Privacy Policy

Last Updated: March 24, 2024

We’re committed to protecting personal information and respecting your privacy

This privacy policy (“policy”) explains how we handle your personal information as part of our day-to-day business operations, and outlines your privacy rights.

We’ll always be clear about how and when we collect, use and share your personal information. We’ll never sell your personal information. We take all reasonable steps to protect your data from abuse and to keep it safe.

We may update this policy from time to time. If we do, we’ll post a notice on our website. The date of the most recent update is published at the top of this policy. In this policy we refer to Vita Assure Inc. as “we”, “our” and “us”.

Personal information we collect

Personal information is information that either on its own or combined with other information allows an individual to be identified.

We collect different types of personal information depending on the product or service we are providing. When applicable, this includes information about other people such as your employees, spouse and children.

We’ve listed some examples of personal information we collect. This list is not intended to be exhaustive. Here are some items:

Identification and contact information – such as name, address, telephone number, email address, date of birth, information on government-issued identification
Financial information – such as annual income, assets, liabilities, banking information, investor profile
Health or lifestyle information – such as your travel history or plans, driving record, criminal record, health habits
Medical information – such as your healthcare provider’s name, medical history for you or your family
Employment information – such as your job and where you work, your work history, compensation records
Website Usage – such as your internet protocol (IP) address (a unique identifier for each device that connects to the internet), when you visit our site, which pages you visit and for how long

We’ll only collect personal information that is required for delivery of our services and we’ll tell you why we need it.

How we collect personal information

We collect your personal information in three ways – directly from you, from other people and organizations, and from your use of our websites.

We collect personal information directly from you throughout our relationship with you. For example, we may collect personal information through paper or online applications for products and services, on the telephone, or through email.
Depending on the products and services you have with us, we may also collect your personal information from other people and organizations such as your insurance provider.
When you use one of our online calculators, simulators or web forms, we may store your personal information to produce reports, contact you and/or to offer a better overall user experience. See how we secure your data.

How we use personal information

We use your personal information to assess your financial needs, offer products and solutions that may be of interest to you and provide ongoing client service.

Depending on the products and services you have with us, your personal information may be used to:

Verify your identity and see if you’re eligible for products, services, coverage or careers you apply for
Review your personal information to recommend products and services that suit your needs
Provide you with personalized advice or quotes
Implement products or solutions at your request
Maintain your profile and keep accurate records
Respond to queries regarding products or services you already have with us
Manage your records, and administer your compensation, benefits or insurance policies
Keep you informed of relevant trends and market information

We also collect personal information to respect the law and manage risk:

Prevent and protect you and us from criminal activity, fraud, misrepresentation, or cyber crime
Respond to requests to provide your information to law enforcement, courts, and/or other authorities inside and outside of Canada
Comply with tax requirements

How we share personal information

We share your personal information with other people and organizations who help us administer your products and services. Some of these people and organizations may be located outside your province of residence or outside Canada. In that case, your information will be subject to the laws of the other jurisdiction, including any law permitting or requiring disclosure of the information to government agencies, courts, and law enforcement in that jurisdiction.

Other organizations we share your information with may include:

Your insurance or benefits providers
Your employer
Your heirs or estate
Agents or third-party service providers, such as technology, marketing, legal and accounting services

We may share information with your spouse, if you have provided written consent. You may withdraw your consent at any time.

We may also share your personal information with government departments and agencies, law enforcement, courts and other authorities inside and outside of Canada to meet our legal requirements and to prevent or address criminal activity, fraud, misrepresentation or cyber crime.

How we protect personal information

We take protecting your personal information seriously. We have technical and organizational safeguards to protect personal information against loss and unauthorized access, use or disclosure.

Examples of technical safeguards include:

Proactive threat monitoring
Data encryption
Multi-factor authentication
24/7 monitoring of our offices

Examples of operational safeguards include:

A strict access management policy which limits access to the specific personal information required by people or organizations to do their job.
All employees and contractors are provided information security, privacy, and code of conduct training reinforcing the importance of protecting personal information.
A dedicated compliance officer oversees the privacy policy.

Everyone who works at Vita Assure, as well as the people and organizations who act on our behalf, are responsible for protecting personal information. External service providers must contractually agree to comply with our standards for the protection and confidentiality of personal information, which includes protecting their systems against unauthorized access and applying security and privacy standards that match or exceed our own high standards.

Service providers can only collect, use, or disclose personal information for purposes we allow.

We’ll only keep your information for as long as we need it, or for as long as is required by our policies and/or applicable laws. Where appropriate, we may anonymize personal information to protect it and to minimize the amount of personal information we retain.

Your privacy rights and how to manage them

You’re always in control of the personal information you have provided to us. You can choose how your personal information is used by updating your preferences through your Vita Assure Advisor or by emailing the Privacy Team at [email protected].

When it comes to your personal information at Vita Assure, you have the following rights:

The right to access your personal information.
The right to correct your personal information if it’s inaccurate or incomplete.
The right to delete your personal information.
The right to change your consent options. This includes choosing whether you receive newsletters, event invitations and offers from Vita Assure using the personal information we collect from you throughout your relationship with us.
The right to ask us about our privacy practices at Vita Assure.

There may be instances where we’re unable to fulfill your privacy request such as permanently deleting your personal information, subject to certain restrictions, laws or obligations linked to our professional licenses governed by provincial/federal organizations. If this happens, we’ll let you know as soon as possible.

If you choose to remove your consent to the collection, use and disclosure of the personal information required to serve you and meet our legal obligations, we may not be able to continue to provide you with products and services.?

Contact Us

It is our goal to make our privacy practices easy to understand. If you have questions, concerns or if you would like more detailed information, please email our data protection representatives at:

Vita Assure Privacy Team
[email protected]
500 Place d’Armes, Suite 1800
Montreal, QC
H2Y 2W2 Canada