Privacy Policy

Privacy policy

Purpose of the policy

This policy applies to all products managed and operated by CORPIQ;

At CORPIQ, we are committed to protecting the privacy of our clients, employees and agents, and to ensuring the protection and confidentiality of the personal information entrusted to us in the course of our activities.

Our Privacy Policy not only meets the requirements of the Law respecting the protection of personal information in the private sector and the Personal Information Protection and Electronic Documents Law, but also describes our standards for the collection, processing, use, disclosure, retention and destruction of your personal information. This policy also explains how we protect your personal information and the procedure for exercising your rights of access and rectification.

This document is updated on a regular basis to ensure that you are aware of any changes to our privacy practices, as well as to unify these practices and comply with applicable laws. We invite you to consult this policy regularly to stay informed about how we handle your personal information.

By communicating personal information to us (via our Web site, our applications, by e-mail, in person or by telephone), you agree to its processing in accordance with what is indicated in this policy, and authorize CORPIQ and its agents, suppliers or business partners to process your personal information for the purposes set out below.

Scope

In keeping with industry best practices, CORPIQ - including its subsidiaries - affirms its commitment to comply with the laws and regulations governing the protection of privacy and to protect all confidential information in its possession. All employees of CORPIQ and its subsidiaries who collect, use or communicate personal information are required to comply with this policy.

CORPIQ's responsibility with respect to the protection of personal information also extends to its agents, service providers and partners with whom CORPIQ may share certain personal information for the exercise of a mandate or the execution of a service or business contract.

The latter must offer the same high level of protection to the personal information communicated. CORPIQ limits the personal information it provides to these third parties to that which is reasonably necessary to enable them to perform their duties, and the mandates and written contracts entered into with these third parties require them to take reasonable and lawful measures to ensure the confidentiality of such information.

Personal information

Personal information is that which concerns a natural person and enables that person to be identified directly or indirectly. This information is confidential, i.e. it cannot be communicated to third parties without the consent of the person concerned, except in cases expressly provided for by law.

Personal information must be protected whether it is stored by the company or by a third party, regardless of the nature of the medium, and regardless of its form: written, graphic, sound, visual, computerized, or other.

Purposes of collecting personal information

CORPIQ needs to collect personal information about you to provide you with high-quality services, confirm your identity, meet legal requirements, prevent fraud or settle matters concerning our relationship.

The nature and sensitivity of the information we collect about you or that you transmit to us varies according to the services we provide and the legal requirements with which we must comply.

Here are some examples of the personal information we may collect in the course of providing our services and carrying out our activities:

  • Name, address, e-mail address and telephone number;
  • Age, gender;
  • Identification numbers, such as your driver's license or social insurance number;
  • Financial information, such as your place of employment, sources of income and credit history;

The purposes for which we collect your personal information are identified before or at the time of collection.

Customer service calls may be monitored and recorded for accuracy, training, or quality assurance purposes.

How we collect your personal information

We collect your personal information in several ways:

-          When you register for our services;

-          By an authorized person who collects it on our behalf;

-          Directly in the course of providing products or services to you;

-          Through forms on our website.

Consent

When we collect personal information about you in accordance with this policy, we obtain your manifest, free and informed consent to use it for the purposes for which it was collected.

CORPIQ must obtain your consent to use your information for other purposes, to communicate it to third parties other than those exceptions provided for by law, or to collect additional information about you.

This consent may be obtained in writing, verbally, electronically or through an authorized representative. If you do not consent to the collection, use and sharing of your personal information, we may not be able to provide you with the products and services you have requested, or the management of your file may be compromised.

Consent must be given by you or by a duly authorized person such as a delegate or agent. You may withdraw your consent to the communication and/or use of your personal information at any time, subject to legal or contractual restrictions. We will inform you of the consequences of such withdrawal of consent, including the possibility that we may not be able to provide a product or process your request.

Use of Mobile Phone Numbers and SMS Communications

By voluntarily providing your mobile phone number, you expressly consent to receive text messages (SMS) from CORPIQ regarding our services, updates, events, and promotions. The frequency of messages may vary. Standard messaging and data rates from your carrier may apply. We may share your mobile phone number with third-party service providers who assist us in sending SMS communications, who are obligated to protect the confidentiality of your information. You may choose to no longer receive SMS communications from us at any time by following the unsubscribe instructions provided in our messages or by contacting us directly. You also have the right to request access to, correction, or deletion of your personal information by contacting our Privacy Officer.

Limiting Collection, Use and Disclosure

We limit the collection of your personal information to that which is necessary for the purposes identified to you. We collect personal information directly from you unless you have consented to us collecting it from third parties or we are authorized to do so by law.

We use your personal information only for the purposes for which it was collected. This means that we cannot use your personal information for any other purpose without your consent, except as permitted by law.

When necessary, exclusively with your consent or if permitted by law, we may disclose your personal information to certain authorized parties for the proper management of your contract or to comply with regulatory and/or legal requirements, including:

-          Any person or organization to whom you give your consent;

-          Service providers and agents who need it to perform their contract or mandate and to ensure the proper administration of our products;

-          Legal or judicial authorities, when required by law (for example, in cases of fraud or criminal activity).

Notwithstanding the foregoing, your personal information is accessible only to those persons authorized to access it and for whom it is necessary in the performance of their duties.

You have the right to know the names of third parties to whom your information has been communicated for the purposes indicated. Only in exceptional circumstances and in accordance with the law will we refuse to disclose this information.

In certain circumstances, we may use service providers outside Quebec or Canada. It is our responsibility to ensure that any personal information transmitted is adequately protected, in particular with respect to generally accepted privacy principles.

Retention

We retain your personal information only as long as necessary for the purposes for which it was collected and for any authorized secondary uses.

Once these purposes have been fulfilled, we will stop using your personal information and destroy it. Where personal information has been used to make a decision about you, it will be retained for a period of 3 years from the date of termination of the service or product.

We may de-identify personal information for secondary uses permitted by law. This process removes the link between the information and your identity to protect it once the purpose for which the information was retained has been fulfilled.

Accuracy and accountability

We make every effort to ensure that your personal information is up-to-date and accurate at the time it is collected, used, or disclosed.

We rely on our customers who use our services and products to provide us with accurate information and to inform us when updates to personal information are required.

We adhere to the principles set out by law and to the rules we have put in place to protect your privacy. These rules are set out in this Privacy Policy as well as insurance industry guidelines and other applicable laws. Our staff is informed and properly trained on our privacy policies and practices.

Security measures

We recognize that information security is an integral part of the confidentiality of personal information.

We have implemented and continue to develop stringent security measures to ensure that your personal information remains strictly confidential and is protected against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.

These security measures include :

-          Organizational measures (e.g., use of security clearances and access restricted to what is necessary, cybersecurity team, policies, guidelines and compliance training);

-          Physical measures (e.g. electronic office access for employees, data backup and archiving using an external system, etc.);

-          Technological measures (e.g. use of passwords and encryption, frequent password changes, use of firewalls and segmented access operators, etc.).

All CORPIQ employees and third-party service providers whose services we may retain and who process personal information on our behalf are also contractually bound to respect the confidentiality of personal information.

Your rights regarding your personal information

In accordance with applicable privacy legislation, you have the following rights:

-          Right of access: the right to obtain confirmation of the existence of processing of personal information concerning him or her, and the right to obtain communication of this personal information;

-          Right of rectification: the right to request rectification of any incomplete, inaccurate or ambiguous personal information held by us;

-          Right to withdraw consent: the right to withdraw consent to the communication or use of personal information collected;

-          Right to information: the right to be informed of a decision based exclusively on automated processing that uses personal information;

-          Right to information: the right to be informed in advance of the use of technology to identify, locate or profile an individual, and of the means available to activate the functions used to identify, locate or profile the individual;

-          Right to portability: the right to access computerized personal information in a structured, commonly used technological format;

*N.B. This right will only come into force in September 2024.

A request for access or rectification should be addressed to CORPIQ's Privacy Officer, whose coordinates are indicated below.

The person responsible for the protection of personal information will respond in writing to the request for access or rectification with diligence and no later than thirty (30) days from the date of receipt of the request.

Any refusal by CORPIQ to grant a request will be justified in writing and will indicate the provision of the law on which our refusal is based as well as the remedies available to contest and the time limit within which they must be exercised. CORPIQ also undertakes to assist you in understanding the refusal.

Limitation of liability

Please be assured that CORPIQ uses all reasonable means at its disposal to protect your data.

Consequently, you acknowledge that CORPIQ and its suppliers shall not be held liable for any damages or injury that may arise or result, directly or indirectly, from a breach of confidentiality of data and/or information transmitted over the Internet to CORPIQ.

Transparency, concerns and complaints

If you have any questions or concerns regarding this privacy policy or the way in which we handle your personal information, or if you wish to exercise your rights or make a complaint, please contact our Privacy Officer by e-mail or by mail at the following coordinates:

 

Privacy Officer

750 Marcel-Laurin Boulevard, Suite 131

Montreal, Quebec H4M 2M4

Mail : renseignements@corpiq.com

Telephone: 514-748-1921

 

If you contact us to exercise any of the above rights, we will respond to your request within a reasonable time.