Privacy Statement
At ACM, protecting your privacy and the confidentiality of your personal information has always been fundamental to the way we do business.
Personal information includes any information, recorded or not, about an identifiable individual. Examples of personal information that are identifiable include names, age, sex, social insurance numbers, health status, health history, financial information, benefit claims data, etc. It also includes information which can be matched with other information in order to establish an individual’s identity.
This privacy policy details how ACM manages and protects your personal and sensitive information while complying with the requirements under the Personal Information Protection and Electronic Documents Act (‘PIPEDA’). ACM also adheres to the requirements under the Health Insurance Portability and Accountability Act (‘HIPAA’) enacted in the United States.
For Insurance Policyholders
Why we collect your personal information
- To offer you insurance or other services provided by ACM
- Provide you with assistance services
- Verify your identity
- Verify the accuracy of your private information
- Analyze claims
- Pay claims
- Obtain indemnities from third parties responsible for your losses
- For other purposes that ACM will identify to you before collecting, using and disclosing your information
How we collect your personal information
ACM collects your personal information directly from you and your insurer. We also collect personal information from third parties, when necessary, but only after obtaining your express written consent.
How we obtain your consent
ACM makes clear why it needs your personal information before obtaining your consent. Consent may be inferred from your voluntary disclosure of your personal information. ACM shall also obtain your express consent, orally or in writing, in most of the situations where your information is collected or disclosed. ACM will obtain your consent when it is needed for a purpose not first identified to you. ACM records your consent in your file stored within our secured systems.
Disclosure and Use of your Personal Information
No personal information is disclosed to a third party without your written consent, unless the disclosure of your personal information is permitted or mandatory under Canadian Federal and Provincial Laws. ACM will ensure you give enlightened consent by informing you of the purpose for which we need to disclose the information. ACM also discloses your personal information to the following parties, when necessary for the performance of their duties: your insurer, affiliates of ACM, ACM employees and third parties engaged by ACM to provide services. ACM limits the disclosure by disclosing only the personal information necessary for the accomplishment of the purpose previously identified to you.
Withdrawing your Consent
You may withdraw your consent any time after you’ve given it to us, provided there are no legal or regulatory requirements to prevent this. If your consent is required for legal or contractual reasons, withdrawing or withholding it may affect our ability to offer services to you – for example, your insurance coverage – or your right to indemnification under an insurance contract may be affected. Please contact our Privacy Officer for further details (see ‘Questions, Concerns, Access Request’ at the bottom of this document).
Protecting your Personal Information
Your personal information is recorded in well-identified physical or electronic files. Physical files are stored in a secured area with limited access and kept safely so that their content remains protected from unauthorized access. Electronic documents are also kept on secured databases and our Information Technology Department ensures that their integrity and accuracy are preserved. Access to these databases is restricted and systems are protected, in particular, through the use of passwords and firewalls.
At ACM, no documents, disks, or any other physical or electronic document containing personal information can be discarded without first ensuring and verifying that it cannot be restored. All documents containing personal information that is no longer required are destroyed.
Accessing your Personal Information
ACM verifies the identity of the requestor before providing access to personal information. In some cases, an administrative fee may be involved. You can have access to your file by sending a written request. Upon reception of the written request, ACM prepares a copy of the file and sends it to you only. If you believe that the information is not up to date or not accurate, ACM will, at your request, amend or correct whatever information is found to be deficient. Please contact our Privacy Officer for further details about how to access your Personal Information (see ‘Questions, Concerns, Access Request’ at the bottom of this document). Under exceptional circumstances, access may be denied by ACM.
Retention of your Personal Information
ACM keeps your personal information as long as it is necessary to achieve the purposes for which it was collected and to satisfy legal and contractual requirements.
For Job Applicants
What we collect and how we use it
The only identifiable individual information ACM collects from Site visitors who are job applicants comes in the form of resumes submitted by job seekers interested in positions with ACM. This information is initially viewed and used exclusively by the ACM Human Resources department.
ACM Human Resources reviews resumes and will contact the candidates who are qualified for a given position. In the case of candidates who are invited to a second interview, his/her resume will be forwarded to the hiring Department Manager and/or Team Leader.
ACM Human Resources stores resumes of candidates who are interviewed for one (1) year. Resumes from candidates who are not interviewed are kept on file for six (6) months. When those time periods have elapsed, hard copy resumes are shredded and digital copies of resumes are deleted. The resumes of those candidates we hire are filed in their personnel files permanently.
Some information is collected automatically when you visit the Site because your IP address needs to be recognized by the server. We may use this information to monitor and analyze how parts of our Site are used. This Site may use ‘cookies’, small text files inserted on your computer to identify you as you view ACM’s website.
Full Agreement
By providing ACM with your personal information, you are deemed to have consented to ACM using and disclosing it for the purposes described in this Privacy Statement, including any changes or additions to your personal information provided by you to ACM in the future. Your personal information may specifically be used for the purposes of:
- Establishing your identity; verifying information provided by you with third parties including your employer and other financial institutions, verifying information provided by third parties; and making sure your records are kept separate from others with the same name; and
- Disclosing personal information without my knowledge or consent to a lawyer or other advisor representing ACM, to collect a debt, to comply with a subpoena, warrant or other court order or rules, as required for the investigation or enforcement of laws, or as may otherwise be required or authorized by law. You understand when a request for personal information is made by an organization claiming lawful authority for the request, ACM will take reasonable steps to ensure that the requesting party properly identifies its legal authority.
Disclosure to Related Organizations
As a rule, ACM will not disclose your personal information to third parties. However there are exceptions:
- From time to time, ACM uses third-party-sub-contractors to provide certain services. While your personal information is disclosed to such parties, they are required to comply with ACM’s Privacy Statement and not use or retain your personal information for their own purposes.
- If information about you is anonymized, so that the individual applicant is no longer identifiable, then it is not personal information anymore. ACM may disclose anonymized information at any time to anyone it chooses.
- If ACM, in whole or in part, is acquired by another company, your personal information will be transferred to the new company along with the rest of the assets, provided that the company either agrees to abide by ACM’s then existing Privacy Statement, or agrees to notify you forthwith about any proposed changes to the privacy statement and allows you an opportunity to request that your personal information be deleted.
- ACM will disclose your personal information without your consent as required by law or permitted by Canada’s Personal Information Protection and Electronic Documents Act or by provincial law, whichever is applicable.
E-mail, Feedback and Forum Facilities
If at any time this Site offers any e-mail, feedback or forum facilities, ACM may collect the information, which you disclose. Such information will be used in accordance with this Privacy Statement.
Security of Your Personal Data
ACM has implemented technology and policies with the objective of protecting your privacy from unauthorized access and improper use and will update these measures as new technology becomes available, as appropriate.
ACM will not sell, trade, rent or license the personal information that you provide to it.
Use of your personal information submitted to other websites
ACM cannot be responsible for the privacy policies and practices of other websites even if:
- You accessed the third-party website using links from ACM’s Site; or
- You linked to ACM’s Site from a third-party website.
ACM recommends that you check the policy of each Site you visit and contact the owner or operator of such website if you have any concerns or questions.
Will this Privacy Statement change?
From time to time ACM may make changes to this Privacy Statement. Please check ACM’s Privacy Statement on a regular basis.
Questions, Concerns, Access Request
If you have any questions, if you wish to access your personal information, if you wish to challenge ACM’s management of your personal information or have any other concerns relating to your personal information, please call 1-855-297-4372 and ask for our Privacy Officer. You may also contact our Privacy Officer at:
ACTIVE CARE MANAGEMENT
ACM PRIVACY OFFICER
PO BOX 1237 STN A
WINDSOR, ON N9A 6P8
CANADA
Email: [email protected]
