Pacific First shall abide by the principles of the “Personal Information Protection and Electronic Documents Act” in the following manner:
Pacific First sets out the following guides. Pacific First acknowledges that their own standards may have to be modified from time to time to keep their standards in line with the principles of the Act.
Pacific First has established a Compliance Committee responsible for the control and maintenance of all records in written or electronic form on behalf of each individual covered by each and every type of coverage offered or maintained by the company. The three individuals who hold the responsibility of being accountable to each client are:
Personal information gathered by Pacific First shall be limited to names, addresses, dates of birth, SIN (if agreed to by the employee/client), physician and dentist. This information and any other medical or dental information shall only be gathered and recorded to enable Pacific First to pay qualified claims, to bill or to invoice appropriate premiums or contributions.
Each employee acknowledges that information given to Pacific First is only relevant to the claims payment in signing the enrolment card. This also applies to the provision of marital status, sex and other criteria requested for billing or invoice purposes. Any information concerning an individual client of Pacific First, by an employer or by an employee of an employer; or anyone other than the client themselves shall only be provided upon written consent of the employee or client.
Any information, in addition to the claims and billing (invoice) data mentioned in the previous points of compliance, shall be accompanied by an explanation by Pacific First as to the necessity of having requested such data.
All records collected by Pacific First are deemed private and confidential and are the sole property of Pacific First on behalf of the benefits of each client or employee. Pacific First has safeguarded their offices and their computers (computer files) along with using encrypted services for their computer files to safeguard their clients’ information.
Pacific First shall retain any and all records on behalf of each employee and/or client only so long as it is relevant to the contractual agreement between Pacific First and each contract holder. Pacific First may be obligated to retain some of the information or all of the information to comply with the requirements of the Canada Revenue Agency.
Pacific First shall allow, at any time with reasonable notice and during office hours, an employee to review their personal records or data, to make certain that the information is accurate, or if the information requires updating.
Through encrypted safeguards of the software programs owned exclusively by Pacific Rim Administration Services Ltd., and security safeguards at the offices of Pacific First, everything has been and will be done to protect the records of each client. The sensitivity of the health and dental records of each client is always foremost in the minds of the management and employees of Pacific First.
Any employer or employee shall be given specific information about its policies and practices relating to the management of their personal information. This request must be made either in writing or by phone or e-mail to a member of the aforementioned Compliance Committee.
Pacific First shall allow any client or employee the right to review their personal medical and/or dental records. The client or employee is asked to confirm the office of the company is open for business to make certain a member of the Compliance Committee will be on hand to provide only their personal information. The inquiring party shall not have the right to any other client or employee’s information.
A Participant Employer shall not have the right to the financial records of Pacific First, or the medical records of an employee without the written authorization of that employee.
Any covered individual or Participant Employer shall have the right to challenge the accuracy or completeness of the information held on behalf of the contract holder or themselves with respect to their coverage through Pacific First.
Any individual or Participant Employer shall have the right to challenge the compliance of Pacific First with regard to these principles. The challenge need be addressed to one of the three individual members of the Compliance Committee responsible for the compliance of this Privacy Legislation.