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Notice of Collection, Use, and Disclosure of Your Personal Information - Medical Physics Matching Program (MedPhys Match)

You are strongly encouraged to read the National Matching Services Inc. (NMS) Privacy Statement (www.natmatch.com/privacy/privacy.html) as it describes Privacy policies and procedures that are applicable for this Match.

Introduction

National Matching Services Inc. (NMS) administers matching services for the Medical Physics Matching Program (MedPhys Match). The MedPhys Match is sponsored and supervised by the American Association of Physicists in Medicine (AAPM) and the Society of Directors of Academic Medical Physics Programs (SDAMPP). AAPM is herein referred to as the Sponsoring Organizations of the MedPhys Match.

The MedPhys Match places applicants into medical physics residency positions.

MedPhys Match participants, which include programs offering positions in the MedPhys Match and applicants seeking positions in the MedPhys Match, may use the MedPhys Match web sites (www.natmatch.com/medphys and medphys.matchprogram.org) to provide, view, edit and access information related to the MedPhys Match. By using the MedPhys Match web sites, you agree that NMS will collect, use, disclose and otherwise manage your Personal Information as set out in this Notice. You also agree to the Web Site Terms of Use described in detail at www.natmatch.com/tou.html.

It is your responsibility to ensure that the Personal Information you provide is truthful, complete and correct. NMS and the Sponsoring Organization reserve the right to verify any information provided as part of your participation in the MedPhys Match. If any information you provide is determined to be false or misleading, concealed or withheld your participation may be denied and/or your Match result may be revoked. The determination of whether the Personal Information you provide is false or whether you have concealed or withheld information may be shared with MedPhys Match participants and/or other interested parties.

NMS retains current and historical records of your Personal Information for the purposes of determining eligibility for future matches and/or for reporting results. The Sponsoring Organization retains sole ownership of and proprietary rights to all non-anonymous Personal Information that is submitted to NMS for purposes of administering or supporting the matching services.

NMS maintains administrative, technical and physical safeguards in an effort to protect against unauthorized access, use, modification and disclosure of your Personal Information. NMS will maintain the confidentiality of all Personal Information it collects in connection with your participation in the MedPhys Match and will disclose such Personal Information only for the purposes described in this Notice. NMS stores electronic and other records off-site as part of its disaster recovery procedures.

You are solely responsible for keeping your NMS user identification, log-in information and other registration information confidential and secure. Please notify NMS immediately if you suspect any unauthorized access, use or disclosure.

Collection of Personal Information

  • NMS collects your Personal Information used to administer and support matching services.
  • When you call or e-mail NMS with a comment or question you may be asked for Personal Information to enable NMS to respond to your comment or inquiry. We may retain this Personal Information to assist you in the future or to monitor or improve our services.
  • For programs, the Personal Information collected by NMS includes, but is not limited to: residency name; code number; password; address; CAMPEP accreditation status; program director name; phone number; fax number; e-mail address; programs offered in the MedPhys Match; MedPhys Match quotas for each program offered; names, code numbers, and rankings of applicants; names, code numbers, and ranking of applicants matched to each program.
  • For applicants, the Personal Information collected by NMS includes, but is not limited to: name; code number; password; address; phone number; day and month of birth; e-mail address; name of medical physics graduate program; graduation date; name, code number, and ranking of programs; program to which applicant is matched (if any); name and code number of partner, if applicant is participating in the MedPhys Match as a couple.
  • Sometimes NMS or the Sponsoring Organization undertakes a survey of Medphys Match participants. Your Personal Information is used to contact you to advise you of the survey. If you agree to complete the survey, your Personal Information is used only to process the survey responses. The information obtained from the survey is used only in aggregate and non-identifiable form.
  • Sometimes NMS asks for Personal Information that you are not required to provide, but may provide if you wish. For example, we may request certain Personal Information for the purposes of uniquely identifying you as a Medphys Match participant.

Use of Personal Information

  • NMS uses your Personal Information to identify you as a unique Medphys Match participant, to enter and confirm ranking information, to withdraw you from the Medphys Match, to execute the Medphys Match and to report results.
  • NMS uses your Personal Information to create aggregate, non-personally identifiable statistics for use by the public, by the Sponsoring Organization and by Match participants for performance, policy, development and other research purposes. These statistics are available at www.natmatch.com/medphys.
  • NMS may use your Personal Information to resolve issues raised by interested parties that are related to the accuracy, quality, security, comprehensiveness and performance of the matching service(s) used by the Sponsoring Organization.

Disclosure of Personal Information

  • NMS discloses a list of programs participating in the Medphys Match on a publicly available section of the web site.
  • NMS discloses program participation information to the Sponsoring Organization.
  • NMS will disclose to programs the name and code number of applicants participating in the Medphys Match; the result of applicants who were ranked by those programs; and information on applicants who participated in the Medphys Match but were not matched.
  • NMS will disclose to applicants the name and code number of the program to which they have been matched and information on positions that remain unfilled after the Medphys Match.
  • NMS will disclose Personal Information about you as requested by the Sponsoring Organization.
  • NMS may disclose your Personal Information to regulatory authorities, law enforcement or other persons, as authorized or required by law.
  • NMS reserves the right to disclose your Personal Information to interested parties, at our sole discretion, if we deem it to be in the best interest of supporting or administering the matching services.

How to Contact Us

For more information about the collection, use and disclosure of your Personal Information by NMS, contact NMS by e-mail at medphys@natmatch.com; by phone at (416) 977-3431; or in writing at 20 Holly St, Suite 301, Toronto ON, M4S 3B1.


Last updated: July, 2016