable.

 

PART C – DISCLOSURE OF YOUR INFORMATION

 

1. To Help with Business Operations

 

In addition to the above-listed uses, we may disclose your information to the extent required to administer your benefits. For example, we may disclose your Personal Data to your Plan Sponsor, your Union Representative, and the insurance companies and financial institutions involved in caring for the Plan. From time to time, we may engage companies or individuals for certain services on our behalf including, without limitation, conducting audits, performing legal services, processing Plan payments, collecting feedback, and providing customer service. Our Business Partners and any other third-party service providers will only have incidental access to Personal Data to the extent required to perform their services. They are prohibited from the use of your Personal Data for any purpose other than assisting with our business operations.

 

2. Safety and Security

 

We may also disclose your information as necessary to protect the safety or security of users of our Services, to detect and prevent fraud or abusive behaviour, or when otherwise required or permitted by law.

 

3. Transfer or Sale

 

In the event that we sell, transfer or otherwise dispose of our business to an affiliate, successor, assign or other third party entity, we may disclose Personal Data.  However in the event that such a transaction occurs, your information will remain subject to the terms of any pre-existing Privacy Policy.

 

4. Legal Requirement

 

We may disclose your information, if required, to:

 

 

5. Consent


In addition to permissions already granted under this Privacy Policy by you, we may provide, disclose or transfer your Personal Data with your consent provided either as a part of the services you receive from us or in writing by you otherwise.

 

PART D – PROTECTING, RETAINING AND STORING YOUR PERSONAL DATA

 

1. Protection

 

 In order to help prevent unauthorized access to, maintain data accuracy and ensure the correct use of your information, we have put in place commercially reasonable physical, electronic (e.g. SSL (secure socket layer) server authentication) and managerial procedures to safeguard and secure the information we collect through our Site.  That said, we cannot guarantee that information provided to us will remain private, or that the information you transmit to us over the Internet will not be intercepted.

 

2. Storage

 

We have strict safeguards in place to ensure that your personal information, in both paper and electronic form, is only accessed internally by those who need it to service our Plan members.  

 

Your information is currently stored in Canada. However, as set out in our Terms of Use, we retain the right to transfer your information to an affiliate or a third party in any region to protect the information or for internal business reasons as we see fit. BY AGREEING TO THIS PRIVACY POLICY, YOU AGREE AND CONSENT TO US DOING SO WITHOUT YOUR FURTHER CONSENT.

 

3. Identification

 

To help prevent unauthorized access to your Personal Data you are responsible for keeping the username and password (collectively, “ID”) that you receive upon opening any accounts with us private and confidential. You are solely responsible for preventing the unauthorized use of your ID.  If you suspect that your information has been compromised or that your account has been accessed without your consent, please contact us immediately at  the address set out under Part H.  

 

4. Retention

 

We may store your Personal Data from the date of collecting such information for a period of seven (7) years after your membership expires or service access is terminated, whichever period may be longer.  It is securely destroyed or anonymized thereafter.  

 

 

PART E – ELECTRONIC COMMUNICATIONS

 

Should you submit an inquiry through our Site, or otherwise communicate with us electronically, you consent to us responding to such inquiries electronically. We cannot guarantee that information that we send to or receive from you over the Internet will not be intercepted.

 

 

PART F – ACCESSING AND MODIFYING YOUR PERSONAL AND ACCOUNT INFORMATION

 

We want to ensure your Personal Data is accurate and up to date. If you notice any inaccuracies, please let us know.  You can also access and modify your personal and account information using the tools provided in our Site. We will not modify your personal or account information.

 

At any time, you may request access to your Personal Data by contacting us at the address set out in Part H.  We will respond to your request within a reasonable time period, and process it “as appropriate under applicable law”. Your request may be subject to a processing fee as allowed under law.

 

 

PART G – CHANGES TO THIS PRIVACY POLICY

 

We reserve the right to change this Privacy Policy, and any other policies and procedures concerning our practices for managing collection and use of information, at any time without prior notice to you. If this Privacy Policy is modified, we will post the most current version to our Site: www.unionbenefits.ca. We will also post a notice of the change on any applications for four (4) weeks after any changes are made. At the top of the modified Privacy Policy we will include the date upon which it was last updated. Any changes that are made to this Privacy Policy will apply to both information that we hold prior to the effective date of the amended Privacy Policy and to any information collected on or after such effective date. Our successors and assigns may collect and use your Personal Data for substantially similar purposes as described in this Privacy Policy.

 

 

PART H – HOW TO CONTACT US

 

Any questions, comments or concerns relating to this Privacy Policy, and any request to correct or access Personal Data collected prior to or during your use of the Site, should be directed to:

 

Attention: Privacy Officer

Union Benefit Plans Services

E220-151 Frobisher Drive

Waterloo, ON N2V 2C9

Tel: 1.519.725.8818

Fax: 1.519.725.9362

Toll Free: 1.800.265.2568

Email: info@ubps.on.ca

Union Benefits Logo

UNION BENEFITS PRIVACY POLICY

Updated Feb. 14, 2018
 

U.B.P. Services Limited (operating as “Union Benefits” or “we”, “us” or “our” as context dictates) provides this website (along with all  subdomains, this “Site”) to provide information about our organization, our products and services, and to allow plan participants to review their pension and benefit plan (their “Plan”), including benefit terms, claims status, and claim history, as well as to review their Personal Data held by Union Benefit. This Privacy Policy sets out our approach to any data that is collected upon the use of this Site by a user and which may be used to personally identify such user (“Personal Data”). 

 

Personal Data is information that identifies you as an individual, and includes not only your name and address, age and gender, but also your work history, your identification numbers, and the names of your designated beneficiaries and covered dependants. Any medical or dental history provided to us in connection with Welfare claims is personal health information, which is also considered Personal Data. This Privacy Policy does not relate to aggregate information that cannot be associated with a specific individual (for instance, the number of claims made under a given Union Benefit plan over a fixed period of time).

 

We are committed to preserving the privacy of all individuals who use our Site and this Privacy Policy is designed to help you understand how your Personal Data is collected, used and disclosed when you engage with us on this Site.  Before registering, submitting any content or Personal Data, or otherwise using our Site, please make sure that you read this entire Privacy Policy as well as our Terms of Use (our “Terms”).

 

Please keep in mind that in the course of engaging with us, you may use a third party’s intellectual property, tool or resource (e.g. for payment processing), or click on links to third-party websites, in which case such third party’s privacy policy may also apply to you.  We do not endorse or in any way guarantee performance or accept liabilities with respect to such third-parties.  

 

If you have any objections to the terms in this Privacy Policy, you should not use this Site or provide us with any of your Personal Data. If you have any hesitations or are unsure about any of the terms, contact us in accordance with Part H in this Privacy Policy.

 

PART A – COLLECTION OF INFORMATION

 

Information contained on this Site has been collected by Union Benefit from individuals and members who have signed up for or otherwise registered with Plans administered by Union Benefits. We obtain your express consent to use your information when you complete a Member Information Card with us, and we always obtain your express consent to collect your Personal Data when you fill out a claim form.

We may collect additional Personal Data that you disclose to us through your use of the Site as well as other information as set out below.

 

1. Personal Data You Provide

 

Your voluntary disclosure of Personal Data may include, but not be limited to:

 

  • basic Personal Data, including your name and contact information;
  • any changes to your Personal Data made in writing using the approved forms provided on this Site;
  • new claim submissions; and
  • any feedback you provide regarding our products and services which may have content which is Personal Data,

 

as you engage with the Site for various purposes, including account openings, claim submissions, or submission of other information to us.

Collection of this Personal Data is necessary for us in order to carry out the applicable actions (as set out under Part B below). If you do not consent to certain uses of information, or if you withdraw your consent after it has been given, we may not be able to provide you with a particular benefit or service. If so, we will explain what benefits or services cannot be provided to you and let you know what your options are.

 

2.   Information Collected Automatically

 

During your interacting with the Site, we may collect and store anonymous information (“Automatic Information”) about you using various technologies including, without limitation, Cookies, which are alphanumeric identifiers that are stored on your device with which you access the Site, and Internet tags. Some of this information is automatically transmitted to us through your browser, such as the URL that you just visited, the browser version that your computer uses, and the date of visit.

 

PART B – USE OF YOUR INFORMATION

 

To accomplish any of the purposes listed below, we may combine Personal Data and Automatic Information, and non-Personal Data collected through your use of our Site and services.  This information may be used in a variety of ways which are in keeping with the intent behind the collection of information. For instance, the Personal Data provided by you may be used:

 

  • to provide you access to the portions of the Site which require account access, send you information that you would receive as an account holder/member, and administer and monitor your account usage/membership;
  • to arrange for Insurance coverage where applicable;
  • to administer your pension benefits;
  • to verify your eligibility for benefits;
  • to pay claims on behalf of yourself and your eligible dependants;
  • to connect you to employees of Union Benefits as applicable to provide you with support for plans you are participating in;
  • to perform internal audits of benefits payouts and external audits of our management of trust monies;
  • to prepare reports used by the Plan Sponsor in the financial management of the Plan(s); or
  • to improve our services or provide you with information you requested.

 

In addition, the Automatic Information collected may be used to, among other things:

 

  • monitor characteristics of and statistics on Site usage;
  • refine our Site’s features and functionality; and
  • collect information about browsing and refine your experience when you use the Site, (e.g. Cookies allow us to adjust our Site to meet your personal browsing preferences. If your browser is not set to allow Cookies, you may not have access to all areas or features of the Site.).  

 

We also reserve the right to use Personal Data and Automatic Information as set forth in our Terms, if applicable.

 

PART C – DISCLOSURE OF YOUR INFORMATION

 

1. To Help with Business Operations

 

In addition to the above-listed uses, we may disclose your information to the extent required to administer your benefits. For example, we may disclose your Personal Data to your Plan Sponsor, your Union Representative, and the insurance companies and financial institutions involved in caring for the Plan. From time to time, we may engage companies or individuals for certain services on our behalf including, without limitation, conducting audits, performing legal services, processing Plan payments, collecting feedback, and providing customer service. Our Business Partners and any other third-party service providers will only have incidental access to Personal Data to the extent required to perform their services. They are prohibited from the use of your Personal Data for any purpose other than assisting with our business operations.

 

2. Safety and Security

 

We may also disclose your information as necessary to protect the safety or security of users of our Services, to detect and prevent fraud or abusive behaviour, or when otherwise required or permitted by law.

 

3. Transfer or Sale

 

In the event that we sell, transfer or otherwise dispose of our business to an affiliate, successor, assign or other third party entity, we may disclose Personal Data.  However in the event that such a transaction occurs, your information will remain subject to the terms of any pre-existing Privacy Policy.

 

4. Legal Requirement

 

We may disclose your information, if required, to:

 

  • supervisory authorities, tax authorities, police and other regulatory authorities as required by law or in response to a subpoena, court order, or other legally valid inquiry or order; and
  • to either prevent/minimize a criminal offense or to protect a person’s rights and personal and or financial health.

 

5. Consent


In addition to permissions already granted under this Privacy Policy by you, we may provide, disclose or transfer your Personal Data with your consent provided either as a part of the services you receive from us or in writing by you otherwise.

 

PART D – PROTECTING, RETAINING AND STORING YOUR PERSONAL DATA

 

1. Protection

 

 In order to help prevent unauthorized access to, maintain data accuracy and ensure the correct use of your information, we have put in place commercially reasonable physical, electronic (e.g. SSL (secure socket layer) server authentication) and managerial procedures to safeguard and secure the information we collect through our Site.  That said, we cannot guarantee that information provided to us will remain private, or that the information you transmit to us over the Internet will not be intercepted.

 

2. Storage

 

We have strict safeguards in place to ensure that your personal information, in both paper and electronic form, is only accessed internally by those who need it to service our Plan members.  

 

Your information is currently stored in Canada. However, as set out in our Terms of Use, we retain the right to transfer your information to an affiliate or a third party in any region to protect the information or for internal business reasons as we see fit. BY AGREEING TO THIS PRIVACY POLICY, YOU AGREE AND CONSENT TO US DOING SO WITHOUT YOUR FURTHER CONSENT.

 

3. Identification

 

To help prevent unauthorized access to your Personal Data you are responsible for keeping the username and password (collectively, “ID”) that you receive upon opening any accounts with us private and confidential. You are solely responsible for preventing the unauthorized use of your ID.  If you suspect that your information has been compromised or that your account has been accessed without your consent, please contact us immediately at  the address set out under Part H.  

 

4. Retention

 

We may store your Personal Data from the date of collecting such information for a period of seven (7) years after your membership expires or service access is terminated, whichever period may be longer.  It is securely destroyed or anonymized thereafter.  

 

 

PART E – ELECTRONIC COMMUNICATIONS

 

Should you submit an inquiry through our Site, or otherwise communicate with us electronically, you consent to us responding to such inquiries electronically. We cannot guarantee that information that we send to or receive from you over the Internet will not be intercepted.

 

 

PART F – ACCESSING AND MODIFYING YOUR PERSONAL AND ACCOUNT INFORMATION

 

We want to ensure your Personal Data is accurate and up to date. If you notice any inaccuracies, please let us know.  You can also access and modify your personal and account information using the tools provided in our Site. We will not modify your personal or account information.

 

At any time, you may request access to your Personal Data by contacting us at the address set out in Part H.  We will respond to your request within a reasonable time period, and process it “as appropriate under applicable law”. Your request may be subject to a processing fee as allowed under law.

 

 

PART G – CHANGES TO THIS PRIVACY POLICY

 

We reserve the right to change this Privacy Policy, and any other policies and procedures concerning our practices for managing collection and use of information, at any time without prior notice to you. If this Privacy Policy is modified, we will post the most current version to our Site: www.unionbenefits.ca. We will also post a notice of the change on any applications for four (4) weeks after any changes are made. At the top of the modified Privacy Policy we will include the date upon which it was last updated. Any changes that are made to this Privacy Policy will apply to both information that we hold prior to the effective date of the amended Privacy Policy and to any information collected on or after such effective date. Our successors and assigns may collect and use your Personal Data for substantially similar purposes as described in this Privacy Policy.

 

 

PART H – HOW TO CONTACT US

 

Any questions, comments or concerns relating to this Privacy Policy, and any request to correct or access Personal Data collected prior to or during your use of the Site, should be directed to:

 

Attention: Privacy Officer

Union Benefit Plans Services

E220-151 Frobisher Drive

Waterloo, ON N2V 2C9

Tel: 1.519.725.8818

Fax: 1.519.725.9362

Toll Free: 1.800.265.2568

Email: info@ubps.on.ca