Created January 1, 2013

Reviewed and updated November 9, 2023

*Please note: This policy applies to the use of the Center for Employee Wellness website found at For the privacy policy regarding your benefits plan, or any element of your benefits plan, please go to

The University of Rochester School of Nursing Center for Employee Wellness (referenced as “we” or “us” for the remainder of the document) is an employee benefit program independently administered by the School of Nursing as an exclusive vendor for Benefits Office of the University of Rochester. The University of Rochester School of Nursing Center for Employee Wellness is diligent in maintaining your privacy and keeping your personal information and health information secure. Safeguarding your privacy on our Website is one of the highest priorities for us. We understand that health is a very personal, private matter, and we want you to feel as comfortable as possible when visiting our Website and using our services. For this reason, we have created a privacy policy that informs you about the type of information we collect from the Website and how we use the gathered information.

We have privacy protections built into every aspect of our business operations, including our Web-based services. We will not sell or rent your personal information to others. We will only share information with others when it is necessary to provide services to you.

The University’s Well-U Program has contracted with the Center for Community Health & Prevention of the University of Rochester (the “Center for Community Health & Prevention”) to provide lifestyle management programs to individuals who complete the PHA and meet the criteria for eligibility in one or more of those programs. By logging into the Website and completing the PHA, you agree that if you meet program eligibility requirements, we can share your contact information and the results of your PHA with the Center for Community Health & Prevention for the purpose of outreach and program enrollment. The Center for Community Health & Prevention may then contact you to ask whether you are interested in joining one of those programs.

In addition to the Center for Community Health & Prevention, the University has contracted with the University of Rochester School of Nursing Center for Employee Wellness (the “Center”) to provide a chronic disease program (condition management) to individuals who complete the PHA and meet the eligibility criteria for the program. By logging into the Website and completing the PHA, you agree that if you meet program eligibility requirements, we can also use the results of your PHA and your contact information for the purpose of outreach and program enrollment. We may contact you to ask whether you are interested in joining the program. We may also share certain information contained in the PHA with your primary care provider if he/she is employed by the University of Rochester, and if you are eligible for programs offered by the Center for Employee Wellness.

We reserve the right to change the provisions of this privacy policy at any time, by posting a revised privacy policy on the Website. You should read and fully understand this notice before using this Website for the first time. Any modifications made to the privacy policy will be effective immediately upon posting on the Website. Your use of the Website following the posting of such changes or revised privacy policy will constitute your acceptance of any such changes. Any time changes are made, we will date the revision at the top of this privacy policy for your reference, and you should plan to review this notice for relevant changes accordingly. If you have questions about privacy when using the Website, reference the privacy policy first and then contact us via our Website ( for any unresolved questions you may have.

What information do we collect?

Our Web servers automatically collect:

  • The domain name from which you access the Internet;
  • The Internet address of the website from which you linked to us;
  • The pages you access;
  • The date and time that you access the Website; and
  • Your browser type and version.

In order to provide you with certain services on our Website, we may at times need to collect personal information. For example, when we provide services to you on behalf of your employer, we may collect personal information about your health, benefits, and insurance. If you fail to provide requested information, your access to the features and services offered by this Website might be limited.

Collection is done both actively (information you voluntarily submit to us) and passively (see below).

Active Collection

Your Account.: Creating an account is voluntary, but the Website is not accessible if you do not create a personal account. You will be required to provide your first and last name, date of birth, e-mail address, and telephone number in order to create an account. If you are a University employee, you will be required to provide your employee ID number; if you are a spouse or domestic partner of a University employee, you will be asked to provide their employee ID number.

Feedback.: We may also collect feedback information through the Website. This may include opinions on Website content, as well as information on Website functionality such as error messages or broken links. Submission of feedback is voluntary and non-confidential, and we do not guarantee a reply to information submitted through these feedback mechanisms.

Surveys.: From time to time our Website may request information from you via surveys. Participation in these surveys is completely voluntary. Survey information will be used for purposes of monitoring or improving the use and satisfaction of this Website.

E-Mail Messages: You will receive e-mails informing you that you have a message waiting in your account inbox. When you visit the Website, send e-mails to us, or provide your email address to us in your registration process or otherwise, that is your consent and permission for us to send you communications by email at the address(es) you use or provide. We will communicate with you by e-mail or by posting notices on this Website. By using the Website, you agree that all notices, agreements, disclosures, and other messages that we provide to you electronically satisfy any legal requirement that such communications be in writing.

Telephone Contact: By providing your phone number to us in the registration process or otherwise, you consent to allow us to contact you by phone and leave a message for you at that number. In most circumstances, the only message we would leave for you would be to ask that you contact us.

Passive Collection

Cookies: A cookie is a piece of data stored on your computer's hard drive. Usage of a cookie is not linked to any personally identifiable information while on our Website. Once you close your Internet browser, the cookie simply terminates. Cookies enable us to track and target the interests of our users to enhance the experience on our Website. If you wish to reject, erase or be warned of cookies, please refer to your browser instructions or help screen to learn about these functions. If you reject the cookie, your access to certain areas of the Website might be limited.

Log Files: We use Internet protocol (IP) addresses and browser information to analyze trends, administer the Website, track usage, and gather broad demographic information for aggregate use. Your IP address is not linked to your other personally identifiable information.

How do we use information collected on this Website?

Personal information that you provide to us (such as a personal e-mail address) may be used by us in the following ways:

  • to contact you about your use of the Website or about our services;
  • to reach out to you for program enrollment if you are eligible for program participation;
  • to respond to your comments or requests;
  • to request feedback and enable us to develop and improve the Website and our services;
  • for internal purposes; and
  • for the specific purpose for which the information was provided.

We restrict access to information to those individuals in our organization who require access in order to provide products and services to you. Our employees are trained regarding their responsibility to protect your privacy, utilizing clear guidelines.

If you stop using this Website, your information is treated in the same manner as the information of current users.

What information is shared with third parties?

We share collected information with outside parties only as required by law or legal order, or to fulfill our contracted administrative duties. For example, we provide enrollment services that require transmitting collected demographic, payroll, and insurance data to your employer and applicable insurance carrier(s). Information collected will not be distributed or shared with any entity for marketing purposes or for any other purpose outside the scope of the business requirements for which we have been contracted.

Additionally, we may share aggregated information with third parties such as the Benefits Office of the University of Rochester without your authorization. Aggregated information is information about all users, or a subset of all users, which is not linked to any of your personal information and does not include information that would allow you to be individually identified. The aggregated information is used for the purpose of program planning and program evaluation.

Information about you may also be provided to the Center for Community Health & Prevention or the Center for Employee Wellness for purposes of outreach and program enrollment as discussed above.

How do links affect my privacy?

This Website may contain links to other websites. We are not responsible for the privacy practices or the content of websites linked from our Website, nor does linking to other websites indicate any endorsement of the website or the products or information provided on such websites.

When you leave our Website, please read the privacy statements of each and every website that collects personally identifiable information.

What security precautions are taken to protect my information online?

We use proven methods to maintain the security of your information during your use of our services. Highlights of our security include:

  • internal firewalls;
  • security audits and assessments;
  • Secure Socket Layers and Transport Layer Security (1024-bit keys for encryption); and
  • user-level security controls.

How long is my information maintained?

Personally identifiable information that you share with us, is stored on our database servers at an offsite location, on a secure server. We have a firewall to prevent individuals from accessing information without authorization. Data centers are physically secure and protected from unauthorized access by unauthorized persons. Physical access to the servers requires individual authorization and authentication. Information in our data centers is backed up routinely, in order to aid in the recovery of information in the event of accidental damage of information or due to a natural disaster. The backup media is stored in a physically secure storage facility. Your information will be maintained for a minimum of 7 years.

How do I access, supplement and/or amend my information?

If you have any questions regarding information you have submitted on the Website, please contact us at via our Website at We cannot delete data submitted by you; however, upon your written request, certain information that we maintain about you can be amended.

What is your advertisement policy?

We do not accept or post advertising for commercial products or services. We do not accept additional payment for promotion of the Center for Community Health & Prevention’s programs from the University or the Center for Community Health & Prevention.

Who can I contact with questions about this Website?

General questions or comments about this Website may be directed to The School of Nursing Center for Employee Wellness Center (accessible via our homepage