ASEQ / STUDENTCARE'S PRIVACY POLICY

ASEQ / 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, ASEQ / 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 ASEQ / 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.

Communication

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.

Claims processing

Certain information about students who remain covered under the group health plan is provided by ASEQ / Studentcare to the insurance carrier to ensure effective benefit claims administration, including:

  • Name
  • Student ID number
  • Day and/or month and/or year of birth
  • Gender

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 dependent’s request, health care providers may accept having an eligible claim assigned directly to the provider. In such cases, the provider may request ASEQ / Studentcare to confirm that the student is actually covered. ASEQ / 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.

OPT OUTS

Students who choose to opt out of the group plan may be required to provide proof of equivalent coverage. This is mandated by the Student Association of which they are a member, as set forth in the referendum passed to authorize participation in the group benefits plan. In order to satisfy the rules governing acceptable proof, information provided must clearly indicate the student’s coverage for extended health and/or dental care, the insurance company name, and the policy number. If the coverage is as a dependent of a parent or guardian, then the proof provided may indicate the parent or guardian’s name (not necessarily the student’s).

Acceptable documents, which include the information outlined above, may include:

  • An image of a summary of benefits from an insurance company website.
  • A copy of a certificate or card.
  • A letter from the plan sponsor (usually the employer) or the insurance company.
  • Aboriginal students who receive benefits from Health Canada may provide a copy of their status card.

ASEQ / Studentcare reserves the right to confirm with the insurance provider of reference that the coverage indicated is current and equivalent to the group benefits plan.

ASEQ / 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 (i.e. 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.

ASEQ / 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
ASEQ | STUDENTCARE
1200 McGill College Avenue, Suite 2200
Montréal (Québec) H3B 4G7

ASEQ / Studentcare will return one transcript of the information contained in our files. ASEQ / 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
ASEQ | STUDENTCARE
1200 McGill College Avenue, Suite 2200
Montréal (Québec) H3B 4G7

ASEQ / STUDENTCARE INTERNET POLICY

This statement outlines the privacy practices which apply to users of the ASEQ / Studentcare' website, and their use of the site specifically.

Information that ASEQ / Studentcare collects and tracks

ASEQ / Studentcare collects two types of information about users of this site: data that users provide through optional, voluntary participation; and data ASEQ / Studentcare collects through the use of third-party analytics. Such information may be used in the future to help us better understand the use of our site. ASEQ / Studentcare will never divulge information about an individual user to a third party (except to comply with any applicable laws).

ASEQ / 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.
  • Usage tracking
    ASEQ / 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. ASEQ / 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.
  • Cookies
    A cookie is a small data file that certain Web sites write to your hard drive when you visit them. A cookie file can contain information such as a user ID that the site uses to track the pages you've visited. Nevertheless, the only personal information a cookie can contain is information you supply yourself. A cookie can't read data off your hard disk or read cookie files created by other sites. ASEQ / Studentcare uses cookies to identify repeat visitors to our site in order to provide them with a better level of service.

If you've set your browser to warn you before accepting cookies, you will receive the warning message with each cookie. You can refuse cookies by turning them off in your browser. You do not need to have cookies turned on to use the ASEQ / Studentcare site (with the exception of healthplan.online)

Use of the information

ASEQ / 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, ASEQ / Studentcare uses information that users voluntarily provide in order to enhance the quality of assistance they may get upon returning to our site.

ASEQ / Studentcare may create aggregate reports on user traffic patterns. ASEQ / Studentcare does not track the usage patterns of individual users.

Sharing of the information

ASEQ / Studentcare does not share information collected about individual users with any third party, except with a user's express consent. (ASEQ / Studentcare will divulge information as necessary to comply with applicable laws.)

 

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MEMBER SERVICES CENTRE

You can reach the Member Services Centre from Mon. - Fri. from 9 am to 5 pm.

Phone: 1 877 730-3733