SHEPPweb Terms and Conditions of Use

Welcome to SHEPPweb. The following Terms and Conditions of Use (“Terms”) form a legal agreement between you and the Saskatchewan Healthcare Employees’ Pension Plan (“SHEPP”) governing your electronic access to and use of the online services provided by SHEPP through SHEPPweb. SHEPPweb contains applications, tools, features and services provided by SHEPP to administer the program of pension benefits for its members (“Plan”). Access to and use of SHEPPweb is only available to:

• Members of the Plan, being those individuals who participate in, and are entitled to benefits from, the Plan (“Member Users”); and
• Authorized representatives of: (i) employers whose employees participate in the Plan; (ii) SHEPP or (ii) a Partner Committee (“Administrative Users”).

These Terms include three sections: (1) General, (2) Member Users and (3) Administrative Users. The General provisions apply to all users of SHEPPweb. Additional provisions apply specifically to Member Users and Administrative Users, respectively. These Terms also include the terms of SHEPP’s Personal Information Policy as amended from time to time. Please review the following Terms and the Personal Information Policy carefully.

Agreement to Terms

By accessing, browsing or using SHEPPweb, you acknowledge that you have read, understand and agree to be bound by these Terms.

These Terms bind you each time you access or use SHEPPweb. Your continued use of SHEPPweb constitutes your acceptance of the Terms then in effect. SHEPP may, in its sole discretion, amend these Terms without notice. Your continued use of SHEPPweb following any such amendment constitutes your acceptance of the revised Terms. SHEPP strongly recommends that you review the Terms periodically including during any subsequent logins to ensure that you remain comfortable with the terms.

If you do not agree to these Terms, you must not access or use SHEPPweb. Your access to and use of SHEPPweb is subject to these Terms.

SHEPP reserves the right to terminate your access at any time, including for a breach of these Terms.

Registration, Account and Password

Use of SHEPPweb requires registration. By registering for SHEPPweb, you agree to provide accurate and current information about yourself as required by the registration process and to promptly update such information as necessary to ensure that it is kept accurate and complete.

SHEPP requires you to authenticate your identity using additional security methods, including multifactor authentication, to access SHEPPweb. By accessing SHEPPweb, you agree that you will provide any information required to facilitate multifactor authentication or other security methods.

By registering for, accessing and using SHEPPweb, you represent and warrant that:

• you have the legal capacity and authority to enter into these Terms;
• all information provided by you is true, accurate and complete; and
• if you are an Administrative User, you are duly authorized by your employer (or SHEPP or a Partner Committee, as applicable) to access and use SHEPPweb and to submit information on its behalf.

You also agree:

• to safeguard your account credentials and identifiers, including your username, password and associated email address;
• to access SHEPPweb only using your account credentials;
• to secure and protect your devices and methods used for multifactor authentication (e.g., your mobile phone or personal laptop);
• to take full responsibility for all activities that occur under your account credentials;
• notify SHEPP immediately of any unauthorized use of your account or account credentials;
• notify SHEPP immediately of any loss, theft or compromise of any device or method used for security authentication; and
• ensure that you log out of your account and close your browser window upon completing your use of SHEPPweb.

Access and Use

You agree:

• that you are either a Member User or an Administrative User, as those terms are described above;
• to comply with all applicable laws when accessing and using SHEPPweb;
• to exercise due care and diligence when accessing and using SHEPPweb;
• to only access and use SHEPPweb for the purposes in respect of which you have been granted access to SHEPPweb and not for any unauthorized or unlawful purpose;
• to store electronic files copied from SHEPPweb in a secure manner; and
• to store printed records and other confidential information obtained from SHEPPweb in a secure manner.

You acknowledge and agree that SHEPP’s electronic systems, logs, records and audit trails will be deemed conclusive evidence of your use of SHEPPweb, including any submissions, elections or changes made through your account.

Unacceptable Uses

You agree that you will not use SHEPPweb to, or assist any other party to, engage in any of the following prohibited activities in relation to SHEPPweb:

• Using SHEPPweb in a manner that will, or will have the potential to, disrupt, undermine, corrupt, diminish or otherwise threaten SHEPPweb or its integrity.
• Adding, changing, or deleting data, information, or results from SHEPPweb, or attempting to do so, in an unauthorized manner.
• Collecting or harvesting any information from SHEPPweb relating to an identifiable individual, including account names and information about users of SHEPPweb.
• Using any script, robot, spider, Web crawler, screen scraper, automated query program or other automated device or manual process to monitor or copy any part of SHEPPweb.
• Using any device, software, or routine to interfere, or attempt to interfere, with the proper working of SHEPPweb or to disturb the normal operation of SHEPPweb.
• Taking any action that imposes an excessive, unreasonable, or disproportionately large load on SHEPPweb.
• Publishing, transmitting, distributing or storing content, material, information or data that: (i) is illegal, obscene, defamatory, threatening, harassing, abusive, or hateful or that advocates violence; (ii) is harmful to or interferes with SHEPPweb or any third party’s networks, equipment, applications, services or websites (e.g., malicious codes, viruses, worms, Trojan horses, etc.); (iii) infringes, dilutes, misappropriates or otherwise violates any privacy, intellectual property, publicity or other personal rights including, without limitation, copyrights, patents, trademarks, trade secrets or other proprietary information (including unauthorized use of domain names); or (iv) is fraudulent or contains false, deceptive or misleading statements, claims or representations (such as “phishing”).
• Submitting to SHEPPweb any information that may be protected from disclosure by applicable law.
• Violating any applicable law or encouraging any conduct that could constitute a criminal offense or give rise to civil liability.

SHEPP or its authorized service provider may monitor your access and use of SHEPPweb to ensure compliance with these Terms. SHEPP may suspend or terminate your access to SHEPPweb if, in its sole discretion, it believes that there is a violation of these Terms or that your access to or use of SHEPPweb could cause harm to the operations of SHEPP or the Plan. You must stop using SHEPPweb immediately if requested.

Disclaimer And Limitation of Liability

The information provided on SHEPPweb, including, but not limited to, data, interpretation or application of official Plan documents (which include applicable legislation and regulations) and Plan rules, and the calculations of projected benefits, may contain errors, including but not limited to, being incomplete, inaccurate or incorrect. Changes may be made at any time to SHEPPweb and the information therein, including account information, without prior notice. SHEPP assumes no responsibility for the information provided on SHEPPweb, and makes no warranty of any kind, expressed or implied, including, but not limited to, the accuracy of any data entered into SHEPPweb, the correct interpretation or application of official Plan documents and Plan rules, and the calculations of projected benefits or service purchase costs for Plan members, their spouses and beneficiaries. To rely on Plan documents please contact SHEPP to obtain copies of official Plan documents.

The information provided on SHEPPweb is provided for information only and does not replace the terms of the SHEPP Trust Agreement or Plan Text. In the event that information you obtain from SHEPPweb conflicts with the terms of the Trust Agreement, Plan Text or any legislation governing the Plan, the terms of the Plan Text, Trust Agreement and governing legislation will apply. If there is a discrepancy between the data, information, calculations, estimates, statements or results obtained through SHEPPweb and the actual benefit a Plan member, spouses or beneficiary will be entitled to receive as determined by the applicable law and the Plan Text and calculated when the benefit becomes payable, such actual benefit entitlement takes precedence over such data, information, calculations, estimates, statements or results. You should carefully review all the data, information, calculations, estimates, statements or results obtained through SHEPPweb and report any errors or incorrect or missing information to SHEPP.

Although considerable care has been taken in preparing and maintaining the information and materials contained on SHEPPweb, they are provided on an "as is" basis, without warranty of any kind expressed or implied. SHEPP is not responsible or liable in any manner for direct, indirect, special or consequential damages, however caused, arising out of your use of SHEPPweb and/or any web browser, including without limitation any damages you may suffer if you transmit confidential or sensitive information to SHEPP or if SHEPP communicates such information to you at your request over the Internet, or any damages caused to computer systems, software or electronic files by computer viruses, "worms", "Trojan horses" or other items or forces of an intrusive, disruptive or destructive nature, and all such responsibility and liability is expressly disclaimed.

YOU UNDERSTAND AND AGREE THAT IN NO EVENT WILL SHEPP HAVE ANY RESPONSIBILITY OR LIABILITY IN CONNECTION WITH SHEPPWEB FOR ANY LOSS OR DAMAGES WHATSOEVER, WHETHER BASED ON CONTRACT, NEGLIGENCE OR OTHER LEGAL BASIS, INCLUDING WITHOUT LIMITATION, DIRECT, INDIRECT, SPECIAL, PUNITIVE, EXEMPLARY OR CONSEQUENTIAL DAMAGES OR OTHER DAMAGES ARISING FROM OR IN CONNECTION WITH THE USE OF OR ACCESS TO, OR ANY INCONVENIENCE, DELAY OR LOSS OF USE OF OR ACCESS TO, SHEPPWEB, ANY CONTENT OR ANY LINKS OR FAILURE OF SHEPPWEB OR ANY LINKS (INCLUDING, WITHOUT LIMITATION, ANY DAMAGES SUFFERED AS A RESULT OF OMISSIONS OR INACCURACIES IN SHEPPWEB, ANY CONTENT OR ANY LINKS OR THE TRANSMISSION OF CONFIDENTIAL OR SENSITIVE INFORMATION TO OR FROM SHEPPWEB OR ANY LINKS). THESE LIMITATIONS APPLY EVEN IF THE PARTY LIABLE OR ALLEGEDLY LIABLE HAD BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE OR LOSS OR IF SUCH LOSS OR DAMAGE WAS FORESEEABLE.

YOU EXPRESSLY ACKNOWLEDGE THAT SHEPP IS ENTERING INTO THESE TERMS AND CONDITIONS OF USE AND IS MAKING SHEPPWEB AND LINKS AVAILABLE IN RELIANCE UPON THE LIMITATIONS AND EXCLUSIONS OF LIABILITY AND THE DISCLAIMERS SET FORTH HEREIN AND THAT THE SAME FORM AN ESSENTIAL BASIS OF THE CONTRACT BETWEEN YOU AND SHEPP. YOU EXPRESSLY AGREE THAT THE LIMITATIONS AND EXCLUSIONS OF LIABILITY AND THE DISCLAIMERS SET FORTH HEREIN WILL SURVIVE, AND CONTINUE TO APPLY IN THE CASE OF, A FUNDAMENTAL BREACH OR BREACHES, THE FAILURE OF ESSENTIAL PURPOSE OF CONTRACT, THE FAILURE OF ANY EXCLUSIVE REMEDY OR THE TERMINATION OR SUSPENSION BY SHEPP OF YOUR USE OF, OR ACCESS TO, SHEPPWEB.

Online Services and Transactions

SHEPPweb provides secure online services, including the ability to submit forms, make elections, update information and complete other transactions relating to the administration of pension benefits and the Plan. By using SHEPPweb, you acknowledge and agree that:

• Transactions completed through SHEPPweb, including pension elections (such as termination or retirement options), beneficiary designations and other submissions, may have significant legal and financial consequences;
• SHEPP may rely on information submitted through SHEPPweb without further verification;
• You are solely responsible for any decisions, elections or actions taken based on information obtained through SHEPPweb and SHEPP shall not be responsible for any consequences arising from such decisions or actions; and
• You are responsible for reviewing and confirming the accuracy and completeness of any information before submission.

Privacy and Personal Information

SHEPP collects and maintains personal information for the purpose of administering pension benefits for Plan members, their spouses and beneficiaries in accordance with SHEPP’s Personal Information Policy and applicable law. Additional terms specific to personal information and Member Users or Administrative Users are set out in sections 2 and 3 below. SHEPP’s Privacy Officer is responsible for the administration of the Personal Information Policy.

Electronic Signatures

As part of your use of SHEPPweb, you may electronically sign forms or other documents. This may occur by clicking an "I Agree," "Accept," or similar button or checkbox; typing your name in a signature field; using a digital signature pad to create a handwritten signature on your device; entering your unique personal identification number or password; using a digital certificate or cryptographic signature; or any other method SHEPP designates as acceptable for electronic signature purposes. If you apply an electronic signature through SHEPPweb, you acknowledge and agree that:

• Your electronic signature constitutes your legal authorization and consent;
• Your electronic signature has the same force and effect as a handwritten “wet” signature on such form or document;
• SHEPP will rely on your electronic signature as evidence of your intention to be bound by, and to carry out the purpose of the form or document; and
• You will not contest the signature’s validity solely on the grounds that it was electronic.

Electronic Communications

You: (i) consent to receive communications from SHEPP in an electronic form via the email address you have submitted as part of your registration with SHEPPweb or otherwise; and (ii) agree that these Terms (including the Personal Information Policy), and other agreements, notices, disclosures, and other communications that SHEPP provides to you electronically satisfy any legal requirement that such communications would satisfy if it were in writing. Electronic communications may include required notices as well as other information about Member Users’ benefits and participation in the Plan.

To the extent permitted by law, SHEPP may use your email address to send you other messages, including information about SHEPP. You may opt out of such email by changing your account settings, sending an email to sheppinfo@shepp.ca or mail to the following postal address:

SHEPP 102 - 4581 Parliament Ave
Regina, SK S4W 0G3

Communication by email over the internet or other publicly accessible networks is not secure, and is subject to possible loss, interception or alteration while in transit. SHEPP does not assume any liability for any damage you or any third party may experience or costs you may incur as a result of sending email to SHEPP or of SHEPP sending email to you, including any such email that may contain your personal, financial or confidential information.

Accessibility and Alternative Formats

SHEPP is committed to providing services and information that are accessible to all Administrative Users and Member Users. If you require accommodation due to a disability or require information in an alternative format (including paper copies, large print or other formats), please contact SHEPP. Where requested, SHEPP will make reasonable efforts to provide:

• Paper copies of electronic communications or documents;
• Assistance with completing online forms or transactions; or
• Alternative formats or communication methods.

Intellectual Property

You acknowledge and agree that SHEPP and our licensors retain ownership of all intellectual property rights of any kind related to SHEPPweb, including applicable copyrights, trademarks and other proprietary rights. Information on SHEPPweb may be used by you only for the limited purposes set out in these Terms, but may not be republished, retransmitted, reproduced, taken out of context or presented in a misleading or discriminatory manner. Other product and company names that are mentioned on SHEPPweb may be trademarks of their respective owners. Any rights not expressly granted to you are reserved by SHEPP.

Cookies and Third-Party Analytics

SHEPP collects and analyzes non-personal information about how visitors use SHEPPweb. This information is aggregated to help identify general usage patterns and to improve the SHEPPweb’s design, functionality, and overall user experience. SHEPP may, at its discretion, share aggregated usage and statistical information with third parties.

SHEPPweb also uses cookies and similar technologies to enhance user experience, support SHEPPweb functionality, and analyze site usage. These technologies may collect information such as browser type, device details, and interaction data. Upon accessing SHEPPweb users are presented with the option to accept, reject, or customize cookie preferences. Please note that rejecting certain cookies may affect SHEPPweb functionality.

Third Party Websites, Content, Products and Services

SHEPPweb may provide links to third parties or content posted on third-party websites (the “Links”). SHEPP provides Links as a convenience only and the Links do not constitute an endorsement or approval by SHEPP of the organizations that operate such websites, the content on such websites or of such third-party products and services. You acknowledge that in providing the Links, SHEPP:

• Does not endorse any third-party website or content accessible via the Links;
• Does not act as editor, publisher or disseminator of any content accessible via the Links and does not control or monitor any third-party website;
• Does not make any representation or warranty of any kind in relation to the Links;
• Is not responsible (directly or indirectly) for the accuracy, relevancy, completeness, timeliness or legality of any content accessible via the Links; and
• Is not responsible (directly or indirectly) in any way for any loss or damage of any kind incurred as a result of, or in connection with, your use of, or reliance on, any of the Links.

You agree that you are solely responsible for taking all protective measures to guard against viruses and other destructive elements, abiding by the terms and conditions of use and privacy policies posted at the third-party websites and for evaluating the content accessible via the Links for relevance and reliability and bearing all risks associated with your use of, and reliance on, any such content.

If you want to include a link to SHEPPweb on your website (the “Third-Party Link”), you must:

• provide SHEPP with prior written notice describing the nature and features of your website and the proposed appearance and location of the Third-Party Link; and
• obtain the prior written consent of SHEPP to establish the Third-Party Link and abide by any terms and conditions required by SHEPP as part of its consent.

SHEPP may at any time, in its sole and absolute discretion, revoke its consent to establish a Third-Party Link, with or without cause, upon notice to you. Upon exercise of this right by SHEPP you must immediately remove all of your links to SHEPPweb. If you refuse or neglect to remove all of your links to SHEPPweb you acknowledge that such refusal or neglect will result in immediate and irreparable damage to SHEPP and that SHEPP shall be entitled to relief in the way of temporary and permanent injunctions and such other and further relief as a court may deem just and proper.

SHEPP is not responsible or liable, directly or indirectly, in any way for any content available on a third-party website that has established a link to SHEPPweb.

Indemnification

You agree to indemnify, defend and hold harmless SHEPP, its trustees, directors, officers, employees, agents and service providers from and against any and all claims, demands, liabilities, damages, losses, costs and expenses (including legal fees) arising out of or in connection with your use or misuse of SHEPPweb; your breach of these Terms; or any information or submissions made by you through SHEPPweb.

Other

• SHEPP does not guarantee that SHEPPweb will be available at all times, uninterrupted, secure or error-free. Access may be unavailable, delayed or degraded due to maintenance, system failures, third-party service interruptions, or other causes, without notice.
• You are responsible for ensuring your browser and device meet the technical requirements to access and use SHEPPweb securely.
• These Terms are governed by the laws of the Province of Saskatchewan, and you submit to the exclusive jurisdiction of the courts of Saskatchewan.
• The failure of SHEPP to enforce any right or provision of these Terms will not constitute a waiver of such right or provision.
• If any provision of these Terms is held to be unenforceable or invalid, such holding shall not in any way affect the enforceability or validity of the remaining provisions of these Terms.
• These Terms enure to the benefit of and are binding on you, your heirs, and your legal personal representatives and on SHEPP’s respective successors and assigns.

Contacting SHEPP

You can contact SHEPP in regard to the Plan, the Website or these Terms at sheppinfo@shepp.ca or mail to the following postal address:

SHEPP 102 - 4581 Parliament Ave
Regina, SK S4W 0G3

Member Users

This section applies to Member Users of SHEPPweb. Member Users have access to SHEPPweb for the purposes of administering their benefits from the Plan, including obtaining information about their benefits, changing their personal information such as home or email address, spousal information, and making submissions related to their benefits such as pension elections and beneficiary designations.

SHEPPweb Calculators and Estimates

SHEPPweb contains calculators designed to assist you with retirement planning by providing certain estimates based on Plan provisions, the assumptions you have entered and/or your service and earnings on record. SHEPPweb is not intended to provide you with specific financial, legal, investment, pension or tax advice. When considering your options with respect to your pension entitlement you should obtain independent legal and financial advice. The SHEPPweb calculators as well as any other estimate provided by SHEPP after contacting the SHEPP office directly, are only estimates and the actual benefit you will be entitled to receive can only be officially calculated and known when a benefit becomes payable. Before accessing and using the SHEPPweb calculators you will be required to agree to terms and conditions specific to your use of the calculators.

Privacy and Personal Information – Member User Specific

When you access or use SHEPPweb, you may provide SHEPP with personal information. You authorize SHEPP to collect, use, maintain and disclose your personal information as may be reasonably required for the purposes of administering pension benefits for Plan members, including calculating and paying benefits to you, your spouse or your beneficiaries. This information includes dates of birth, sex, spousal relationship status, earnings, periods of employment, continuous service periods, periods of approved disability, pensioner banking information, beneficiary information, pension entitlement information and social insurance numbers. Personal information on current and former Plan members, their spouses and beneficiaries is retained indefinitely by SHEPP due to the long-term nature of pensions. That personal information has always been protected and kept confidential by SHEPP.

You agree that you will not use SHEPPweb to, or assist any other party to, access information about an individual other than yourself or your designated beneficiaries.

SHEPPweb is directly linked to your pension record upon sign in, and as such involves the transmittal of personal information to and from the user. In order to assist in protecting your information, SHEPP uses 128-bit encryption (one of the highest forms of encryption technology available today) and has implemented firewalls and other security measures and procedures. Nevertheless, the internet is not a secure medium of communication and SHEPP cannot guarantee the privacy of user information inputted on SHEPPweb or sent to SHEPP on the internet. SHEPPweb is encrypted to maximize protection and security.

If you have any questions or concerns regarding the handling of your personal information, or if you'd like to review the personal information SHEPP has in your file, please contact:

Privacy Officer
Saskatchewan Healthcare Employees' Pension Plan
102-4581 Parliament Avenue
Regina, Saskatchewan S4W 0G3
Email: sheppinfo@shepp.ca

Information Provided by You

SHEPPweb may permit you to update or change your personal information such as home or email address, spousal information, and designated beneficiaries. You are responsible for ensuring that information provided, and any changes made to your personal information and to any designations, are correct and reflect your wishes. Such information and changes may not be reviewed, audited or verified by SHEPP and you are solely responsible for ensuring that such information and changes are complete and consistent with any other information provided by you to SHEPP.

Targeted Communications

In addition to the general electronic communications provisions set out above, SHEPP may use information about your membership status, age, service history or interactions with SHEPP to provide communications that may be relevant to you, including but not limited to, reminders or information related to retirement eligibility; registration information for retirement or financial education sessions; and newsletters and Plan updates.

ADMINISTRATIVE USERS

This section applies to Administrative Users of SHEPPweb. Administrative Users have access to SHEPPweb for the purposes of administering their benefits from the Plan, including providing information or remittances to SHEPP and accessing information related to the administration of the Plan.

Access and Use – Administrative User Specific

You agree:

• that any information you submit to SHEPPweb on behalf of your employer will be current, accurate and complete and that you will promptly update any information that is not current, accurate or complete;
• to appropriately safeguard and not disclose to any person or entity, other than other authorized persons of your employer as necessary, any information that you may download or print from SHEPPweb;
• to, promptly upon becoming aware, notify SHEPP and your employer of any unauthorised access, use, modification or disclosure of any information obtained from, or transmitted through, SHEPPweb;
• to comply with your employer’s applicable information security, privacy, and cybersecurity policies, standards, and procedures (including those relating to access controls, incident response, and data protection) in connection with your access and use of SHEPPweb and any information obtained through it;
• that your SHEPPweb account credentials are not transferable to any other person;
• that if your role or authorization status changes, including transitioning into another role, you must notify SHEPP immediately, and SHEPP will review your access and update or terminate it as appropriate; and
• that if you cease the employment pursuant to which you have been granted access to SHEPPweb, your access will be terminated immediately, and you must immediately cease all access to and use of SHEPPweb.

Privacy and Personal Information – Administrative User Specific

SHEPPweb permits you to upload, download and view information relating to your employer and its employees who are members of the Plan. You agree that you will:

• only access the information on SHEPPweb required to fulfill your employment responsibilities in respect of the administration of SHEPP;
• treat all information that you access on SHEPPweb, including private and/or personally identifiable information, as confidential, and will not disclose such information to any other person, other than authorized persons of the employer as necessary for purposes related to administration of the Plan; and
• safeguard this information in accordance with SHEPP’s Personal Information Policy, your employer’s privacy policies and procedures and the applicable privacy law.

You are responsible for any loss of privacy or confidentiality of this information resulting from your use of SHEPPweb or any other use that is not consistent with these Terms.