Studentcare administers the student group benefits Plan on behalf of student associations, in order to ensure that students receive the best service possible.
In our capacity as administrators, Studentcare receives certain student information from various sources. This information is used for purposes related to the effective and efficient operation of the student Health and Dental Plan. The information is not released to third parties for marketing or other commercial purposes.
This document outlines our commitment to keeping personal information private and confidential.
INFORMATION COLLECTED FROM THE STUDENT ASSOCIATION
Certain information is obtained by Studentcare from the student association or directly from the student. This is limited to the information necessary to communicate and administer the details of the student Health Plan. This information is used for the purposes outlined below.
The name, mailing address, email address and student identification number of every eligible registered student is obtained through the student association for the purpose of communicating important information about the student Health Plan. Where information is not available from the student association, it may be requested from the student directly. This is done in order to enable students to make informed choices, including how to use benefits and how to withdraw from the plan.
Certain information about students who remain covered under the group Health Plan is provided by Studentcare to the insurance carrier to ensure effective benefit claims administration, including:
- Student ID number
- Day and/or month and/or year of birth
In the course of submitting claims, students may be requested by the insurance carrier to provide certain additional information in order to verify the eligibility of a claim for health or dental care costs.
CONFIRMATION OF COVERAGE TO HEALTH CARE PROVIDERS
In certain cases and at the student or dependant’s request, health care providers may accept having an eligible claim assigned directly to the provider. In such cases, the provider may request Studentcare to confirm that the student is actually covered. Studentcare will confirm coverage to a health professional if the student authorizes the health professional to request such confirmation by providing his or her name and student number.
STUDENTCARE HANDLING OF INFORMATION
STORAGE OF INFORMATION
Students’ physical records are stored at our office in Montreal, Quebec. Electronic records are also stored on servers and/or electronic storage devices located at this location, as well as on remote backup servers at a secure datacenter in Montreal, Quebec.
We ensure the physical, organizational, and electronic security of personal information through the use of secure locks on filing cabinets and doors, restricted access to our information processing and storage areas, limited access to relevant information by authorized employees only, and through the use of passwords, personal identification numbers (PIN) and pass keys and the encryption (e.g. scrambling) of electronically transmitted information.
We have strict procedures in place, following industry best-practices, when destroying, deleting or disposing of personal information when it is no longer required, to prevent unauthorized access to such personal information.
Studentcare also uses internet firewalls for data security. They are designed to prevent unauthorized access to our computer systems from external sources. As its name suggests, the firewall is an industrial-strength combination of hardware and software designed to securely separate the Internet from our internal computer systems and databases.
For the online opt-out system, only the data required to perform the transaction is available on our web server. No unnecessary data is located outside our firewall.
OUR EMPLOYEES’ RESPONSIBILITIES
The following types of employees may have access to students’ files in the course of their ordinary duties:
- Administrative personnel
- Customer service agents
Our employees are responsible for maintaining the confidentiality of all personal information to which they have access. As a condition of employment, all employees are required to sign a confidentiality agreement binding them to this responsibility, which remains with them even if they leave our company.
We keep our employees informed about our policies and procedures for protecting personal information and reinforce the importance of complying with them. All employees are also required, as a condition of employment, to conform to these policies and procedures.
STUDENTS’ ACCESS TO INFORMATION
Students can access information relating to them contained in our files, including the existence of the file, by submitting a written and signed request, accompanied by a photocopy of their student I.D. and a stamped, self addressed envelope to:
Attention: Information Request
1200 Ave. McGill College, Suite 2200
Montréal (Québec) H3B 4G7
Studentcare will return one transcript of the information contained in our files. Studentcare may charge a reasonable fee if further copies are requested. If, after reviewing the transcript of his or her file, a student wishes to rectify any errors in the file, he or she may mail this request, detailing the identified errors to:
Attention: Information Correction
1200 Ave. McGill College, Suite 2200
Montréal (Québec) H3B 4G7
STUDENTCARE’S INTERNET POLICY
This statement outlines the privacy practices which apply to users of the Studentcare website, and their use of the site specifically.
INFORMATION THAT STUDENTCARE COLLECTS AND TRACKS
Studentcare collects two types of information about users of this site: data that users provide through optional, voluntary participation; and data Studentcare collects through tracking information derived mainly by tallying page views throughout our site as well as by the use of third-party analytics. Such information may be used in the future to help us better understand the use of our site. Studentcare will never divulge information about an individual user to a third party (except to comply with any applicable laws).
Studentcare collects user information in the following processes:
E-mail / online forms
Visitors who choose to use our online forms or contact us via email are asked to provide us with personal information (such as: contact information or student number). This information is used only to contact the visitor.
Studentcare tracks user traffic patterns throughout our site. The tracking is done off-line using site log files, or through third-party analytics tools such as Google analytics. Studentcare breaks down usage statistics according to a user's domain name, browser type, and MIME type by reading this information from the browser string (information contained in every user's browser). This information is used only to provide better service to our visitors.
USE OF THE INFORMATION
Studentcare uses any information voluntarily given by our users to enhance their experience in the site, whether to better prepare future content based on the interests of our users, or to provide repeat visitors with better service based on their previous experience in our site.
As stated above, Studentcare uses information that users voluntarily provide in order to enhance the quality of assistance they may get upon returning to our site.
Studentcare may create reports on user traffic patterns.
SHARING OF THE INFORMATION
Studentcare does not share information collected about individual users with any third party, except with a user's express consent. (Studentcare will divulge information as necessary to comply with applicable laws.)