Last revised: December 30, 2020
The MedWorks Group (consisting of MedWorks Onehealth Technologies Inc. and its affiliates) has implemented policies and procedures for the proper handling of the personal information of all MedWorks team members (e.g., staff and physicians).
This Privacy Notice describes the types of personal information about MedWorks team members that we collect, use and disclose. It explains how we collect, use and disclose that information, the choices you have regarding such use and disclosure, and how you may access and correct that information.
From time to time, we may make changes to this Privacy Notice. The Privacy Notice is current as of the “last revised” date which appears at the top of this page.
1.What personal information do we collect?
Personal information is any information that is identifiable with you, as an individual.
We collect, use, and disclose different types of personal information in the context of our relationship or potential relationship with you, and may collect certain information about your spouse, domestic/civil partner or other dependents such as for benefits administration purposes and emergency contacts.
The following list provides examples of the main purposes for which we collect your personal
information (the “Purposes”), with some corresponding examples of the type of personal information collected for that purpose.
a. recruitment for positions at MedWorks – which may involve the collection and use of
information in applications and resumes, driver’s license or other identification, interview
information, and reference and background check information;
b. managing productivity, administering MedWorks policies and procedures regarding the training, retention and evaluation – which may involve information about employment or engagement status, terms of employment or engagement, work history, hire/re-hire and termination date(s) and reason, length of service, retirement eligibility, promotions and disciplinary records, date of transfers, reporting manager(s) information, and information about your usage of MedWorks Group information and communication systems or devices;
c. making workplace accommodations and allowances – which may include relevant
information about your health status, including any medical condition, disability status, health and sickness records, details of any absences from work (other than holidays),
including time on statutory parental leave and sick leave;
d. building relationships, including coaching, mentoring and development – which may include information about your participation in MedWorks events or opportunities, and
dietary preferences for meals at events;
e. to administer the safety and security of our premises and systems – which may include footage in security video surveillance systems and premises access cards usage data, as well as email messages in MedWorks Group email accounts and information about your usage of MedWorks Group information and communication systems or devices;
f. for compensation, and to make or remit taxes and government filings – which will include payroll records, social insurance number, working time records, bank account
details for direct deposit/credit arrangements
g. to process expense reimbursements – which will include information from submitted invoices, receipts;
h. to facilitate benefits, pension arrangements and insurance – which may include
benefits plan coverage information, and information you provide about your spouse or
i. to administer health care for MedWorks team members who become ill or injured while working at our premises – which may include information collected as part of giving first aid;
j. to respond to questions or concerns, or to collect opinions or comments
regarding our operations; and
k. for other purposes to which you consent, or as otherwise required or permitted by law.
2. To whom do we provide your personal information?
We may disclose your personal information where reasonably necessary to initiate, maintain or terminate your employment or engagement with us, and to administer any post-termination arrangements. The following list provides examples of the main disclosures of personal information:
a. to providers of insurance, group benefits and pension plans;
b. to financial institutions to administer payroll or expense reimbursement;
c. to medical practitioners for the purpose of administering health care if you
become ill or injured while working at our premises;
d. to other companies in the MedWorks Group for the purposes of planning and administration of the business and human resources of the MedWorks Group;
e. to such persons, and for such purposes, as you may consent from time to time, or as may be permitted or required by law.
We may transfer your personal information to service providers that are assisting us with the Purposes. We ensure that those service providers are subject to appropriate privacy standards.
3. Where do we store your personal information?
We will keep the personal information that we collect in our offices in Ontario and Alberta, in our Canadian data centres, and in the data centres of our third party service providers, as applicable.
4. How long will we keep your personal information?
We will keep your personal information for as long as necessary to fulfill the purposes for which that personal information was collected and as permitted or required by law.
5. What safeguards have we implemented to protect your personal information?
We have implemented physical, organizational, contractual and technological security measures in an effort to protect your personal information from loss or theft, unauthorized access, use, or disclosure.
- we restrict access to your personal information to those MedWorks team members or agents who need access for authorized purposes;
- electronic data is protected by technological means, such as firewalls, access controls, and encryption;
- we sensitize MedWorks team members and agents to the importance of safeguarding personal information; and
- we confidentially destroy your personal information when we no longer need it for permitted purposes.
Like most companies, we cannot guarantee that our safeguards will always be effective. A breach of security safeguards can result in such risks as phishing and identity theft. In such cases, we act promptly to mitigate the risks and to inform you where there is a real risk of significant harm, or as otherwise required by law.
We may also require you to assist us to safeguard your personal information. For instance, you should use unique and strong passwords for your accounts on our systems, not share your passwords with others, and promptly alert us if you believe your password has been compromised.
6. How can you review your personal information that we have collected, used or disclosed?
If you make a written request to review any personal information about you that we have collected, utilized or disclosed, we will provide you with any such personal information according to applicable law. In doing so, we will attempt to make such personal information available to you in a form that is generally understandable.
7. How do you know that the personal information we have on you is accurate?
We will attempt to ensure that your personal information is kept as accurate, complete and up-to-date as possible. We will not routinely update your personal information, unless such a process is necessary. We expect you, from time to time, to supply us with written updates to your personal information, when required.
8. What if the personal information we have on you is inaccurate?
At any time, you can challenge the accuracy or completeness of your personal information in our records. If you successfully demonstrate that your personal information in our records is inaccurate or incomplete, we will amend the personal information as required. Where appropriate, we will transmit the amended information to third parties having access to your personal information.
9. Who is responsible for privacy at MedWorks?
For routine updates to or questions about your personal information, contact Human Resources. Otherwise, questions, concerns or complaints regarding your personal information or our privacy practices should be forwarded to our Privacy Officer as follows:
|Address:||MedWorks Onehealth Technologies Inc.
Attn: Privacy Officer
Suite 300, 4881 Yonge Street, Toronto, ON, M2N 5X3