NMS | MedPhys Match Privacy

You are strongly encouraged to read the National Matching Services Inc. Privacy Policy (natmatch.com/terms/privacy.html) as it describes policies and procedures that apply to this Match.

Introduction

National Matching Services Inc. ("NMS", "we", "us", "our") provides application and matching services for the Medical Physics Matching Program (the "MedPhys Match").

The MedPhys Match collects and distributes application information and places applicants into medical physics residency positions. MedPhys Match participants include institutions, residencies and programs offering positions in the MedPhys Match, and applicants seeking positions in the MedPhys Match.

The MedPhys Match Websites (natmatch.com/medphys, medphys.matchprogram.org), including all pages, sub-pages, and successor pages (collectively referred to as the "Website") provide information about the MedPhys Match and tools for participants to access, view and manage the information they submit to the MedPhys Match.

To the extent permissible by law, your use of the Match Website constitutes your agreement and consent for NMS to collect, use, disclose and otherwise manage your information as set out in the Privacy Policy (natmatch.com/terms/privacy.html) and this Match-specific Privacy Notice. You also agree to the Website Terms of Use described in detail at natmatch.com/terms/tou.html.

Sponsoring Organization

The 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) (herein referred to as the "Sponsoring Organization(s)"). NMS administers the MedPhys Match and processes your information on behalf of and under contract with the AAPM.

The Sponsoring Organization(s) retain sole ownership of and proprietary rights to all information that you provide to NMS for purposes of administering or supporting the MedPhys Match. Other than as is used to administer or support the MedPhys Match, or as ordered by a court of law, NMS will not disclose or make use of any information you provide to NMS without first obtaining explicit consent from the Sponsoring Organization(s).

Collection of Your Information

If you access the MedPhys Match Website, register or set up an account on the Website, or use the MedPhys Match Website as a registered participant, NMS will collect information directly from you. NMS may also collect information about you from the Sponsoring Organization(s), or other organizations with an interest in the MedPhys Match as approved by the Sponsoring Organization(s) (e.g., the Commission on Accreditation of Medical Physics Education Programs). The information collected is used to administer and support the MedPhys Match.

For institutions, residencies and programs, the information collected by NMS includes, but is not limited to: IP address and time of your visit to the Website, residency name; code number; password; security questions and answers; address; CAMPEP accreditation status; program director name; phone number; fax number; email address; programs and positions offered; application deadline date; name, phone number and email of program personnel, if any; reason for withdrawal, if any; application information for applicants who applied to the program, the dates those applications were submitted, received and distributed; evaluations, ratings, tags, and comments on applications received from each applicant; interview events, dates, invitations, rejections, and schedules; Rank Order List(s); date of entry, updates, and certification; information on applicants matched to each program; payment information; and logs of the actions you take on the Website.
For applicants, the information collected by NMS includes, but is not limited to: IP address and times of your visits to the Website; name; code number; password; security questions and answers; address; phone numbers; email address; day of birth; ethnicity, and gender identification; education information, including degrees, schools and years of graduation; employment information; information about professional liability; ABR and CCPM status; CVs, personal statements, and other documents uploaded by the applicant or on the applicant's behalf; contact information of chosen reference writers, labels assigned to reference letters, and uploaded reference letters; list of programs which have been selected for applications; ratings, tags, and comments on the applications submitted to selected programs; date the applications were submitted; interview invitations, rejections, bookings, and schedules; Rank Order List, date of entry, updates, and certification; program to which applicant is matched (if any); payment information; name and code number of partner, if applicant is participating in the Match as a couple; reason for withdrawal, if any; and logs of the actions you take on the Website.
For Reference Writers, the information collected by NMS includes, but is not limited to: IP address and time of your visit to the Website; name; password; security questions and answers; email address; list of applicants who have requested reference letters from you; any documents uploaded to the system, and the dates and times of upload; and logs of the actions you take on the Website.
Sometimes NMS surveys MedPhys Match participants. If you agree to complete the survey, your responses and answers to the survey questions are collected.
When you call or email NMS with a comment or question, we will collect this information to enable NMS to respond to your comment or question and to monitor or improve our services. We may ask for your information in order to respond to your comment or question.
Sometimes NMS asks for optional information that you are not required to provide. For example, we may request certain information to uniquely identify you as a MedPhys Match participant.

It is your responsibility to ensure that the information you provide is truthful, complete and correct. NMS and the Sponsoring Organization(s) 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 MedPhys Match result may be revoked by the Sponsoring organization(s). 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.

Use of Your Information

Your information may be used in the following ways:

NMS uses your information to identify you as a unique Match participant, to verify payment, to assemble and distribute applications and application information, to schedule interviews, to enter and confirm ranking information, to withdraw you from the MedPhys Match, to execute the Matching Process, to communicate with you by email and/or phone, to provide you with support, and to report results.
Your information may be used by NMS, the Sponsoring Organization(s) or a third-party authorized by the Sponsoring Organization, to create aggregate, non-personally identifiable statistics for use by the public, by the Sponsoring Organization(s) and by Match participants for performance, policy, development and other research purposes.
NMS may use your information to resolve issues raised by interested parties that are related to the accuracy, quality, security, comprehensiveness, and performance of the Match.
NMS may survey MedPhys Match participants. Your information is used to contact you to advise you of the survey. If you agree to complete the survey, your information is used only to process the survey responses.

Disclosure of Your Information

Your information may be disclosed in the following ways:

NMS may disclose all of your information to the Sponsoring Organization(s). The Sponsoring Organization(s) may use or share the information for research, marketing, commercial or other business purposes, whether conducted by the Sponsoring Organization(s) or a third-party authorized by the Sponsoring Organization(s).
NMS may disclose program contact information on a publicly accessible section of the Website.
NMS may disclose your information in aggregated statistics for use by the public, by the Sponsoring Organization(s) and by MedPhys Match participants for performance, policy, development and other research purposes.
NMS may disclose to institutions, residencies, and programs the name, code number, email, participation status, school and year of graduation of applicants participating in the Match; the name and code number of applicants invited, rejected, or scheduled for interviews; the name and code number of applicants that matched to the program; the result of applicants who were ranked by the program; contact information for and program types ranked by applicants who participated in the Match but were not matched.
NMS may disclose to applicants information, including name, contact information and program offerings for all residencies participating in the MedPhys Match; the interview types and dates offered by a program; and interview invitations sent to the applicant by a program.
NMS may disclose to applicants the program and track to which they have been matched. NMS may disclose on a publicly accessible section of the Website contact and track information of programs with positions that remain unfilled after the Match. NMS may disclose your information to third parties as requested by the Sponsoring Organization.
NMS may disclose to programs the name, code number, email, participation status, school or college of graduation and graduation date for applicants participating; the application information submitted by an applicant to the program; the names, uploaded content, and status of the reference writers asked to submit references to the program; the dates which the applicant has scheduled for interviews; the name, code number and emails of applicants that matched to a program; information on programs that have positions available or applicants that remain unmatched; and contact information of Match participants.
NMS may disclose to applicants contact and program information of residencies with positions that remain unfilled after the Match.
NMS may disclose your information to third parties as requested by the Sponsoring Organization(s).
NMS may disclose your information to regulatory authorities, law enforcement or other persons, as authorized or required by law.
NMS reserves the right to disclose your 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 our privacy practices, or to report a complaint, contact NMS by email at medphys@natmatch.com; by phone at (416) 977-3431; or in writing to National Matching Services Inc., 301-20 Holly St., Toronto ON M4S 3B1.