Last Update: June 2023
Collection and use of personal information in connection with the plan
Administration of the Plan: WISE Trust may collect the following personal information from Plan Members and their employer for the purposes of paying benefits to eligible persons, administering the Plan, or otherwise with a Plan Member’s consent:
- name, contact information including home address, phone number, and email address;
- date of birth and spousal status;
- employer information and Plan membership date;
- salary or earnings;
- benefit amounts;
- beneficiary information;
- Social Insurance Number;
- power of attorney;
- banking information; and
- health information (when needed to determine eligibility for a disability pension).
Personal information is collected directly from Plan Members or through employers, such as when a Plan Member completes a form to enroll in the Plan, designate a beneficiary, or report a change in spousal status. The administration of the Plan may consist of, but is not limited to, any of the following practices:
- Enrolling Plan Members in the Plan;
- Creating and maintaining a database of individuals entitled to benefits under the Plan;
- Calculating and paying benefits under the Plan;
- Producing and issuing pension statements, notices, and retirement or termination options documents;
- Verifying eligibility of claims for benefit entitlement;
- Collecting funds owing to the Plan;
- Verifying Plan Members’ identities when responding to communications;
- Keeping Plan Members informed of changes to the Plan, or important pension and tax legislation changes;
- Providing information or services members request or are interested in e.g. pension estimates and cost of buy-back;
- Preparing Plan valuations and funding studies;
- Providing income tax reporting;
- Maintaining appropriate records and validating information received from the employer; and
- Complying with legal and regulatory obligations.
Other collection and use of personal information
Visiting the Website: You do not have to register to visit or use our Website. However, we may collect some personal information when you visit our Website. Please see “Information about our Website,” below, for detailed information regarding the personal information we collect when you visit and use our Website, and the choices you have with regard to that collection.
Marketing Communications: If you sign-up to receive email marketing communications such as newsletters, we collect your name and email address. You can unsubscribe at any time by clicking the “unsubscribe” link at the bottom of each email. Alternatively, you can opt-out of receiving email marketing communications by contacting us at the contact information provided in the “Contact Us” section below. Please note that you may continue to receive communications about the Plan as well as other transactional or account-related communications from us.
Surveys: From time to time, we may offer you the opportunity to participate in one of our surveys. The information obtained through our surveys is used in an aggregated, de-identified form. We use this information to help us understand our users and to enhance our Website.
Careers: If you apply for a job with us, you may provide us with certain personal information about yourself, such as information contained in a resume, cover letter, or similar employment-related materials. We use this information to process and respond to your application for current and future career opportunities.
Contact Us: When you contact us with a comment, question, or complaint, you may be asked for information that identifies you, such as your name, address and telephone number, along with additional information we need to help us promptly answer your question or respond to your comment. We may retain this information to assist you and to improve our customer service and service offerings.
Sharing of personal information
We do not sell or disclose your personal information to third parties without your consent, except as set forth below or as required or permitted by law.
Service Providers: Your personal information will be transferred (or otherwise made available) to certain third parties that provide services on our behalf. We use service providers to provide services such as hosting our website and sending our communications. Our service providers are only provided with the information they need to perform their designated functions and are not authorized to use or disclose personal information for their marketing or other purposes. Our service providers may be located in the U.S., Canada or other foreign jurisdictions.
Third-Party Plan Administrators: If you are a Plan Member, we also use a third party to provide certain actuarial and pension administration services to the Plan, such as providing the My Pension Resource portal, conducting actuarial valuations, and calculating pension estimates.
Employers: We may disclose your personal information to Plan Member employers for the purposes of determining and managing benefits and administering the Plan generally.
Medical Advisor: We may disclose your personal information to medical advisors to assess your eligibility for disability benefits, and other plan options and features based on your medical condition.
Other Pension Plans: We may receive or disclose your personal information with other pension plans when a Plan Member is transferring into or out of the Plan. Plan Members will be required to authorize the disclosure of personal information to the exporting and importing plan.
Canada Revenue Agency (CRA): We may be required under Canadian tax laws to report certain personal information to the CRA.
Members’ legal representative: We may disclose personal information to a legal guardian, appointed substitute decision maker, power of attorney, or someone otherwise authorized by law, if necessary, to administer the Plan.
Legal and Compliance: We and our Canadian, US, and other foreign service providers may provide your personal information in response to a search warrant to other legally valid inquiry or order, or to another organization to investigate a breach of an agreement or contravention of law or detect, suppressing or preventing fraud, or as otherwise may be required or permitted by applicable Canadian, U.S. or other law or legal process, which may include lawful access by US or foreign courts, law enforcement or other government authorities. Your personal information may also be disclosed where necessary for the establishment, exercise, or defence of legal claims and to investigate or prevent actual or suspected loss or harm to persons or property.
Sale of Business: We may transfer any information we have about you as an asset in connection with a proposed or completed merger, acquisition, or sale (including transfers made as part of insolvency or bankruptcy proceedings) involving all or part of the Workplace Safety and Insurance Board Employees’ Pension Plan Fund or as part of a corporate reorganization or other change in corporate control.
Information about website
Visiting our Website: In general, you can visit our Website without telling us who you are or submitting any personal information. However, we collect the IP (Internet protocol) addresses of all visitors to our Website and other related information such as page requests, browser type, operating system, and average time spent on our Website. We use this information to help us understand our Website activity and to monitor and improve our Website.
- Strictly necessary cookies. These are cookies that are required for the operation of our Website. They include, for example, cookies that enable you to log into secure areas of our Website.
- Functionality cookies. These are used to recognize you when you return to our Website and to embed functionality from third party services. This enables us to personalize our content for you, greet you by name, and remember your preferences (for example, your choice of language or region).
Safeguards and Retention
We have implemented reasonable administrative, technical, and physical measures to safeguard the personal information in our custody and control against theft, loss, and unauthorized access, use, modification, and disclosure. We restrict access to personal information on a need-to-know basis to employees and authorized service providers who require access to fulfil their job requirements.
We have record retention processes designed to retain personal information for no longer than necessary for the purposes set out herein or as otherwise required to meet legal or business requirements.
Access to information
Subject to applicable law, you have the right to access, update, and correct inaccuracies in your personal information in our custody or control. You may request access, updating, and corrections of inaccuracies in your personal information in our custody or control by emailing or writing to us at the contact information set out below. We may request certain personal information to verify the identity of the individual seeking access to his or her personal information records.
If you are a Plan Member, you can also update and correct certain personal information through My Pension Resource.