Privacy Policy - Kaiser Permanente Voice

Kaiser Permanente Voice Website Privacy Statement

Introduction

The Kaiser Permanente Voice Web site (which is referred to in this Privacy Statement as the “Site”) allows interested Kaiser Permanente current employees and retirees to remain informed & educated about policy and issues affecting Kaiser Permanente.

This Privacy Statement applies to the Site, which is owned and operated by Kaiser Permanente Voice. This Privacy Statement describes how KP Voice collects and uses the personal information you provide on, and other information that is collected from, your use of the Site. It also describes the choices available to you regarding our use of your personal information and how you can access and update this information.

Personal information means information that is individually identifiable. Information that has been de-identified by KP Voice or others is no longer personal information and is not covered by the terms of this Privacy Statement.

KP Voice is committed to protecting the privacy of the users of the Site. We will use and disclose your personal information as stated in this Privacy Statement.

Our use and disclosure of an individual’s personal identifying information is limited as required by state and federal law. We do not sell or rent personal information about visitors to this Site.

Third Parties Providing Services on Our Behalf

We may share information about you, including Personal Information, with third-party vendors to enable them to perform services on our behalf. Additionally, we may share various information relating to our users and fraudulent or potentially fraudulent activities with our fraud prevention and similar vendors, and they will use this information to help us, and their other clients prevent fraudulent and illegal transactions.

Security

This Site has security measures in place that are intended to help protect against the loss, misuse, unauthorized access or alteration of information under our control both during transmission and once the information is received. These measures include encryption of data using the Secure Socket Layer (SSL) system, and using a secured messaging service when we send your personal information electronically to the Site. Despite these measures, the confidentiality of any communication or material transmitted to or from us via this Site by Internet, text message or e-mail cannot be guaranteed. At your discretion, you may contact us via the contact information listed in the “Questions, complaints, and contacts” section at the end of this Privacy Statement.

Revisions to the Privacy Statement

We may revise this Privacy Statement from time to time as we add new features or modify the way in which we manage information, or as laws change that may affect our services. If we make material changes to our Privacy Statement, we will post notice of this on our Site prior to the changes becoming effective. Any revised Privacy Statement will apply both to information we already have about you at the time of the change, and any personal information created or received after the change takes effect. We include a version number on this Privacy Statement consisting of the date (year, month, and day) it was last revised. We encourage you to periodically reread this Privacy Statement, to see if there have been any changes to our policies that may affect you.

Site Visitor Data

In addition to web logs, described below, Kaiser Permanente Voice routinely gathers data on Site activity, such as how many people visit the Site, the web pages they visit, where they come from, how long they stay on the Site, etc. The data is collected on an aggregate basis, which means that no personally identifiable information is associated with the data. This data helps us improve our content and overall usage. The information is not shared with other organizations for their independent use.

The Site does not honor a browser’s signal or header request not to track the user’s activity.

Collecting, Using and Disclosing Personal Information

Except as disclosed in this Privacy Statement, we do not collect any personally identifiable information about visitors to the Site. The policies, sources, and uses of information are outlined in Sections 1 through 13 that follow:

1. Information Collection Use

We collect the following personal information from you:

contact information such as name, email address (personal and Kaiser Permanente work email addresses), mailing address, and cellular phone number

We use and disclose this information to:

administer your account
send you newsletters, text messages or email communications
respond to your questions and concerns
improve our Site and marketing efforts
conduct internal quality improvement or business analysis
customize your experience on the Site
de-identify the information in accordance with applicable law

2. Web logs

As is true of most websites, we gather certain information automatically. We maintain standard Web logs that record data about all visitors and customers who use this Site, and we store this information for no longer than reasonably useful to carry out its legitimate business purpose, or as legally required. These logs may contain the Internet domain from which you access the Site (such as xfinity.com, att.com, etc.); the IP address which is automatically assigned to your computer when you get on the Internet (a static IP address may be identifiable as being connected to you, while a dynamic address is usually not identifiable); the type of browser and operating system you use; the date and time you visited; the pages you viewed; and the address of the Web site you linked from, if any. If you sign on to the Site to use secured features, our Web logs will also contain an individual identifier and show the services you have accessed.

All Web logs are stored securely, and may only be accessed by Kaiser Permanente Voice employees or designees on a need-to-know basis for a specific purpose. Kaiser Permanente Voice uses Web log information to help us design our Site, to identify popular features, to resolve user, hardware, and software problems, and to make the Site more useful to visitors and for security purposes.

3. Internet cookies

We and our service providers may place Internet “cookies” or similar technologies (JavaScript, HTML5, ETag) on the computer hard drives of visitors to the Site. Information we obtain helps us to tailor our Site to be more helpful and efficient for our visitors. For example, we are able to see the navigation path taken by users, and that information allows us to understand user success or challenges with the web experience. The cookie consists of a unique identifier that does not contain information about your personal identifying information. We use two types of cookies, “session” cookies and “persistent” cookies, along with other similar technologies.

A session cookie is temporary, and expires after you end a session and close your Web browser. We use session cookies to help customize your experience on our Site, maintain your signed-on status as you navigate through our features, and to track your “click path” through our Web pages.

Persistent cookies remain on your hard drive after you’ve exited from our Site, and we use them for several reasons. For instance, if you’ve given us permission to e-mail you information we may place a persistent cookie on your hard drive that will let us know when you come back to visit our Site. We sometimes use this type of persistent cookie with a “Web beacon” (see below). Persistent cookies will not contain any personal identifying information about you.

You may have software on your computer that will allow you to decline or deactivate Internet cookies, but if you do so, some features of this Site may not work properly for you. For instructions on how to remove cookies from your hard drive, go to your browser’s Site for detailed instructions. In addition, further information regarding cookies may be available on other Web sites or from your Internet service provider. Safari, Chrome, Firefox, Internet Explorer and iOS browsers are commonly used browsers.

4. Web Beacons

We may also occasionally use “Web beacons” (also known as “clear gifs,” “Web bugs,” “1-pixel gifs,” etc.) that allow us to collect non-personal information about your response to our e-mail communications, and for other purposes. Web beacons are tiny images, placed on a Web page or e-mail, that can tell us if you’ve gone to a particular area on our Site. For example, if you’ve given us permission to send you e-mails, we may send you an e-mail urging you to use a certain feature on our Site. If you do respond to that e-mail and use that feature, the Web beacon will tell us that our e-mail communication with you has been successful. Since Web beacons are used in conjunction with persistent cookies (described above), if you set your browser to decline or deactivate cookies, Web beacons cannot function. We do not collect any personally identifying information with a Web beacon, and do not link Web beacons with any other personal information you’ve given us.

5. E-mails, voice messages, and SMS text messaging

KP Voice uses a third-party vendor to help us manage some of our e-mail and voice text/messaging communications with you. While we do supply these vendors with e-mail addresses or mobile telephone numbers of those we wish them to contact, your e-mail address or mobile telephone number is never used for any purpose other than to communicate with you on our behalf. When you click on a link in an e-mail, you may temporarily be redirected through one of the vendor’s servers (although this process will be invisible to you) which will register that you’ve clicked on that link and have visited our Site. Kaiser Permanente Voice never shares any information, other than your e-mail address or telephone number, with our third-party e-mail and voice/text messaging vendors, which may only share this information with its authorized subcontractors.

At any time, and even if you have expressly given us permission to send voice/text messages to you, you may communicate your desire not to receive additional voice/text messages by following the stop or opt-out instructions in the voice or text message, by adjusting your preferences on the Site (for only certain categories of communications), or by contacting KP Voice as directed below.

6. Evaluation and quality improvement

We will periodically ask users to complete surveys asking about their experiences with features of the Site. We use survey information for evaluation and quality improvement purposes, including helping KP Voice to improve information and services offered through the Site. In addition, users giving feedback may be individually contacted for follow-up due to concerns raised during the course of such evaluation. Web log data may be stored for future evaluation and quality improvement activities.

7, Data integrity and correction

You have the right to request to view and correct personal information from the Site. Such requests may be submitted using the contact information in the “Questions, complaints, and contacts” section below.

If your personal information changes, you have the right to update or request deletion of information collected on our Site, or if you believe a third party has provided us with your personal information and you would like to request that it be edited or removed from our database, please use the contact information in the “Questions, complaints, and contacts” section below. We will respond to all access requests within 30 days.

8. Children

We do not knowingly collect personally identifiable information from children under the age of 13. If Kaiser Permanente Voice is made aware of collecting information from a child under 13 we will delete this information.

9. Disclosures

We may disclose personal information to any person performing audit, legal, operational, or other services for us. We will use information which does not identify the individual for these activities whenever reasonably possible. Information disclosed to vendors or contractors for operational purposes may not be re-disclosed to others by such a vendor or contractor, except as permitted by KP Voice and applicable law. We may also disclose your personal information to third parties who provide services on our behalf to help with our business activities. These companies are authorized to use your personal information only as necessary to provide these services to us pursuant to written instructions. In such cases, these companies must abide by our data privacy and security requirements and are not allowed to use your personal information they receive from us for any other purpose.

We may also disclose your personal information:

as required by law, such as to comply with a subpoena, or similar legal process
when we believe in good faith that disclosure is necessary to protect our rights, protect you or others safety from threats of imminent harm, investigate fraud or other activity in violation of the law, or respond to lawful request by public authorities (including to meet national security or law enforcement requirements)
to protect the security and reliability of the Site
if Kaiser Permanente Voice is involved in a merger, acquisition, or sale of all or a portion of its assets. You will be notified via email and/or a prominent notice on our Site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information
to any other third party with your prior consent to do so
to Kaiser Permanente entities to carry out business planning and development and business management and general administrative activities, such as to provide, maintain and personalize our sites and services, and to communicate with you

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

10. Opt out

If a user makes a request to receive information in an ongoing manner through the Site by providing an email address or mobile phone number, the user may request to discontinue future mailings or messages. Similarly, if you receive information about a KP Voice service through email or voice/text message, you may make a request to discontinue receiving similar messages in the future. Materials sent to you by email or voice/text message may contain information about how to opt out.

11. Data retention

We will retain your personal information for the period necessary to fulfill the purposes outlined in this Privacy statement, including to meet our legal obligations, resolve disputes, and enforce our agreements, unless a longer retention period is required or permitted by law.

12. Links to third party websites

Our Site includes links to other websites whose privacy practices may differ from those of KP Voice. If you submit personal information to any of those sites, your information is governed by their privacy statements. We encourage you to carefully read the privacy statement of any website you visit.

Questions, complaints, and contacts

If you have any questions about this Privacy Statement, our policies and practices concerning this Site, your rights under this statement, and your dealings with the Site, you can contact Kaiser Permanente Voice by sending a message to the Web manager at info@voice.kp.org

Last revised: November 8, 2023

Version 2.0