Match Specific Privacy Notice - Chiropractic Residency Match

Introduction

National Matching Services Inc. ("NMS", "we", "us", "our") provides application and matching services for the Chiropractic Residency Match ("Chiro Match" or "the Match").

The Chiro Match collects and distributes application information and places applicants into chiropractic residency positions. The Chiro Match participants include programs offering positions in the Match, applicants seeking positions, and reference writers.

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

To the extent permissible by law, your use of the Chiro Match Websites provides 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 Chiro Match is sponsored and supervised by the Association of Chiropractic Colleges (ACC) (herein referred to as the "Sponsoring Organization"). NMS administers Chiro Match and processes your information on behalf of and under contract with the Sponsoring Organization.

The Sponsoring Organization retains sole ownership of and proprietary rights to all information that you provide to NMS for purposes of administering or supporting Chiro Match. Other than as is used to administer or support Chiro 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.

Collection of Your Information

If you access the Chiro Match Website, register or set up an account on the Website, or use the Chiro Match Website as a registered participant, NMS will collect information directly from you. NMS may also collect information about you from the Sponsoring Organization, or other organizations with an interest in Chiro Match as approved by the Sponsoring Organization. The information collected is used to administer and support Chiro Match.

• For residencies and programs, the information collected by NMS includes, but is not limited to: IP address and times of your visits to the Chiro Match Website; program name; code number; password; security questions and answers; address; program director name; phone number; fax number; email address; programs and positions offered in Chiro Match; application deadline date; reason for withdrawal, if any; name, phone number and email of program personnel, 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 the application 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 the program; 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 Match Website; name; code number; password; security questions and answers; address; phone numbers; email address; day of birth; race, ethnicity, and gender identification; education information, including degrees received, schools and years of graduation; hospital-based clinical training information; information about professional licenses you may hold; chiropractic school of graduation; year of graduation; grade point average; 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 schedule; Rank Order List, date of entry, updates, and certification; program to which applicant is matched (if any); credit card payment verification information; cheque 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 Chiro Match 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 Chiro 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 information to enable NMS to respond to your comment or question and to monitor or improve our services.
• Sometimes NMS asks for information that you are not required to provide but may provide if you wish. For example, we may request certain information to identify you as a unique Chiro Match participant.

It is your responsibility to ensure that the 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 Chiro Match. If any information you provide is determined to be false, misleading, or if you conceal or withhold requested information, your participation may be denied and/or your Chiro Match result may be revoked. The determination of whether the information you provide is false or whether you have concealed or withheld information may be shared with 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 Chiro Match participant, to verify payments, to assemble and distribute applications and application information, to schedule interviews, to collect and confirm ranking information, to withdraw you from Chiro Match, to execute the matching process, to report results, to communicate with you by email and/or phone, and to provide you with support.
• Your information may be used by NMS, the Sponsoring Organization 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, or by Chiro 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 Chiro 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. The Sponsoring Organization may use or share the information for research, marketing, commercial, or other business purposes, whether conducted by the Sponsoring Organization or a third-party authorized by the Sponsoring Organization.
• NMS may disclose your information in aggregated statistics for use by the public, by the Sponsoring Organization and by Chiro Match participants for performance, policy, development and other research purposes.
• NMS may disclose program contact information on a publicly accessible section of the Chiro Match website.
• NMS may disclose to applicants information, including name, contact information, and offerings for all programs participating in the Chiro Match.
• NMS may disclose to programs the name, code number, email, participation status, school or college of graduation and graduation date for applicants participating in Chiro Match; 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 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 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 Chiro Match.

How to Contact Us

For more information about our privacy practices, or to report a complaint, contact NMS by email at chiro@natmatch.com; by phone at (416) 977-3431; or in writing to National Matching Services Inc., 301-20 Holly St, Toronto ON M4S 3B1.

Last updated: November 9, 2023