AJ Insurance Privacy Policy
AJ Insurance Services Ltd., its employees’ & its representatives’ (the “Company”) are committed to protecting the company’s clients’ (the “Individual/s”) privacy, and to ensuring the confidentiality of the personal information provided to it in the course of the company’s business.
This policy sets out our standards for collecting, using, disclosing and storing the Individual’s personal information. This policy also explains how the Company safeguards the Individual’s personal information and the Individual’s right to access that information.
Personal Information
Personal Information is any information about an individual that identifies him or her, such as financial, lifestyle or health information, but not their name, title or business address, telephone or email.
Personal information has to be protected regardless of its characteristics or its form, whether written, graphic, audio, visual, computerized or any other form.
Purpose of Information Collection
Collecting information about the Individual is necessary in order for the Company to provide the Individual with high quality services. The nature and sensitivity of the information the Company collects about the Individual varies according to the services the Company provides the Individual, and to legal requirements imposed on it (such as the Individual’s social insurance number, where investment income is generated by a chosen product).
The purposes for which the Company collects personal information about the Individual are identified at or before the time of collection. For example, information may be collected while submitting an application, opening an account, or submitting a claim.
Purposes for collecting information generally include providing products or services requested, confirming the Individual’s identity, protecting against fraud, or dealing with matters concerning the relationship between the Company and the Individual.
Any questions and concerns the Individual may have regarding the purposes for collecting information may be directed to us at the address provided below.
The Policy is based on the ten principles of fair information practices set out in Schedule 1 of the Personal Information Protection and Electronic Documents Act and is as follows:
- Accountability: The Company is responsible for the Individual’s personal information in the Company’s possession or control, including information that may be transferred by the Company to third parties for processing. The Company requires such third parties to keep personal information under strict standards of privacy and protection.
The Company adheres to legislated and self-imposed rules, aimed to safeguard the Individual’s privacy. The rules are established by this Privacy Policy, PIPEDA, ALIPIPA, BCPIPA, the Code of Business Conduct (applicable to directors, officers and employees), Market Conduct Standards (applicable to agents and brokers) as well as insurance industry guidelines and applicable law.
- Identifying Purpose: either before or at the time any personal information is collected, the Company identifies to the individual the purpose for collecting the personal information.3. Consent: the collection, use and disclosure of personal information is only done with the knowledge and consent of the individual, except in circumstances permitted or required by law. The Company generally seeks the Individual’s express written consent in order to collect, use or disclose personal information. Every reasonable effort is made to ensure that the individual understands how her or his personal information will be used.
In limited circumstances, the Company has the right (or obligation) to collect, use or disclose personal information without the Individual’s knowledge and consent. This occurs when legal, medical, or security reasons may make it impossible or impractical to seek consent. When information is being collected for the investigation of a potential breach of contract, the prevention or detection of fraud, or for law enforcement purposes, seeking consent might defeat the purpose of the information collection. Similarly, seeking consent may be impossible or inappropriate when the Individual is a minor, seriously ill or otherwise incapacitated.
When an Advisor or customer requests or uses any of the products or services we make available, we will transfer whatever information is necessary by implied consent. If we receive notice from an insurer that an Advisor or customer has withdrawn consent for the continued use and retention of personal information, we will take whatever steps are necessary to adhere to the Act. This may require termination of our relationship with the Advisor. We will act on whatever instructions we receive from the insurer regarding the customer’s status.
4. Limiting Collection: the collection of personal information is limited to that which is necessary for the Company to accomplish the identified purposes. This means that the Company cannot use the Individual’s personal information for other purposes without the Individual’s consent, except as required by law.
5. Limiting Use, Disclosure and Retention: the Company only uses or discloses personal information for the purpose for which it was collected. The Company only retains personal information for as long as it is necessary to fulfill that purpose. The Company does not disclose an individual’s personal information to third parties, except if required in the course of fulfilling the purpose for which it was collected.
The Individual’s personal information is only accessible to certain authorized persons, and only to the extent necessary to perform their duties.
The Individual has the right to know, on request to whom the information was disclosed. Only in rare instances is the Company prevented by law from making such disclosure. The Company maintains accurate records, recording to whom it discloses personal information and in what circumstances the information was disclosed.
The Company will occasionally share the Individual’s personal information with service providers or agents to ensure the proper administration of products or to provide an Individual with the services the Individual requires. These service providers or agents must agree to comply with privacy legislation before receiving any personal information.
We will retain personal information in our records for as long as it is needed for the purposes identified, or as legally required or permitted. We will securely dispose of personal information that does not have a specific purpose or no longer fulfills its intended purpose.
- Accuracy: personal information is kept as accurate, complete and up-to-date as necessary for the purposes for which it is to be used. An individual may ascertain the accuracy and completeness of the personal information held by the Company and have the information amended if it is not accurate or complete.7. Safeguards: personal information is protected by security measures appropriate to the sensitivity of the information. In relation to AJ Insurance Services Ltd., security measures include restricted access the Company grounds, restricted access to computers and locks on filing cabinets.8. Openness: the Company makes readily available to individuals information about its privacy policy and practices related to the Company’s management of personal information. Staff is trained on these processes and procedures and is provided with information about privacy laws.
Our privacy policy is available to our advisors and the public on our website www.ajinsurance.ca
9. Individual Access: upon the written request of an individual, the Company will inform the individual of the existence, use and disclosure of her or his personal information. An individual will be given reasonable access to her or his personal information, and will be able to ascertain its accuracy and completeness except in certain circumstances, consistent with personal information statutes across Canada. A response will be provided no longer than 30 days after receipt of the request. Where access is not provided, the Company will explain why access was not provided.
The written request should be submitted to our Compliance Officer, Joshua Jotie, at jj@ajinsurance.ca
- Compliance: individuals having questions about how the CLHIA handles personal information or wishing to inquire about compliance with the above principles may contact the AJ Insurance Services Ltd. Compliance & Privacy Officer, as follows:
Joshua Jotie
Compliance & Privacy Officer
AJ Insurance Services Ltd.
#255 – 610 Sixth St.
New Westminster, BC
Phone: (604) 524-8644
Fax: (604) 524-8654
Contact the Privacy Commissioner of Canada: The Commissioner encourages individuals to attempt to discuss concerns directly with the organization first.
Hours of service are from 8:30 a.m. to 4:30 p.m.
Toll-free: 1-800-282-1376
Phone: (613) 947-1698
Fax: (613) 947-6850
TTY: (613) 992-9190