Privacy Policy
THIS NOTICE DESCRIBES HOW PERSONAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Willis Towers Watson and our affiliated entities (collectively, the “Company,” “we,” “our” or “us”) are committed to privacy and transparency in our information practices. We provide benefits enrollment and administration services and hosts websites on behalf of Plan Sponsors for your use (“Services”). As part of these Services, we also offer our clients the opportunity to participate in www.wtwoutsourcingclients.com whose purpose is to provide you with access to a client-only community where you can find more information on current and upcoming offerings from the Willis Towers Watson Benefits Outsourcing team, products and services (the “Website”). In addition to being able to learn about future events and learning opportunities, you will have the chance to connect and interact with other HR and Benefits professionals while gaining insights from their experiences in our community forum. This Privacy Notice describes our practices in connection with information that we collect through this Website. Use of other Services may be subject to different terms including different Privacy Notices. By providing Personal Information to us, you agree to the terms and conditions of this Privacy Notice.
Personal Information
Personal Information We May Collect
“Personal Information” is information that identifies you as an individual or relates to an identifiable person, including, but not limited to:
Full Name
Email address
Company Affiliation
Usage information related to your use of the Website
Any other information you provide to us about yourself such as photos, display name, headline, biographical information, location, social media links and forum content.
We may also collect personal information automatically when you use of our website, through ‘cookies’ and other similar tools, as set forth in the “Cookies” section below.
How We May Collect Personal Information
We and our service providers may collect Personal Information in a variety of ways, including, but not limited to:
Through the Website: We may collect Personal Information through the Website, for example when you create an account, change your personal information, such as email address or password, or post content on the forums.
How We May Use Personal Information
In general, we use the personal information that we receive or collect about you, in order to administer and maintain the Website, and in order to comply with applicable legal obligations.
The purposes for which we may process personal information will vary depending upon the circumstances in which we interact with you, but in general we use personal information for the purposes set forth below.:
To provide the community forum and Website to you.
To ensure members of the site are clients of Willis Towers Watson.
To personalize the content and information provided to you.
For fraud monitoring and prevention and security purposes.
To audit and improve our Services, including in support of training and quality control efforts.
As we believe to be necessary: (a) to comply with the law or a legal obligation; (b) to comply with legal process (e.g. a subpoena or court order); and (c) to protect the rights, privacy, safety and property of us and others.
Aggregate and de-identified information. We may use de-identified and aggregated information and reports related to the Services, in order to assess, improve and develop our business, products and services, prepare benchmarking reports on our industry and for other research, marketing and analytics purposes. We do not share personal information with third parties in such cases.
How Personal Information May Be Disclosed
Your Personal Information may be disclosed or transferred:
For our legitimate business purposes
To a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings).
As we believe to be necessary: (a) to comply with the law or a legal obligation; (b) to comply with legal process (e.g., a subpoena or court order); or (c) to protect the rights, privacy, safety and property of us and others.
Cookies
Our websites may use first party and third-party cookies, pixel tags, plugins and other tools to gather device, usage and browsing information when users visit our website or use our online services. For instance, when you visit our website, our server may record your IP address (and associated location information) and other information such as the type of your internet browser, your Media Access Control (MAC) address, computer type (Windows or Macintosh), screen resolution, operating system name and version, device manufacturer and model, language, and the pages you view and links you click on our website, as well as date and time stamps associates with your activities on our website. Our website also uses Google Analytics to collect and analyze information about use of the websites. We use this usage and browsing information we collect for security purposes, to facilitate navigation, to improve your experience while using the website, to improve the website, and to identify and resolve bugs and errors.
Cookies. Cookies are small text files that a website transfers to your hard drive to store and sometimes collect information about your usage of websites, such as time spent on the websites, pages visited, language preferences, and other traffic data. You can control the way in which cookies are used by altering your browser settings. You may refuse to accept cookies by activating the setting on your browser that allows you to reject cookies. However, if you select such a setting, this may affect the functioning of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you access or log on to our websites. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them visit www.aboutcookies.org or www.allaboutcookies.org.
Pixel tags and other similar technologies. Pixel tags (also known as web beacons and clear GIFs) may be used in connection with some website to, among other things, track the actions of users of the website (including email recipients), measure the success of our marketing campaigns and compile statistics about usage of the website and response rates. We and our service providers also use pixel tags in HTML emails to our customers, to help us track email response rates, identify when our emails are viewed, and track whether our emails are forwarded.
Log files. Most browsers collect certain information, such as your IP address, device type, screen resolution, operating system version and internet browser type and version. This information is gathered automatically and stored in log files.
Do-Not-Track signals. Please note that our website does not recognize or respond to any signal which your browser might transmit through the so-called 'Do Not Track' feature your browser might have. If you wish to disable cookies on our website, you should not rely on any 'Do Not Track' feature your browser might have. For more information about do-not-track signals, please click here.
THIRD PARTY SERVICES
We may include links in the Services to websites for third-parties, such as government agencies and our service providers. The Website may also use third-party plugins from our service providers to enhance functionality and operations. When you access or use any of these third-party links, plug-ins or other similar technologies, you will be leaving the Services and your usage of those third party sites will be governed by the privacy policies of such third parties, not by this Privacy Notice. This Privacy Notice does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any site or service to which the Services may link. The inclusion of a link on the Services does not imply endorsement of the linked site or service by us or by our affiliates.
Security
We have implemented security measures to protect personal information we collect. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of your account has been compromised), please immediately notify us in accordance with the “Contacting Us” section below.
CHOICES AND ACCESS
Our standard process for many communications is to send information regarding your benefits and other communications electronically via email or our online portal. You may request to receive communications by paper mail in accordance with the “Contacting Us” section below.
If you would like to review, correct, update, suppress or delete Personal Information that we may be processing as a service provider, you may do so by contacting your Human Resources contact or accessing your employer’s online benefits portal. Please use the features or phone number available to you on the website. If you reside in Canada, you have the right to request access to any additional information that we hold about you, subject to limited exceptions set out under applicable law. If you think any of the information we hold about you is inaccurate, you may also request a correction. To exercise these rights, please email or write to us at the address set out in in the “Contacting Us” section of this Privacy Notice. You may also contact us at as referenced below.
Because email communications are not always secure, please do not include credit card or other sensitive information in your emails to us.
Please note that we may need to retain certain information for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion.
RETENTION PERIOD
We will retain your Personal Information for as long as the Website remains in operation and as necessary to fulfill the purposes outlined in this Privacy Notice, or longer where required by law.
Use of Services by MINORS
The Services are not directed to individuals under the age of sixteen (16), and we request that they not provide Personal Information through the Services.
CROSS-BORDER TRANSFER
Your Personal Information may be collected, stored, and processed in any country where we have facilities or in which we engage service providers. By using the Services you acknowledge that we may transfer your Personal Information to countries outside of your country of residence, including the United States, which may have laws and data protection rules that are different from those of your country. While your information is in another jurisdiction, it may be accessed by the local courts, law enforcement, and national security authorities. To receive information regarding our policies and procedures with respect to service providers in different countries, please email or write to us at the address set out in in the “Contacting Us” section of this Privacy Notice.
SENSITIVE INFORMATION
We ask that you not send us, and not disclose, any sensitive Personal Information (e.g., social security number, social insurance number, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background, or trade union membership) on or through the Services or otherwise to us.
UPDATES TO THIS PRIVACY NOTICE
We may change this Privacy Notice. The “Last Updated” legend at the top of this page indicates when this Privacy Notice was last revised. We encourage you to refer to this Privacy Notice often for the latest information about our personal information practices.
CONTACTING US
If you have any questions about this Privacy Notice, or how your Personal Information may be used or disclosed, please contact us at benefits.outsourcing.clients@willistowerswatson.com. Because email communications are not always secure, please do not include credit card or other sensitive information in your emails to us.
Last updated: October 2020