Medipac International Inc. (also known as “Medipac Travel Insurance“) has been providing third party administration, travel insurance products and services to groups, associations, companies and individuals for more than 35 years. As a well-established, independent corporation, we strive for the highest levels of customer service and maintain strict policies and procedures surrounding the privacy of our clients’ personal information.
We view our clients as our most valuable assets, and do not sell or distribute our clients’ personal information to any unrelated or unaffiliated third party. Information is collected for proprietary use of Medipac, its affiliates and partners to offer insurance and ancillary products and services to our clients and prospective clients. In such cases, any offers would come directly from Medipac to ensure the integrity and security of the information. The personal information we collect is handled in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), and U.S. HIPAA (Health Insurance Portability and Accountability Act) Privacy Practices, where applicable, ensuring that your data is managed with the highest standards of confidentiality and security.
Why Medipac Collects and Discloses Personal Information
Medipac collects and discloses personal information to meet the needs of our existing and prospective clients. This includes data typically required on insurance applications, as well as information necessary for fulfilling our responsibilities as an insurance administrator. Personal information collected from insurance applications and other sources, such as medical records, may be used for adjudicating claims according to the terms and conditions of insurance applications and policies. This process involves determining the validity of coverage, delivering applicable benefits, and identifying sources for indemnification and subrogation.
Some or all of the personal information collected will be shared with third parties strictly as necessary to perform our duties and in accordance with the circumstances. Personal information may be exchanged among Medipac, Medipac Assistance International Inc. (Medipac Assist), Old Republic Insurance Company of Canada, re-insurers, and authorized agents of these entities. Additionally, during the claims adjudication process, personal information may be requested from and shared with third parties involved in the process, including medical providers, ministries of health, other insurance carriers, legal representatives, and sources of potential indemnification or subrogation.
Types of Personal Information Collected by Medipac
Medipac collects a wide variety of personal information, however, the quantity greatly depends on the circumstances surrounding the collection, as well as the products or services being offered. Without limiting the generality of this, examples might include: medical and claims histories, travel information, mailing addresses, banking and other financial information.
How Medipac Obtains Personal Information
Medipac typically obtains personal information directly from the client, either through fax, mail, email, telephone or in person. We do, however, collect additional information from third party sources in the process of providing our services. By providing Medipac with certain information, it is assumed that such consent is expressly given by the client for Medipac to access and utilize information provided by third parties.
How and to Whom Medipac Discloses Personal Information
Medipac discloses personal information only for the reasons listed above or if required to do so by law. Furthermore, as an insurance administrator it is necessary for personal information to be transferred to third parties in order to effectively provide our services and to ensure proper insurance coverage (or other services such as currency exchange) for our clients. Examples of these third parties include (but are not limited to): insurance underwriters, medical investigators, medical professionals and service providers (such as EMS services), emergency medical assistance companies (such as Medipac Assistance International, or other), financial institutions, credit bureaus, billing/cost containment companies and/or others. Please note, however, that when Medipac discloses data containing personal information to third parties, the disclosure is subject to strict confidentiality requirements.
Although attempts may be made to obtain formal consent to disclose personal information, consent is generally assumed to be expressed by the client when Medipac provides its services to the client and/or where an administrator-client relationship has been established when the client submits an application or enrolment form for the product or service requested. In addition, where other individuals may be named as an insured emergency contact or perspective client of Medipac, it is assumed that the principal client has attained the permission to disclose personal information of such individuals. Consent may be revoked at any time with prior written notice by the client. When Medipac discloses personal information to an approved investigative body (such as the Insurance Crime Prevention Bureau or FINTRAC), or when we believe that the information relates to the breach of an insurance policy, anti-money laundering legislations, other agreement or Canadian law, or when we are required by law to disclose the information, consent may not be obtained. Similarly, if personal information is disclosed to obtain legal advice, consent may not be obtained.
How Medipac Ensures the Security of Your Personal Information
Personal information recorded in documents is securely stored at Medipac’s offices in Canada and at the offices of Medipac’s affiliated companies. Electronically recorded information is stored on computer systems maintained by Medipac and Medipac’s affiliated companies. These computer systems and the information stored on them are protected by security systems which include 24/7 active monitoring, hardware and software firewalls.
Access to all personal information is restricted, and only Medipac employees, contractors and representatives with the proper authority are permitted to access such information, and only when they have a legitimate business need to do so. Medipac employees receive training with respect to proper personal information handling practices and they are under obligation to comply with privacy laws, this policy and related codes of conduct.
Accuracy and Access to Personal Information
Medipac is committed to the accuracy of the personal information that it uses or discloses. Upon written request and subject to the following (and any other reasonable conditions which may be necessary), we will provide reasonable access to personal information exclusively to the individual to whom it refers. Requests may incur a nominal fee of $50 in the form of a certified cheque or money order. We will not provide access in any of the following circumstances, if doing so would likely reveal:
- personal information about a third party
- confidential commercial information
- information that could affect the security of another person
- information related to the actual or suspected breach of an insurance policy or other agreement, or the breach of Canadian law
- information generated in the course of a formal dispute resolution process
Amendments
Medipac may amend this policy from time to time and without notice. A current version of the Privacy Policy is usually available on Medipac’s website under “Privacy Policy.”
Further Information
Requests for further information, personal information access or complaints about Medipac’s handling of personal information should be referred to Medipac’s Privacy Officer as follows:
Privacy and Compliance Officer
Medipac International Inc.
180 Lesmill Rd.
Toronto, Ontario M3B 2T5
Fax: 416-441-7010
Inquiries, Feedback and Accessibility
Medipac strives to comply with all accessibility regulations (privacy policies) in jurisdictions where it operates. Feedback on the delivery and accessibility of our products and services is encouraged from all of our customers. All privacy and accessibility related inquiries and feedback should be directed to the Privacy Officer of Medipac in written format using the above contact information. Submissions should include the following:
- Clients’ full name
- Contact information
- Policy number(s)
- Clear description of the inquiry or complaint
- Supporting documentation
