Last Updated: November 7, 2023
At VRS Disability Management, Inc., we value not only your business, but also your privacy. This Privacy Notice describes the types of personal information we collect or obtain, the reasons why we collect or obtain this information, how we may use the information, with whom we may share this information, how we safeguard this information, and more. We will not collect, obtain, use, or share personal information except as described in this Notice, unless you consent.
We encourage you to read this Notice carefully so you can understand our policies and practices regarding your personal information. Please also note that by choosing to access or use our disability management services and/or our website at www.vrsdm.com (collectively, the “Services”), you agree to those policies and practices. If you do not agree with them, you may choose not to access or use our Services.
We may change this Notice periodically (see “Changes to This Notice,” below). You agree to any changes we make if you continue to access or use of our Services after we make them, so please be sure to check this Notice periodically for any updates.
Personal Information We Collect or Obtain
We collect or obtain several types of information from and about claimants and third parties connected to them, including:
- Identification and claim information for the claimant, which may include name, claim number, address, phone number, social security number, date of birth, occupation, injury type, injury date, diagnosis, hire date, job title, average weekly wage, temporary total disability rate, benefit state, and service types requested
- Relevant medical records and related files for the claimant
- Education and transferrable skills information for the claimant
- Information regarding the party referring the claimant to us, which may include name, company name, address, email address, and phone number, along with an identification of who initially contacted the referring party (claimant, employer, physician) and any comments or special instructions the referring party wishes to make regarding the claimant
- Information regarding the applicable insurance carrier, which may include adjuster’s name, company name, address, phone number, and fax number
- Information regarding the claimant’s treating physician or primary care physician, which may include name, address, and phone number
- Information regarding the claimant’s employer, which may include company name, contact name, address, and phone number
- Information regarding any attorneys involved with the claim, which may include attorney name, firm, address, phone number, fax number, and email address
Occasionally we receive additional information regarding claimants that is provided to us by referring parties who use their own referral forms/templates. We generally do not load this additional information into our data files, and in all cases we save the original forms/templates in our secure case management system.
We collect or obtain the information described above from the following sources:
- Insurance adjusters and others who refer claimants to us and provide information in that process
- Hospitals and other medical service providers who furnish medical diagnoses, medication data, and other medical files to the extent not provided by insurance adjusters
- You directly, as a claimant, when we request information from you that is not included in what we receive from referring parties and medical professionals
In addition to information collected from and about claimants, we also collect information about individuals who apply for employment with us (including through our website) and third parties connected to them. This information includes:
- Contact and other personal information for the applicant, which may include name, address, phone number(s), email address, citizenship status, education history, employment history, licenses/certifications held, and any other information the applicant wishes to provide
- Details regarding the position, pay rate, and employment type sought
- Information regarding references for the applicant, which may include name, company name, title, and phone number
- Documentation regarding the applicant, which may include resume, cover letter, and licenses/certifications
- Another other information the applicant chooses to provide to us
Why We Collect, and How We Use, Personal Information
We collect or obtain the information described above for a variety of purposes:
- To learn about our claimants’ specific needs as they relate to the disability management services we provide
- To provide and maintain unique, customized, and specialized disability management services for claimants
- To communicate with claimants, insurance adjusters, medical professionals, employers and others regarding our disability management services
- To administer, carry out, and facilitate our services as effectively and efficiently as possible
- For particular purposes identified to you at the time we collect information from you
- To process job applications and hire new staff members
Sharing and Disclosure of Personal Information
We take great care to protect all personal information that we collect or that is otherwise provided to us. We do not sell your personal information to third parties for monetary or other consideration.
The information we collect or obtain about you when you use our Services (see “Personal Information We Collect or Obtain” above) may be shared with the following third parties:
- Insurance adjusters, in the course of reporting progress of claimants based on our first-hand observations and discussions with claimants
- Legal counsel for claimants and insurance providers, in the course of keeping authorized representatives informed as appropriate
- Claimants’ health care providers, in the course of advocating for claimants
- Current and prospective employers for claimants, in the course of coordinating and implementing our services
- Employment references provided by job applicants, in the course of assessing applicants for potential employment with us
Finally, we may also disclose information about you if necessary to comply with applicable laws and regulations (such as worker’s compensation laws requiring the submission of progress reports to state regulators); to respond to any legal process or other lawful request for information we receive; to protect vital interests of you or another natural person; to detect, prevent, and investigate fraud, abuse, or other illegal activity; to defend our legal interests where necessary for our legitimate interests or the legitimate interests of others; or to otherwise protect our rights. We may transfer personal information we have about you in the event we sell or transfer some or all of our business or assets.
Cookies and Other Tracking
Access, Correction, Deletion, and Other Rights Concerning Personal Information
To learn what personal information we have about you, and to update, correct, or delete that information, please contact us as indicated in the “How to Contact Us” section below. We reserve the right to verify your identity before responding to a request, which may include, depending on the sensitivity of the information you are requesting and the type of request you are making, verifying your name, email address, phone number, or other information. Regardless of where you reside, we will consider all requests you make regarding your information and will respond within the time period required by applicable law. Please note, however, that certain information may be exempt from such requests, such as if we need to keep the information to comply with our own legal obligations or to establish, exercise, or defend legal claims. Your rights and our responses also may vary based on your state or country of residency. Please note that you may be located in a jurisdiction where we are not obligated, or are unable, to fulfill a request. In such a case, your request may not be fulfilled.
Nevada Residents: Although we do not sell your information under any circumstances, Nevada law allows you to direct us not to sell your “covered information” (as defined under Nevada law) to any person who licenses or sells that information to additional persons, by contacting us at the designated email address provided in the “How To Contact Us” section below.
Retention of Personal Information
We maintain personal information for only as long reasonably necessary to provide our Services or to satisfy our legal obligations, after which such information will be deleted. We are under no obligation to store such personal information indefinitely and disclaim any liability arising out of, or related to, the destruction of such personal information.
Notice Regarding Children’s Privacy
We do not knowingly or intentionally request, collect, use, or share personal information from children under 13 years of age. If we discover or are notified that we have received information from a child under 13 without the necessary consent as required by applicable law, we will immediately delete the information from our servers and instruct any third parties with whom we have shared the information to do so as well. If you believe we have obtained a child’s information without the appropriate consent, please contact us immediately using the information below in “How to Contact Us.”
Protection of Personal Information
We maintain reasonable safeguards in order to protect personal information from accidental or unauthorized access, use, disclosure, alteration, destruction, or loss. These safeguards include technological measures such as data encryption, multi-factor authentication, and restrictions on saving files to physical media; and administrative measures such as regular employee security training, document retention and disposal policies, and periodic risk assessments. However, no security measures are perfect. Please note that we cannot ensure or warrant the security of any information you transmit to us.
Changes to This Notice
We may update this Privacy Notice from time to time in order to reflect changes to our practices or for other operational, legal, or regulatory reasons. Whenever we make any changes to this Notice, we will post the revised Notice online and update the “Last Updated” date above. We encourage you to check our Privacy Notice often to always be up-to-date on the current version and to review any updates we have made.
How to Contact Us
If you have any questions, comments, or concerns about this Privacy Notice or our privacy practices, or if you would like us to update information we have about you or any preferences you might have given us, you can reach us here:
Mail: P.O. Box 186, Waterbury Center, VT 05677