Commitment to Privacy
The appropriate collection, use and disclosure of clients’ personal and/or health information(PHI) is fundamental to our day-to-day operations and to client care. Protecting the privacy and the confidentiality of client’ personal information is important to all the staff at Beneplan. We strive to provide our clients with exceptional service. Every employee of Beneplan Inc. must abide by our commitment to privacy in the handling of client personal information.
What is Personal Health Information (PHI)?
Personal health information (PHI) means identifying information about an individual relating to their physical or mental health (including medical history), the providing of health care to the individual, payments or eligibility for health care, organ and tissue donation and health number.
- Identifying Purposes: Why We Collect Information
We ask you for information to establish a relationship, to perform a contract with you, to establish your identification, to provide you and/or your dependants with applicable benefit coverage services, for claims processing and payment(s), to protect you and us from error & fraud, to serve your ongoing group benefits administration needs or provide ongoing access to other services of Beneplan Inc.
We obtain most of our information about you directly from you, or from other health practitioners whom you have seen and authorized to disclose to us (in the event of a claim). You are entitled to know how we use your information & this is described in this Privacy Statement. We will limit the information we collect to what we need for those purposes, and we will use it only for those purposes. We will obtain your consent if we wish to use your information for any other purpose.
You have the right to determine how your personal health information (PHI) is used and disclosed. For most benefits administration purposes, your consent is implied as a result of your consent to avail of the group benefits plan(s) and its features and services, your consent can be either express or implied. Express consent can be verbal or written.
Your written Consent will be forwarded to our administration team who will document the request in client records and notify appropriate Insurance providers and their supporting staff as necessary. The Personal Health Information Protection Act or PHIPA, permits certain collections, uses, and disclosures of the PHI, despite the consent directive, providers may override the consent directive in certain circumstances, such as emergencies.
Note that the consent directive may result in delays in provision of services or in claims adjudication due to Beneplan Inc. and its partners, lacking complete information about your or your dependants.
You can withdraw your consent any time after you’ve given it to us, provided there are no legal or regulatory requirements to prevent this. If you don’t consent to certain uses of personal information, or if you withdraw your consent, we will not be able to administer your benefit coverage. If so, we will explain the situation to you to help you with your decision.
- Limiting Collection
We collect information by fair and lawful means and collect only that information which may be necessary for purposes related to the provision to you of the group benefits administration and its affiliated services.
Web analytics provide non-personally identifiable statistical information about how visitors interact with our website and applications. Beneplan uses a variety of web analytics tools on websites and applications. We may also use Google reCaptcha v3 in order to secure our website and to help prevent fraud.
Beneplan Inc. has enabled Google Analytics (which includes the following features: Remarketing, Google Display Network Impression Reporting, the DoubleClick Campaign Manager Integration, and Google Analytics Demographics and Interest Reporting). We may use information collected through Google Analytics in conjunction with other data we have collected about you.
- Limiting Use, Disclosure and Retention
We will retain your information only for the time it is required for the purposes we describe and once your personal information is no longer required, it will be destroyed. However, due to regulatory or internal administrative process requirements, some information is kept for a longer period. Clients may be required to sign and date a Consent to Disclose PHI form prior to release of information.
We endeavour to ensure that all decisions involving your personal information are based upon accurate and timely information. While we will do our best to base our decisions on accurate information, we rely on you to disclose all material information and to inform us of any relevant changes.
- Safeguards: Protecting Your Information
We protect your information with appropriate safeguards and security measures. Beneplan Inc. maintains personal information in a combination of paper and electronic files. Recent paper records concerning individuals’ personal information are stored in files kept onsite at our office. Older records may be stored securely offsite or in a secure digitized format.
Children’s Information – Another of our key priorities is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their children/ward’s online activity. Beneplan Inc. does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.
Our computer systems are password-secured and constructed in such a way that only authorized individuals can access secure systems and databases. If you send us an e-mail message that includes personal information, such as your name included in the “address”, we will use that information to respond to your inquiry. Please remember that e-mail is not necessarily secure against interception. If your communication is very sensitive, you should not send it electronically unless the e-mail is encrypted or your browser indicates that the access is secure.
- Openness: Keeping You Informed
- Access and Correction
With limited exceptions, we will give you access to the information we retain about you within a reasonable time, upon presentation of a written request and satisfactory identification. We may charge you a fee for this service and if so, we will give you notice in advance of processing your request.
If you find errors of fact in your personal or dependant’s personal information, please notify us as soon as possible and we will make the appropriate corrections. You have a right to append a short statement of disagreement to your record if we refuse to make a requested change. If we deny your request for access to your personal information, we will advise you in writing of the reason for the refusal and you may then challenge our decision.
- Challenging Compliance
150 Ferrand Drive, Suite 500
Toronto, On M3C 3E5
416 863 6718 (Tel)
Beneplan’s Privacy Officer will acknowledge your complaint, and will respond to you within a week of receiving your enquiry, to tell you the problem has been resolved, or, in more complex cases, advise you what further steps are being taken and when you may expect a resolution. If, after contacting us, you feel that your concerns have not been addressed to your satisfaction, you have the right to complain to the Information and Privacy Commissioner/Ontario. The Commissioner can be reached at:
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
This policy is amended from time to time. The most current version of this policy was updated on August 30, 2019.