Welcome to MIB! We value your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws in Ontario.

Personal information is collected based on the type of insurance you purchase, your selected payment method, and your preferred communication form. If additional drivers or household members are involved, we require the same information from each family member or your business’s employees. This information may include:

• Contact details (name, address, telephone number, email address)
• Date of birth
• Driver’s license and motor vehicle details, including information about lien/lease holders and prior accidents/traffic violations
• Banking information
• Credit card details and credit reports
• Mortgage holder details
• Motor vehicle and driver records
• Prior insurance and claims history

Your personal information is utilized to assist us in the following ways:

• Assess your coverage needs and evaluate risk
• Review your insurance application
• Communicate with you and respond to inquiries
• Detect and prevent fraud
• Review and process claims
• Provide information about products and services suited to your needs
• Provide information about products and services suited to your needs
• Comply with relevant federal, provincial, and territorial laws
• Compile statistical data

We believe in informed consent for the purposes of collection, use, and disclosure of your personal information. The form of consent may vary depending on the circumstances and the type of information sought. By providing information about additional household members and employees of your business, you confirm that they have consented to the collection, use, and disclosure of their personal information for processing your application, policy administration, and claim payments. We document your consent with your signature on a Client Consent Form, meeting guidelines outset by PIPEDA and our regulatory body, the Registered Brokers of Ontario (RIBO). You may withdraw consent to the use of your personal information at any time, subject to legal or contractual restrictions by contacting our privacy officer as outlined in the “Contact Us” section below.

Information gathered by brokers is held in the strictest confidence and is only shared with insurers or staff underwriters. In limited circumstances, we may disclose your personal information:

• To service providers and contractors who perform services on our behalf, such as payment processing and data analysis. These providers may use your information only to perform those services for us.
• To comply with legal obligations or respond to lawful requests from government authorities.
• In the event of a merger, acquisition, or sale of assets, as part of the transaction.

We do not sell or share your personal information with third parties or affiliates for their marketing or promotional purposes.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are excluded from all of the categories above and will not be shared with any third parties.

My Insurance Broker may send text messages (SMS) to existing clients who ask us to. For example, if you call our office and ask us to text you a link to our client portal, we will send that link to the mobile number you are calling from, only after you agree on the call.

• What we send: Customer-support messages you ask for, such as links to our client portal or self-service tools. We do not send marketing or promotional texts.
• How you consent: You give verbal consent on the call before we send a text. We record that consent in our system.
• How often: One message for each request you make. Message frequency varies.
• Cost: Message and data rates may apply, depending on your mobile plan.
• Opting out: Reply STOP to any text to stop receiving messages. You will receive one final message confirming you have opted out.
• Help: Reply HELP to any text, or contact us using the information in the “Contact Us” section below.

Mobile opt-in information, including phone numbers and SMS consent, will not be shared with third parties for marketing purposes. We use it only to send the messages you asked for. Mobile carriers are not liable for delayed or undelivered messages.

My Insurance Broker may record and transcribe telephone calls and video meetings with clients and prospective clients. We will tell you at the start of the call or meeting when it is being recorded.

• Why we record: To keep an accurate record of your instructions and requests, to review and improve the quality of our service, to train our staff, to help resolve questions or disputes, and to meet our regulatory and legal obligations.
• Transcription: Recorded calls and meetings may be converted into written transcripts and summaries using automated tools, including artificial intelligence features provided by our communications service provider. Our staff may review these transcripts and summaries and add them to your client file.
• Who has access: Recordings and transcripts are available only to authorized MIB staff and to the service providers that host them on our behalf. Those service providers must protect your information and may not use it for their own purposes.
• Where it is stored: Recordings and transcripts are stored by our service provider and may be stored or processed outside Canada, including in the United States. Information stored outside Canada may be subject to the laws of that country and may be accessed by its courts, law enforcement or national security authorities.
• How long we keep it: We keep recordings and transcripts only as long as needed for the purposes above and to meet our legal and regulatory obligations, as described in the “Retention of Personal Information” section.
• Your choice: If you do not want your call recorded, tell us at the start of the call. We will offer you another way to deal with us, such as email or an in-person meeting. Some requests may need to be confirmed in writing.

If you have questions about call recording or transcription, or would like to request access to a recording, please contact our Privacy Officer using the information in the “Contact Us” section below.

We implement reasonable administrative, technical, and physical safeguards to protect your personal information against loss, theft, and unauthorized access. At My Insurance Broker we utilize forms of data encryption to ensure highest level of data privacy.

We retain your personal information only as long as necessary for the identified purposes and to meet legal obligations. When we destroy personal information, we use safeguards to prevent unauthorized access during or after the destruction process.

You have the right to access and correct your personal information held by us. To make a request, please contact us using the information provided in the “Contact Us” section below. We will respond to your request in a timely manner and in accordance with applicable laws.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you in case of any material changes by posting the revised policy on our website. Your continued use of our services after such changes constitutes your acceptance of the updated Privacy Policy.