Created: July 23, 2015

*Please note: This policy applies to the use of the UR Medicine Employee Wellness Program website found at

The UR Medicine Employee Wellness Program (referenced as “UR Wellness”, “we” or “us” throughout this document) is an employee benefit program independently administered by the UR Medicine Employee Wellness Program as a selected vendor to the Benefits Office of your employer. We will be diligent in maintaining your privacy and keeping your personal information and health information secure. Safeguarding your privacy on our Website is one of our highest priorities. We understand that health is a very personal, private matter, and we want you to feel as comfortable as possible when visiting our Website and using our services. For this reason, we have created a privacy policy that informs you about the type of information we collect from the Website and how we use the gathered information. In addition, all personal health information is subject to the terms of the URMC and Affiliates Notice of Privacy Practices located online at:

We have privacy protections built into every aspect of our business operations, including our Web-based services. We will not sell or rent your personal information to others. We will only share information with others when it is necessary to provide services to you. Your employer has contracted with UR Wellness to provide several wellness programs including Lifestyle Management and Condition Management programs to individuals who complete the Personal Health Assessment (PHA) on this Website and who meet the criteria for eligibility in one or more of these programs. By logging into the Website and completing the PHA, you agree that if you meet program eligibility requirements, we can share your contact information and the results of your PHA with our wellness program providers and staff for the purpose of outreach and program enrollment. UR Wellness staff may contact you to ask whether you are interested in joining one of these programs.

Additionally, biometric screening results may be shared with your insurance carrier as required to administer WellBeing Rewards program incentives.

We may also share certain information contained in the PHA with your primary care provider if you are eligible for programs offered by the UR Medicine Employee Wellness Program.

We reserve the right to change the provisions of this privacy policy at any time, by posting a revised privacy policy on the Website. Any modifications made to the privacy policy will be effective immediately upon posting on the Website. Your use of the Website following the posting of such changes or revised privacy policy will constitute your acceptance of any such changes. Any time changes are made, we will date the revision at the top of this privacy policy for your reference, and you should plan to review this notice for relevant changes accordingly. If you have questions about privacy when using the Website, reference the privacy policy first and then contact us via our website ( with any unresolved questions you may have.

What information do we collect?

Our Web servers automatically collect:

  • The domain name from which you access the internet;
  • The Internet address of the website from which you linked to us;
  • The page you access;
  • The date and time that you access the Website; and
  • Your browser type and version.

To provide you with certain services on our Website, we may at times need to collect personal information. For example, when we provide condition management program(s), or lifestyle management program(s) to you, we may collect personal information about your health, benefits, and insurance. If you fail to provide requested information, your access to the features and services offered by this Website might be limited.
Collection is done both actively (information you voluntarily submit to us) and passively (see below).

Active Collection

Your Account

Creating an account is voluntary, but the Website is not accessible if you do not create a personal account. You will be required to provide your first and last name, date of birth, e-mail address, and telephone number in order to create an account. You may be asked to provide a specific employee identification number or other unique identifier.


We may also collect feedback information through the Website. This may include opinions on Website content, as well as information on Website functionality such as error messages or broken links. Submission of feedback is voluntary and non-confidential, and we do not guarantee a reply to information submitted through these feedback mechanisms.


From time to time our Website may request information from you via surveys. Participation in these surveys is completely voluntary. Survey information will be used for purposes of monitoring or improving the use and satisfaction of this Website.

E-Mail Messages

You will receive e-mails informing you that you have a message waiting in your account inbox. When you visit the Website, send e-mails to us, or provide your email address to us in your registration process or otherwise, that is your consent and permission for us to send you communications by email at the address(es) you use or provide. We will communicate with you by e-mail or by posting notices on this Website. By using the Website, you agree that all notices, agreements, disclosures, and other messages that we provide to you electronically satisfy any legal requirement that such communications be in writing.

Telephone Contact

By providing your phone number to us in the registration process or otherwise, you consent to allow us to contact you by phone and leave a message for you at that number. In most circumstances, the only message we will leave for you will be to ask that you contact us.

Passive Collection


A cookie is a piece of data stored on your computer's hard drive. Usage of a cookie is not linked to any personally identifiable information while on our Website. Once you close your Internet browser, the cookie simply terminates. Cookies enable us to track and target the interests of our users to enhance the experience on our Website. If you wish to reject, erase or be warned of cookies, please refer to your browser instructions or help screen to learn about these functions. If you reject the cookie, your access to certain areas of the Website might be limited.

Log Files

We use Internet protocol (IP) addresses and browser information to analyze trends, administer the Website, track usage, and gather broad demographic information for aggregate use. Your IP address is not linked to your other personally identifiable information.

How do we use information collected on this website?

Personal information that you provide to us (such as a personal e-mail address) may be used by us in the following ways:

  • to contact you about your use of the Website or about our services;
  • to reach out to you for program enrollment if you are eligible for program participation;
  • to respond to your comments or requests;
  • to request feedback and enable us to develop and improve the Website and our services;
  • for internal purposes; and
  • for the specific purpose for which the information was provided.

We restrict access to information to those individuals in our organization who require access in order to provide products and services to you. Our employees are trained regarding their responsibility to protect your privacy, utilizing clear guidelines.
If you stop using this Website, your information is treated in the same manner as the information of current users.

What information is shared with third parties?

We share collected information with outside parties only as required by law or legal order, or to fulfill our contracted administrative duties. For example, we provide enrollment services that require transmitting collected demographic, payroll, and insurance data to your employer and applicable insurance carrier(s). Information collected will not be distributed or shared with any entity for marketing purposes or for any other purpose outside the scope of the business requirements for which we have been contracted.
Additionally, we may share aggregated information with third parties such as the Benefits Office of your employer without your authorization. Aggregated information is information about all users, or a subset of all users, which is not linked to any of your personal information and you cannot be individually identified. The Benefits Office would use such aggregated information for the purpose of program planning and program evaluation.

How do links affect my privacy?

This Website may contain links to other websites. We are not responsible for the privacy practices or the content of websites linked from our Website, nor does linking to other websites indicate any endorsement of the website or the products or information provided on such websites.

When you leave our Website, we suggest that you read the privacy statements of each and every website you visit that requests or collects personally identifiable information.

What security precautions are taken to protect my information online?

We use proven methods to maintain the security of your information during your use of our services. Highlights of our security include:

  • internal firewalls;
  • security audits and assessments;
  • Secure Socket Layers and Transport Layer Security (1024-bit keys for encryption); and
  • user-level security controls

How long is my information maintained?

Personally identifiable information that you share with us, is stored on our database servers at an offsite location, on a secure server. We have a firewall to prevent individuals from accessing information without authorization. Data centers are physically secure and protected from unauthorized access by unauthorized persons. Physical access to the servers requires individual authorization and authentication. Information in our data centers is backed up routinely, in order to aid in the recovery of information in the event of accidental damage of information or due to a natural disaster. The backup media is stored in a physically secure storage facility. Your information will be maintained for a minimum of 7 years.

How do I access, supplement and/or amend my information?

If you have any questions regarding information you have submitted on the Website, please contact us at via our Website at We cannot delete data submitted by you; however, upon your written request, certain information that we maintain about you can be amended.

What is your advertisement policy?

We do not accept or post advertising for commercial products or services.

Who can I contact with questions about this Website?

General questions or comments about this Website may be directed to UR Medicine Employee Wellness Program, by calling our Help Desk at 585-275-6810 during business hours (M-F 8:30 a.m. - 4:30 p.m.).