Introducing VP Passport™: A New Health and Safety Solution to Help You Return to the Workplace with Confidence Learn More

Introducing

VP Passport™

A new health and safety solution

Safely reopen workplaces, ensure health, wellbeing and engagement, and provide valuable guidance as your employees navigate this next phase.

Learn more Schedule a Demo Dismiss

Enter search term and hit Enter

Privacy NoticeVP Passport

Member Privacy Notice

TRUSTe
TRUSTe
TRUSTe

Last Updated: 1 June 2020

Virgin Pulse Passport (the “VP Passport”) is a risk management tool used by a business entity or organisation to manage and monitor access to its offices, workplaces and business locations and to support the health and safety of its employee base. VP Passport is operated by Virgin Pulse, Inc., a corporation organised under the laws of the State of Delaware, headquartered at 75 Fountain Street, Providence, Rhode Island, 02902, United States (“Virgin Pulse”, “Us”, “We” or “Our”). In this Privacy Notice (the “Notice”), the entity that has engaged Virgin Pulse to operate VP Passport is referred to as the “VP Passport Sponsor”.

We are committed to protecting your rights and your privacy. This Privacy Notice (the “Notice”) explains what data We collect about you and how We store, analyse and share the data We collect about you through the platform (www.virginpulse.com) and the Virgin Pulse mobile application. This Notice applies to all Personal Information whether collected online or offline. The Notice also explains your rights with regard to your data, and how to contact Us to request access, corrections, transfer, restriction or deletion of the data We have collected about you.

We have designed Our Notice in a question and answer format to make it easy to read and understand. Please read through it carefully. If you do not agree with Our policies and practices contained in this Notice, please do not enrol in VP Passport.

What laws, regulations or frameworks does Virgin Pulse comply with?

We comply with any applicable laws and regulations based on the geographical location you select. You are asked to input your country and, if applicable, state of residence during enrolment. Please bear in mind that We do not independently track geographical location and We are unable to verify that information. Any discrepancy between your true residence and the information disclosed to Us, and how that may affect the functionality of the platform, remains your responsibility.

The level of data protection established in the USA is lower than the one established in the European Union. We therefore take measures to ensure that your Personal Information is stored safely with Us, meeting regulatory privacy and security requirements imposed on European Union businesses. Nothing in this Notice limits or attempts to limit your rights under applicable laws, including your ability, depending on your country of residence, to file a complaint with your local Data Protection Authority.

Virgin Pulse participates in and has certified its compliance with the EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield Framework, as set forth by the U.S. Department of Commerce regarding the collection, use and retention of Personal Information from the European Economic Area, the United Kingdom and Switzerland to the United States. Virgin Pulse is committed to subjecting all personal data received from European Economic Area (EEA) member countries, the United Kingdom and Switzerland, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles. To view the Virgin Pulse Privacy Shield Notice, please visit https://cdn.virginpulse.com/content/en-gb.pdf. To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce’s Privacy Shield website at https://www.privacyshield.gov/list. To view and learn more about Our certification, please visit https://www.privacyshield.gov/participant?id=a2zt0000000TOtTAAW&status=Active.

Virgin Pulse’s privacy practices, described in this Privacy Notice, comply with the APEC Privacy Recognition for Processors (“PRP”) system.  The PRP system helps Personal Information processors (“Processors”) demonstrate their ability to provide effective implementation of a Personal Information controller’s (“Controller”) privacy obligations related to the processing of Personal Information under the APEC CBPR System.  The CBPR system is a framework for organisations to ensure protection of Personal Information transferred among participating APEC economies.  In the context of VP Passport, Virgin Pulse is a Processor, processing Personal Information on behalf of your VP Passport Sponsor, who is the Controller.  For more information about the APEC PRP system, please visit https://cbprs.blob.core.windows.net/files/PRP%20Policies%20Rules%20and%20Guidelines%20Revised%20For%20Posting%203-16.pdf.

Does Virgin Pulse collect information about me?

Yes. We collect anonymous and Personal Information about you in order to provide you with the
VP Passport and Our services. “Personal Information” means any information, including personal and material circumstances, that allows a person to become identifiable. The Personal Information We are able to collect includes, but is not limited to:

  • Your contact information, including your first name and last name, home address, personal and business email addresses, and your phone number;
  • The email address you use to sign-in;
  • Your gender, date of birth and age;
  • Your social security number or employee identification number;
  • Non-specific information about your overall health;
  • Non-specific information about your habits, interaction with at-risk individuals and travel;
  • Additional information that may be collected via the use of customised questions added by your VP Passport Sponsor;
  • Information about your utilisation of VP Passport, such as your risk level status and travel to at-risk areas;
  • The comments and contributions you may make on the web-based platform or mobile application; and
  • Additional information you may provide as you submit queries and requests to Us.

Please bear in mind that the extent of the Personal Information you may be able to share with Us will depend on VP Passport design and the features made available to you. If you choose to withhold information in your use of VP Passport, We may be unable to provide you with accurate feedback and services or an accurate status badge. Incorrect information may also result in inaccurate results that can affect your status in the system. Please ensure your answers are accurate and honest before submitting them.

How does Virgin Pulse use my Personal Information?

We will use the Personal Information collected only to provide you with access to Our services, including:

  • To administer and manage your VP Passport account;
  • To administer and manage VP Passport and corollary features;
  • To identify you when you enrol or sign-in;
  • To assess and track your risk status in VP Passport;
  • To report on your risk status assessed via VP Passport;
  • To provide you with information about VP Passport as well as any relevant resources made available to you or additional services your VP Passport Sponsor may make available to you; and
  • To respond to your questions and requests.

Additionally, We may create “Anonymous Data” records by removing any Personal Information (including any contact information) that would allow the remaining data to be linked back to you. We may use the Anonymous Data for internal purposes, such as analysing patterns and VP Passport usage to improve Our services. We may use Anonymous Data to analyse and understand demographic trends, customer behaviour patterns and preferences, and information that can help Us enrich the functionality and quality of VP Passport.

How does Virgin Pulse communicate with me?

If you have opted to receive push notifications on your mobile device, We may, from time to time, send you push notifications to provide you with reminders and notices. If you no longer wish to receive such communications, you may turn them off at the device level.

Depending on how We are engaged to offer VP Passport and the specific approach of your VP Passport Sponsor, We may, from time to time, send you emails or newsletters with information about your VP Passport, any available resources, features, corollary platforms and services. Depending on your country of residence, you may be given the opportunity to opt-in to receive Our communications as you enrol in the platform. Regardless of your initial selection, you may opt-out of Our communications, free of charge, at any time, by updating your preferences in your account profile information, or by contacting Us directly.

Can Virgin Pulse contact me directly?

You may share your phone number with Us. If you are a US resident, by accepting this Agreement, you expressly consent and give your permission for Us to contact you directly, including, but not limited to, via phone, the use of an Automated Telephone Dialling System, pre-recorded and/or artificial voice, SMS, MMS, text, fax or other similar means, at any phone number you provided.

How does Virgin Pulse collect my Personal Information?

We collect Personal Information you voluntarily provide as you submit it through the web-based platform and the mobile application, by reviewing your use of the web-based platform and mobile application (for example through the completion of Our risk assessments).

We may also automatically collect additional information when you visit Our web-based platform or mobile application, including the type of browser used, the internet service provider (ISP), referring and exit pages, the files viewed on Our site (e.g. HTML pages, graphics, etc.), date and time stamps of activity on the platform, the accessing IP address (the unique address that identifies your device on the internet) and the operating system your device uses. We use this additional information to derive a broad, non-specific understanding of the locations from which Our Users access Our services, and to enhance the security controls around platform access. We also use it to analyse trends, administer the web-based platform, track Users’ movements on the platform and around the website, and to gather demographic information about Our User base as a whole.

What information does Virgin Pulse collect through VP Passport risk assessments?

VP Passport relies on risk assessments to assess your status in accordance with the applicable return-to-work strategy defined by your VP Passport Sponsor. These risk assessments follow the guidance provided by expert resources (such as the Centers for Disease Control and Prevention or the World Health Organization) but can be customised by your VP Passport Sponsor.

Does Virgin Pulse receive information about me from other sources?

Yes. We may receive information about you from various sources to support VP Passport and services included in it. The sources may include:

Your VP Passport Sponsor
Depending on your VP Passport Sponsor’s approach, your VP Passport Sponsor may provide Us your Personal Information to identify you as an individual who can access VP Passport and become a User. We call this an “Eligibility File”. Please contact your VP Passport Sponsor directly if you have concerns or questions about what data is included in the Eligibility File or why your VP Passport Sponsor is sending Us this information.

Public Databases
We may receive information about you from other sources, including publicly available databases or third parties from whom We have purchased data. We combine this data with information We already have about you. This can help Us analyse Our records to better evaluate the effectiveness of Our services.

Examples of the types of Personal Information that We may obtain from public databases include:

  • Address information about you from third-party sources, such as the U.S. Postal Service, to verify your address before We send you mail;
  • The U.S. Federal Do Not Call registry, to verify do not call preferences recorded there;
  • Census and other aggregate data sources containing statistical information about people who share some of your traits or demographic markers.

What Tools does Virgin Pulse use to Collect my Personal Information?

Virgin Pulse and its vendors use tools such as Cookies, tags, scripts and other similar technologies to enhance and support your experience on the platform. These technologies help Us administer the web-based platform and mobile application, measure traffic patterns and the total number of users, as well as to personalise and customise the platform’s content, so that your settings are “remembered” when you login.

Cookies are small pieces of text sent to your browser by a website you visit. Cookies help Our web-based platform to remember information about your visit, like your preferred settings. Cookies play an important role, they can make your next visit easier and the web-based platform more useful to you. You can learn more about Cookies by visiting www.allaboutcookies.org, where you will also find information about how to block Cookies on different types of browsers. Depending on your location, additional information about Cookies may be presented to you when you visit the web-based platform, and you are given the opportunity to object to the use of Cookies. However, please be aware that by blocking or deleting Cookies you may not be able to take full advantage of the web-based platform or mobile application.

Our web-based platform uses Cookies to collect information about Users’ usage of VP Passport. Additionally, some Cookies on Our web-based platform are set by third parties who are delivering services on Our behalf. Within the mobile application, webpages are sometimes displayed. Cookies allow you to avoid having to re-enter your login credentials when accessing webpages.

We use Cookies:

  • To remember that you have used the website before, allowing Us to identify you, as well as the number of unique visitors We receive, and manage capacity;
  • To allow you to navigate the website more quickly and easily;
  • To remember your login session as you move from one page to the next within the platform;
  • To store your settings and preferences;
  • To customise some aspects of the platform to reflect your interests and preferences; and
  • To collect statistical information about how you use the website, allowing Us to improve Our services over time.

Does Virgin Pulse use mobile analytics?

We use mobile analytics software to allow Us to review the functionality of Our mobile software on your phone, and how to improve its quality and Our services. The mobile analytics software may record information such as how often you use the mobile application, the events that occur within the mobile application, crash reports and performance data, where the application was downloaded from and other metrics, such as aggregated usage. The information collected by the mobile analytics software is managed separately from other Personal Information you submit within the mobile application.

Are there links to third-party websites and mobile applications on the Virgin Pulse platform or mobile application?

Our web-based platform and mobile application may contain links to other websites that We do not own or control. We provide these links and connections for your convenience. We have no control over these third parties, their privacy policies, and the content they display on their websites or mobile applications. If you choose to submit Personal Information while visiting these websites or using these mobile applications, please be aware that your rights will be governed by the third parties’ privacy policies. We strongly encourage you to carefully read the privacy notice of any website or mobile application you visit or use.

Who at Virgin Pulse has access to my Personal Information?

As a global company, We have a number of offices and subsidiaries around the world. We have office locations in the United States, the United Kingdom, Canada, Bosnia, Switzerland, Singapore, Brazil and Australia. Our employees at these locations may be required to access your Personal Information to allow Us to provide you with quality services, including support services through the Virgin Pulse Call Centre. Our employees are obligated to respect the confidentiality of your Personal Information and are only authorised to access your Personal Information as necessary to provide you with services or support.

Does Virgin Pulse disclose my Personal Information to third parties?

We may, from time to time, share your Personal Information with third parties to allow Us to provide you with Our services. If We need to share your Personal Information with third parties, We will limit the information disclosed to the minimum amount necessary to ensure the provision and quality of the services We offer you. We never use, disclose or share your Personal Information for marketing purposes, and We never sell, rent or lease your Personal Information. Subject to any limitations imposed by applicable laws, We reserve the right to disclose Anonymous Data at Our discretion.

In the event that We (a) undergo reorganisation or liquidation under bankruptcy, or (b) are sold to a third party, any Personal Information We hold about you may be transferred to the reorganised entity or third party, in accordance with applicable laws. In any such event, the new entity will continue to use your Personal Information in accordance with and within the limits of this Notice to ensure continuation of service. 

Who does Virgin Pulse disclose my Personal Information to?

Agents and contractors

In some instances, We may disclose your Personal Information to agents or contractors that work on Our behalf and assist Us in providing and supporting the services We offer. This may include fulfilling your requests, analysing your data, or helping Us to communicate important information about VP Passport. 

Your VP Passport Sponsor

Your VP Passport Sponsor will be able to review your status to manage its workplace access policies and return-to-work strategy. If you have questions about the use of VP Passport by your VP Passport Sponsor or concerns around how your status information is accessed, reviewed or used by your VP Passport Sponsor, please contact your VP Passport Sponsor directly.

We may share anonymised and aggregated data with your VP Passport Sponsor. Your VP Passport Sponsor will not be able to use such anonymised information or aggregated reports to directly identify you. Your VP Passport Sponsor may use the anonymised information at its discretion, including to evaluate the overall success of VP Passport, as well as to make determinations around the provision of additional benefits, resources, programmes and services.

If your activity information indicates there may be an abnormality or VP Passport abuse, We may share your activity information with your VP Passport Sponsor and make adjustments, suspend or terminate your account, in accordance with your VP Passport Sponsor’s instructions.

Third-Party Providers

We may provide information in an anonymous and aggregated format or provide your Personal Information in a group format to third parties that process that Personal Information (“Analytics Processors”) to generate Anonymous Information and derive analytical information. The Analytics Processors do not have any independent right to use your Personal Information, except to provide the aggregation and analysis services. You can request the names of such Analytics Processors by contacting Us.

VP Passport

Government entities

We may be required to disclose your Personal Information if:

  • Legally required to do so by governments, tribunals, law enforcement and regulatory agencies (for example as part of an ongoing investigation, subpoena, similar legal process or proceeding);
  • As otherwise required under any applicable law, regulation, or rule; and
  • If We believe, in good faith, that such disclosure is necessary to protect or defend Our rights or the rights of others, to assist in an investigation or to prevent illegal activity.

Why may Virgin Pulse disclose my Personal Information?

From time to time We may need to disclose limited amounts of your Personal Information. We will only disclose your Personal Information for the following limited purposes:

  • To administer VP Passport and associated reporting;
  • To administer any services that your VP Passport Sponsor engaged Us to provide;
  • To coordinate enrolment in additional services made available to you;
  • To enhance your experience;
  • To provide you with information about the services and resources available to you through VP Passport or provided to you by your VP Passport Sponsor;
  • To evaluate the overall quality and effectiveness of VP Passport;
  • To conduct in-depth analytics about VP Passport.
  • To comply with applicable laws.

Where and how is my Personal Information and other data stored?

All your data, including any Personal Information We collect about you, is stored at Amazon Web Services data centres located in the United States of America (USA). Because your data is stored on USA soil, it may be subject to USA laws, including the “Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001” (USA PATRIOT Act), as well as the jurisdiction of the USA government, tribunals, law enforcement and regulatory agencies, which may require Us to grant them access to your data.

How does Virgin Pulse Secure my Personal Information?

We are committed to protecting your data and your privacy. To ensure data security, We follow reasonable physical, electronic and managerial procedures designed to safeguard and secure your data and Personal Information. However, no company can fully eliminate security risks associated with the provision of online services.

Among the security features We use to protect your Personal Information and other data, We require that you create and use a username and unique password to access the web-based platform and mobile application. We use multiple layers of security to protect your Personal Information and data, including firewalls, intrusion detection tools and antivirus software.

Can I submit a request or enforce my rights with regard to my Personal Information?

To submit a request to access, change or correct, transfer, delete or otherwise alter the processing of your Personal Information, please utilise the “Manage Data” feature within VP Passport. Requests will be submitted to your VP Passport Sponsor for its review. Once We receive a response from your VP Passport Sponsor, We will follow its instructions for the fulfilment of your request. We follow strict procedures to ensure your identity is verified prior to fulfilment of any requests. Should a request be denied by your VP Passport Sponsor, We will promptly communicate its denial to you. If you have any questions or concerns regarding the fulfilment or denial of a request, please contact your VP Passport Sponsor. If you have submitted a request and would like to get an update on its status, please contact Our Support team.

How can my account be terminated?

Your VP Passport Sponsor may terminate your account or cease to use or require the use of VP Passport for any reason at any time, which will result in cancellation of your account.

You may request that your VP Passport account be cancelled by submitting a cancellation request to Our Support team. You may also submit a request to your VP Passport Sponsor for your account to be cancelled and your Personal Information to be deleted from Our systems through the “Manage my Data” option in the platform or mobile application.

Your VP Passport Sponsor may require you to use VP Passport to access your workplace. Please note that if VP Passport is required by your VP Passport Sponsor, you may be required to retain an account until your VP Passport Sponsor chooses to make VP Passport voluntary. If you have any questions about whether VP Passport is required by your VP Passport Sponsor or why, please contact your VP Passport Sponsor.

How long will Virgin Pulse keep my Personal Information?

We will retain the information associated with your account, including your risk assessments and statuses, as long as you have a VP Passport account and up to sixty-two (62) days after the termination of your VP Passport account. Upon the end of this retention period, your Personal Information will be permanently and irreversibly de-identified.

How does Virgin Pulse make changes to this Privacy Notice?

We may update this Notice from time to time to reflect changes in Our information practice and services offered. If We make any material changes to this Notice, you will be notified via an update notification, and you will be given the opportunity to review and accept the new Notice prior to being able to access the platform or continue to use VP Passport. The date indicating the last update can be found at the top of the Notice. If there are typographical mistakes, such as grammar or spelling errors, in the Notice We may correct them without notifying you.

What should I do if I have a concern or complaint against Virgin Pulse and its data privacy practices?

If you have an unresolved privacy or data use concern that We have not addressed satisfactorily, please contact Our U.S.-based third party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.

If you have any questions or concerns with regard to your VP Passport Sponsor’s policies, use of VP Passport or how the data provided to your VP Passport Sponsor is used by your VP Passport Sponsor, please contact your VP Passport Sponsor. 

Which Translation of the Virgin Pulse Privacy Notice is the Official Version?

Please note that any translation of this Notice is intended solely to facilitate your access to this information. The English version is the only official version of this Notice and any translation inaccuracies or discrepancies are not binding and have no legal effect for compliance or enforcement purposes.

How can I contact Virgin Pulse or its Data Protection Officer (DPO)?

If you have any questions, comments or concerns about this Notice, or your rights and obligations under this Notice, you may contact Us via email at privacyofficer@virginpulse.com or via the “Contact Us” section of the Virgin Pulse web-based platform and mobile application.

 

Alternatively, you can contact Us by writing to:

The Virgin Pulse Data Protection Officer

Virgin Pulse, Inc.

75 Fountain Street, Providence, Rhode Island 02902, United States.