Stanford
Cardinal at Work

Financial Assistance System Privacy Policy

WorkLife Financial Assistance System Privacy Notice

This WorkLife Privacy Notice supplements the Stanford University Online Privacy Policy and applies to the personal information that Stanford University’s WorkLife program collects and uses when individuals access the WorkLife Financial Assistance System. This Notice describes how this information is processed and the choices that are available to you regarding the use of the personal information you provide.

Information Collected and Used

Personal information is any information related to an identified or identifiable individual. We are committed to protecting your privacy, and we will only use your personal information that you provide for the purpose of evaluating your eligibility and for providing financial assistance for dependent care, for the strategic planning, administration and evaluation of our financial assistance  programs and benefits offerings, and for gaining an understanding through analysis of de-identified data of the needs of our employee population.

The WorkLife Financial Assistance program website and mobile application are hosted by a third party, BridgeCare digital platform. When you access the BridgeCare digital platform, your name, gender, date of birth (DOB), Employee ID, email address, organization, business unit, department, hire date, office location, employee type, and union status are automatically sent to BridgeCare and compared to an eligibility file provided by Stanford University to confirm eligibility to access the website. BridgeCare is only hosting and storing this information for the purposes of supporting the Worklife Financial Assistance programs provided by Stanford University and BridgeCare will not use, process or share any of your data for any other purposes.

For purposes of administration and management of the WorkLife Financial Assistance  Programs, WorkLife administrators may access human resources information regarding University employees, including your employee ID, SUNet ID, employment status, employee email, job title, job type, job hours, union status, job class, job location, gender, ethnicity, birth date, organization unit and department, compensation, address, and phone number . We also collect personal information that you voluntarily submit to us whether directly on our website or when you otherwise contact us (e.g., by phone or email).

How We Use Your Information

We may use your personal information to administer, manage and evaluate the WorkLife Financial Assistance Programs, including for the following purposes:

  1. (a) To allow you to access the WorkLife Financial Assistance System and programs.
  2. (b) To apply for funding that will help subsidize dependent care expenses.
  3. (c) To evaluate your eligibility for our financial assistance programs. 
  4. (d) To curate surveys for you to inform and promote our programs. For these purposes, your name, email address, Employee ID, SUNet ID, location, and department may be sent to an outside email service to send emails and track activity of these emails.
  5. (e) To issue monetary awards for dependent care expenses.
  6. (f) To solicit feedback about the WorkLife Financial Assistance Programs and evaluate the effectiveness of our financial assistance programs.  
  7. (g) To gain an understanding of the utilization of WorkLife Financial Assistance programs across the Stanford University population as a whole, as well as subgroups such as Faculty, Staff, Business Units and salary demographic groupings.
  8. (h) To promote our programs through email and mail. 
  9. (I) To provide the Child Care Subsidy Grant (CCSG) award information to Stanford’s Dependent Care FSA Vendor.

Your information will be used to monitor and analyze trends, usage, and activities in connection with services provided through the WorkLife Financial Assistance System. For more information on how your information will be used, please review BridgeCare’s privacy policy.  

Your personal information is only used for the intended purposes as described above and only collected and processed based on a legitimate purpose and in compliance with legal and regulatory obligations. Your consent will be requested before we process your personal information for any additional purposes not described in this Privacy Notice.

Access and Data Transfer

Except as provided herein, the WorkLife Office will not share your personal information with third parties unless you have consented. We only share your personal information with third parties in connection with our programs and activities. WorkLife Financial Assistance  Programs is hosted by BridgeCare Finance Inc. in the United States (US). By accessing the platform, BridgeCare will collect and only process your personal information for the purposes described above.

If you are located outside the US and you access and use the WorkLife Financial Assistance System then your personal information is transferred to the US. Please see Stanford’s Online Privacy Policy on how we protect your personal information and ensure lawful grounds are used for transferring personal information to the US.

Minor Information

The WorkLife Financial Assistance System is not intended to be used by persons under the age of 16. WorkLife does not knowingly collect personal information from such persons through this system, WorkLife Programs and activities. If WorkLife becomes aware that a person under the age of 16 has provided personal information, we will take appropriate actions to stop processing and remove their personal information.

How We Protect Your Personal Information

WorkLife is committed to protecting the security of your personal information. We maintain safeguards to protect the security, integrity, and privacy of your data. WorkLife limits who has access to your personal information and provides access to only those who need it for legitimate reasons, as disclosed above, or as required by law. For more information, refer to the central Stanford Online Privacy Policy.

The WorkLife Financial Assistance System contains links to programs and websites outside Stanford, including The Internal Revenue Service. When following a link to an external website, the terms of that website’s privacy policy and terms of use will govern use of your personal information. 

Your Choices

Your choice to use the WorkLife Financial Assistance System and participate in WorkLife programs is completely voluntary. But if you choose not to use the WorkLife Financial Assistance System, you will be unable to participate in WorkLife financial assistance programs.

Stanford University and WorkLife are committed to facilitate exercising your rights as granted by applicable data protection laws such as the General Data Protection Regulation (GDPR). Please see the Stanford University Online Privacy Policy and specific section on exercising your rights regarding personal information Stanford has of you.

Reviewing and Updating Your Personal Information

You may also request removal of records from the WorkLife Financial Assistance System, contact us regarding any questions or concerns by submitting a Service Now ticket.

Changes to This Privacy Notice

We may update this Privacy Notice periodically to reflect any material changes in our programs and practices. These changes will become effective when posted to our website at https://cardinalatwork.stanford.edu, as of the effective date listed below. Our use of personal information is subject to the version of the Notice in effect at the time such information is used.

Contacting Us

If you would like to send us a request, or if you have any other questions or concerns regarding this Privacy Notice, you may contact us by submitting a Service Now ticket. 

Effective Date

This notice is effective as of January 4, 2023.