Stanford University (“Stanford”) and the BeWell@Stanford Employee Incentive Program (“BeWell” or “BeWell Program”) know you care about the privacy and confidentiality of your information. We take protecting your privacy very seriously. Please read the following to learn more about how we treat your information collected as part of the BeWell Program.
BeWell is a university wellness program administered by the Stanford Health Improvement Program (“HIP”) and the Stanford Department of Athletics, Physical Education and Recreation (“DAPER”).
BeWell data: BeWell data is personal information that we gather when you use the BeWell website or participate in the BeWell Program and activities. Such data includes the following: name, gender, SUNet ID, email address, university employee ID, phone number, date of birth, employment type, hire date, department, location, university affiliation, lifestyle behaviors, advising and coaching notes, behavioral action plans, attitudes, cell phone carrier, preferred mode of contact, biometric screening and health information, and data regarding class selection and participation, as well as how you heard about BeWell.
Identifiable data: Any data that can be used to identify, contact, or locate an individual, either alone or combined with other easily accessible sources.
De-identified data: Data that does not identify a specific individual; that is, data from which all identifiers, such as name, email address, date of birth, phone number, have been removed.
Information Collected by BeWell
In order to participate in the BeWell Program, certain personal information about you — including information about your health, diet, and lifestyle behaviors — must be collected. We will obtain information from you in one or both of the following two ways:
- Information you provide:
- Registration and Account Setup
When you use our websites to create your account during the registration process, we collect personal information about you. Stanford employees are asked to provide certain information, including name, gender, SUNet ID, email address, university employee ID, phone number, date of birth, employment type, department, location, university affiliation, cell phone carrier, preferred mode of contact, whether they want text message alerts, hire date, and how they heard about BeWell. Spouses/registered domestic partners are asked to provide their name, email address, username, password, phone number, gender, date of birth, preferred contact method, cell phone carrier, whether they want text message alerts, and how they heard about BeWell.
- BeWell Programs
As part of the BeWell SHALA, Wellness Profile, and Engagement activities, you provide personal information, including name, age, phone number, email address, gender, lifestyle behaviors, physical activity, attitudes, screening data, behavioral action plans, and other health information. If you participate in advising or coaching, session notes are created. If you choose to upload your screening information that has been collected by your physician, then that information will be entered into our databases. If you participate in BeWell Berry activities, such as classes or workshops, including those delivered by departments outside of BeWell, you may be asked to provide personal information, including name, phone number, employee ID, and email address to the department offering the class or workshop. If you are a Healthy Work Environment (HWE) ambassador, your name and contact information will be visible to BeWell participants who are searching for an HWE group to join. If you participate in the Healthy Work Environment (HWE) program, your ambassadors will collect your participation data as related to HWE goals and make decisions regarding eligibility for HWE-related incentives and provide this information to the BeWell Program. Each HWE group is responsible for determining how HWE participation information will be collected. HWE participants should ask their ambassador for specifics. Spouses/registered domestic partners are not eligible for receiving the monetary Berry incentive but may participate in BeWell workshops. In that case, the same information may be collected from them.
We periodically use surveys to gather additional information about you. The surveys collect personal information, including age, phone number, gender, demographic variables, lifestyle behaviors, attitudes, and health information.
- Live Chat
You have the option of using our Live Chat feature (provided by an outside vendor) to communicate with BeWell. This feature collects information such as your name and the communication between yourself and the BeWell staff.
- Registration and Account Setup
- Information we collect automatically:
Employees use the university’s Shibboleth system in order to gain access to our site. Shibboleth will send your SUNet ID, name, email address, phone number, university employee ID, university affiliation, and organization unit and department to us automatically.
- HTTP Referrer
We may collect non-personal identification information about you whenever you interact with the BeWell website. Non-personal information may include the browser name, the type of computer, and technical information about your means of connection to our website, such as the operating system and the internet service providers utilized and other similar information.
- Web browser cookies
- Job information
For the purposes of program planning and evaluation, University Human Resources may share limited information regarding University employees, including: university employee ID, job type, union status, job location, gender, organization unit and department.
Except benefit-eligible employees and their spouses/registered domestic partners, we do not knowingly collect or solicit personal information from anyone under the age of 18 or knowingly allow such persons to register for the BeWell Program.
How BeWell Uses Your Information
We will only use your BeWell data as described below or as required or permitted by law. Your data will not be used as a means to limit or restrict healthcare. Additionally, your identifiable health information will NOT be shared with University Human Resources or your health plan.
We will use your data primarily for the purpose of helping you take action to improve your health and for the administration and evaluation of our programs. As such, your personally identifiable BeWell data are accessible only by limited parties, such as the staff of the BeWell Program, their agents and vendors, and the IT personnel that maintain the data and websites.
As part of our quality control process, your data will be checked for accuracy and corrected when necessary.
Your data may be used for the following purposes:
a) To evaluate your health results and suggest appropriate health promotion resources to you, both on campus and/or with your medical plan.
b) To allow you to access the BeWell websites and health education materials. Your information is also used to allow you to register and confirm eligibility for the resources available to qualified participants as part of the Employee Incentive Program, including group fitness classes at a reduced rate.
c) To tailor health promotion surveys and programs for you.
d) To issue monetary rewards and to track program participation as part of the BeWell Employee Incentive Program, including participation in classes offered by other departments. Your name and university employee ID will be sent to University Payroll in order to issue your incentive.
e) To offer non-monetary prizes to participants. Identifying information of eligible participants, such as name or email address, may be sent to an outside vendor for the purpose of issuing prizes. The vendor may collect additional information in order to deliver the prize to participants.
f) To prompt your participation in the BeWell program and to notify you of information, resources, programs, events, classes, studies, initiatives, or surveys related to health or wellness. For these purposes, your name and email address may be sent to an outside email service in order to send emails and track usage statistics of these emails.
g) To examine the relationship between survey variables and program participation, and to plan future health promotion programming.
h) To solicit feedback about the BeWell program.
i) To evaluate the effectiveness of behavior change and health promotion programs.
j) To calculate participation rates among participants as a whole and by groups (e.g., departments, gender) and to design strategies to increase participation.
k) To suggest and plan future health programming and benefits design at Stanford.
l) To compare health behaviors and risks of different groups and to identify health promotions that will be most effective for the different groups.
m) To provide norms against which sub-groups can be compared.
n) To identify the health behaviors and risks of different groups and compare them with each other and national data.
o) To apply for funding that will help promote health.
p) To investigate the relationship among demographics, BeWell participation, lifestyle behaviors, knowledge, attitudes, and mental and physical health and well-being.
q) For use in IRB-approved research projects.
When used for purposes (g) through (q), your data may be combined with data provided by other university departments and will be subjected to aggregate data analysis and reported both to groups and individuals within Stanford University and to outside groups (e.g., health plans) and for research, educational, and publication purposes. No identifiable information will be contained in the reports.
Authentication and tracking logs will be used to produce usage statistics and identify potential website improvements. This information does not contain any personally identifiable information.
Information BeWell Shares with Third Parties
BeWell uses third-party vendors and IT services for storage and processing of your BeWell data; for the purposes identified in (e) and (f) above; and for administration of the BeWell program. BeWell does not sell or license your identifiable BeWell data to any third parties for any other purpose.
How BeWell Protects Your Personal Information
BeWell is committed to protecting the security of your personal information. We maintain safeguards to protect the security, integrity, and privacy of your data, including the following practices:
a) storing information we collect on computer systems located in controlled facilities with limited access;
b) protecting the transmission of your information over the Internet, through the use of encryption, such as the Secure Socket Layer (SSL) protocol;
c) using a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosures; and
d) limiting access to data to only authorized personnel.
We endeavor to protect the privacy of the personal information we hold in our records, but we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of your personal information.
Knowing Your Choices
You may choose not to visit or use the BeWell website or participate in BeWell activities. If you choose not to use the BeWell website, you will be unable to participate in the BeWell Program.
You may be able to add, update, or delete certain personal information as explained below. When you update or delete your information, we may maintain a copy of the unrevised information in our records.
Reviewing and Updating Your Personal Information
You may access, and in some cases, edit or delete your user profile information and SHALA responses through the BeWell website. You may also request a correction to your data, request removal of records from our database or submit any questions or concerns to the BeWell team using the procedure under “Contacting Us.” Please do not include any personally identifiable or other sensitive information in an email or voicemail message.
This policy is effective as of 12/11/18.