Terms and Conditions

Participation in The Wellness Report Powered by Manulife Vitality is subject to these terms and conditions, as may be amended from time to time. A copy of the most recent terms and conditions and the most up-to-date information relating to The Wellness Report can be obtained by visiting https://na1.voxco.com/Media/204/The_Wellness_Report_Terms_and_Conditions.html

1. What is The Wellness Report Powered by Manulife Vitality?

The The Wellness Report Powered by Manulife Vitality ("The Wellness Report") is a collaboration between The Manufacturers Life Insurance Company (Manulife), The Vitality Group, Inc. (TVG) and RAND Europe Community Interest Company (RAND) (hereinafter “we” or “us”). TVG, along with Manulife, have developed this survey, and RAND is analyzing data and determining organization results.

Phase 5 Consulting Group Inc. (Phase 5) is the data collection partner chosen by Manulife to administer and collect information from organizations and employees in Canada.

For participating Canadian organizations, the aim of The Wellness Report is to create awareness around their employees’ health – physical, mental and financial – by using specific lifestyle and wellness indicators. We aim to get a better understanding of the risks to Canadian organizations on a longitudinal basis, as well as to understand how the workplace can be used to change the health and lifestyle behavior of employees.

2. Who can participate

Your organization must have a Group Benefits or Group Retirement Plan with Manulife in order to participate. Additionally, to protect the privacy and confidentiality of your employees, The Wellness Report is only available to organizations with 25 or more employees. Participation is free, and voluntary for your employees.

3. How to participate

To participate, you must identify a representative of your organization, who will be our main contact. Your representative will complete the registration process online with Phase 5, which includes providing Phase 5 with details around your workplace demographics and health and wellbeing initiatives that take place within the organization, which is called the Organizational Assessment Survey. The representative must also accept these terms and conditions on behalf of the organization. Manulife reserves the right to limit or close registrations at any time.

Your representative will be provided with instructions on how employees can participate in the survey. Employees must be at least 18 years of age, have a valid and unique email address, and internet access. Participating employees will need to confirm their full email address, and complete the full Employee Survey, using the credentials they provide when they register. Employees will be asked to review and accept specific terms and conditions of participation that apply to them prior to completing the survey.

4. Responsibilities of the Participating Organization

Each organization will need to:

1. Complete the Organizational Assessment Survey
2. Inform employees of their organization’s participation in The Wellness Report and encourage participation
3. Ensure that all employees are able to access the Employee Survey and encourage employees to respond to the Employee Survey in a timely and complete fashion. Survey participation by employees is voluntary, but low participation will affect results.

5. OUTCOMES AND REPORTS (NO MEDICAL ADVICE)

Participating organizations that achieve the minimum employee participation rate of 25 employees will receive an Organizational Health Report. The Organizational Health Report is based on their employee’s responses to the Employee Survey, and will provide an overview of their employees’ wellbeing, as well as unique benchmarking information that will be used to inform future employer strategies. The Organizational Health Report will contain employee responses in a consolidated format so that individual responses cannot be matched to personal identifiers or individuals. Following completion of the Employee Survey, individual employees will receive a Personal Health Report and their Vitality Age^®, based on the answers they provide. These survey results are unique to the individual employee and are not provided to the employer, except in aggregate.

The Organizational Health Report is provided by RAND and Manulife on the basis of the information submitted to RAND through the Employee Survey and Organizational Assessment Survey. The Personal Health Report and Vitality Age^® are provided by Phase 5 and Manulife, using a digital tool provided by TVG. The Reports are not reviewed by medical professional sand are strictly for information purposes only. The Reports do not represent a medical assessment and no reliance can or should be placed on it for these purposes. The Reports are not intended to, and cannot replace qualified medical advice and should not be used for self-diagnosis or treatment. We do not warrant or guarantee that the Reports will be available at all times. We are not liable or responsible for any errors in information submitted in any Employee Survey or Organizational Assessment.

INFORMATION PROVIDED IN CONNECTION WITH THE WELLNESS REPORT IS FOR GENERAL INFORMATION ONLY, WITHOUT TAKING INTO ACCOUNT THE SPECIFIC NEEDS OF ANY INDIVIDUAL. IT IS NOT INTENDED AS MEDICAL, NUTRITIONAL, MENTAL HEALTH, FINANCIAL, FITNESS OR OTHER ADVICE, FOR WHICH INDIVIDUALS SHOULD SEEK APPROPRIATE PROFESSIONAL ADVICE. TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE ACCEPT NO LIABILITY IN THIS REGARD.

6. Privacy

In these terms and conditions, we use several words that have specific meanings. “Personal Information” is any information that can be used to personally identify an individual, such as name, address or date of birth. “Depersonalized” information is information that has had all Personal Information removed so that the identity of the person cannot be determined from the information. “Aggregate” information is a collection of Depersonalized Information from one or more sources.

Privacy is important to all those involved in The Wellness Report. We follow a number of procedures that enable us to meet our obligations and responsibilities under applicable privacy laws.

Information submitted through the surveys will be used for the purposes of conducting The Wellness Report, including the review, analysis and production of reports for participating organizations and employees, and for research purposes. Responses are kept confidential. All information gathered from participating organizations will be considered the Confidential Information of that organization. All individually identifying information gathered from employees will be considered the Personal Information of that employee. Any electronic transmission of individually identifiable data will be encrypted.

Findings derived from Aggregating all responses may be made publicly available via reports and research articles, and combined with aggregate data previously collected by the participating organizations. Aggregate data gathered from participants may be collected and used by Us to develop future survey materials, as well as additional products and services.

Participating employees will receive their own Employee Health Report and Vitality Age®. The Organizational Health Report (provided to those organizations that achieve the minimum employee participation rate) will display employee responses in aggregate format so that individual responses cannot be matched to personal identifiers or specific individuals.

In the course of administering The Wellness Report powered by Manulife Vitality, the following organizations will be collecting, using, and sharing Personal Information and Confidential Information, in the following ways:

Phase 5

Responses to all surveys will be collected by Phase 5, in Canada. All employee responses, including all Personal Information of employees, will be stored on encrypted servers. Phase 5 shall Depersonalize all surveys collected from participants before providing this data to RAND for review and analysis. All information is gathered, used, stored and disclosed in accordance with Phase 5’s Privacy Policies, as updated from time to time and available at http://phase-5.com/privacy-policy/. By participating in The Wellness Report, you consent to the collection, use, and sharing of your Confidential and Personal Information by Phase 5 for the purposes set out in these terms and conditions.

Manulife

Manulife will collect, use and disclose all information it receives, including the Confidential Information of participating organizations and the Personal Information of employees, in accordance with its Privacy Policies, as updated from time to time.

Manulife will receive Depersonalized information, based on the Employee Surveys, from Phase 5. Manulife will also receive the Organizational Health Reports from RAND. The Personal Information that Manulife receives from Phase 5 is limited to such information as may be necessary for Manulife to administer any benefits that a participating organization may specify as being related to their employee participation in the Employee Survey. Manulife will not share Personal Information it receives from Phase 5 with any other organization. Organizational Health Reports will be shared with the relevant employer.

You can find more information about Manulife and its privacy practices at https://www.manulife.ca/privacy-policies.html. By participating in The Wellness Report, you consent to the collection, use, and sharing of your confidential and Personal Information for the purposes set out in these terms and conditions.

TVG

TVG receives the Depersonalized information from the Employee Survey from Phase 5 and TVG may use this information for market research and development purposes. TVG is also the provider of the Vitality Age^® tool which is used by Phase 5 to provide your Vitality Age. By participating in The Wellness Report, you consent to the collection, use, and sharing of your Confidential information for the purposes set out in these terms and conditions. For more information about TVG’s privacy practices, you may visit the TVG website at https://www.vitalitygroup.com/privacy-policy/.

RAND

As the organization analyzing the Depersonalized data collected from organizational and employee participants, RAND has a data protection policy in place and requires its staff to complete annual information security awareness training and sign non-disclosure agreements. RAND will receive Depersonalized information from Phase 5 and will be the party responsible for producing the Organizational Health Reports. By participating in The Wellness Report, you consent to the collection, use, and sharing of your Confidential Information for the purposes set out in these terms and conditions. For more information about RAND’s privacy practices you may visit the RAND website at https://www.rand.org/randeurope/privacy.html.

7. Data Held in Canada

All data of participating organizations and participating employees will be gathered and stored in Canada. However, several of the organizations involved in The Wellness Report are located in jurisdictions outside of Canada: TVG is located in the United States, and RAND is located in the UK. Information provided to them may be subject to the laws of the jurisdictions in which they are domiciled. No Personal Information of any employee will be provided to any organization outside of Canada without the specific consent of the employee. By participating in The Wellness Report, you acknowledge and agree that, notwithstanding any other agreements that you may have with Manulife, that the de-identified, aggregated data of your employees and your Confidential Information may be disclosed to TVG and RAND outside of Canada solely for the purposes of their involvement in, and administration of The Wellness Report.

8. Terms of Use and Cookies

Participating organizations and employees consent to the use of cookies on the survey websites and agree to be bound by Phase 5’s Terms of Use of their websites.

9. Ending Your Participation

Organizations and employees can end their participation at any time. To end your organization’s participation, please contact us at TheWellnessReport@Phase-5.com. We may cease your participation at any time, if we suspect your organization has acted in a manner that is inappropriate, fraudulent or illegal. We also reserve the right to vary, suspend or end The Wellness Report at any time, at our sole discretion, and with no notice to you.

10. How we communicate with you

We will generally provide you with information about The Wellness Report by contacting your representative or using the contact information you provided when you registered. By accepting these terms and conditions, you consent to receive documents and notices electronically.