Octave Assurances Inc. is a damage insurance brokerage firm that values your privacy and cares about how your personal information is processed. For the purposes of providing our services, we collect, use, consult and disclose personal and/or confidential information on a daily basis. Confidentiality and professional secrecy are at the very heart of our concerns in order to maintain a relationship of trust with our clients and provide the best brokerage services possible.
Therefore, we take all necessary measures to protect your personal information and thereby comply with the new requirements set out by Law 25.
This Privacy Policy relating to the protection of personal information (hereinafter “Policy”) is intended to help you understand our practices regarding the collection, use, disclosure and retention of personal information. By providing us with personal information (via our website, by email, in person, by telephone or other), you agree that it will be processed in accordance with this Policy and you authorize Octave Assurances and its representatives to process your personal information for the purposes described below.
However, please note that this Policy does not apply to third party websites which can be accessed by clicking on links found on this website, and Octave Assurances and its representatives are in no way responsible towards third party websites. If you follow a link to a third party website, that third party will have its own privacy policies which you will require to review before submitting any personal information.
1. WHO ARE WE
Octave Assurances is a damage insurance brokerage firm, bringing together representatives from various backgrounds who offer brokerage advisory services in Quebec. Unless we notify you otherwise, our firm and its damage insurance representatives are responsible for your personal information.
2. WHAT IS A PERSONAL INFORMATION
Generally, “personal information” means any information that identifies or allows a natural person to be identified. For example, this could be your name, address, date of birth or social insurance number.
3. WHAT PERSONAL INFORMATION DO WE COLLECT?
When you visit our site or communicate with us in the course of our activities and provision of services, we collect a certain amount of personal information about you, such as :
- identity information, such as a first or last name;
- contact information, such as name, address, email address and phone number;
- biographical information such as job title, employer name, photos and video or audio content;
- information that you provide to us in the course of providing our services, including sensitive personal information, such as your racial or ethnic origin, health status or sexual orientation;
- billing and financial information, such as a billing address, bank account information or payment data;
- recruitment information, such as a curriculum vitae, education and employment history information, details regarding professional affiliations and other information relevant to potential recruitment;
- identification and other background check data, such as a copy of a driver’s license, passport or utility bill;
- any other personal information provided. Please note that if you provide us with personal information about other people (such as your customers, directors, officers, shareholders or beneficial owners), you must ensure that you have properly notified them that you are providing their personal information to us and have obtained their consent to communicate their information.
NOTE : Please note, however, that you should not send us confidential information until we have confirmed in writing that we represent you or your business or organization or that we are acting on your behalf or on behalf of your company or organization, which written document will establish a broker-client relationship and thereby, the application of professional secrecy.
4. HOW DO WE COLLECT YOUR PERSONAL INFORMATION AND YOUR CONSENT
We collect your personal information from you and during our interactions with you, in the ocurse of providong our brokerage services to you.
We also collect information accessible to the public, particularly on public government platforms and federal and provincal agencies, such as the company register, the building register, AMF, the land register, the Minister of Transport, MAPAAQ and others.
We may also coeect your personal information from thirst parties, with your consent, or without your consent when le Law allows us to do so.
By communicating with us, voluntarily providing us with your personal information, or browsing our website, you consent to the collection, use and disclosure of your personal information in accordance with this Policy.
By providing us with the personal information of a third party, you declare that you have the necessary consent or authority to allow us to collect, use and communicate this information in accordance with this Policy.
Please note that you can withdraw your consent at any time by contacting us in the section « contact us » of the website.
5. HOW AND FOR WHAT PURPOSES WE USE YOUR INFORMATION
We use your personal information to provide you with our services and to meet our obligations as a damage insurance brokerage compagy.
We may use personal information in any of the ways below, with your consent or, where applicable, as provided in the Law.
- To provide our brokerage services and other services, to administer and execute our services, including our obligations arising from any agrrement entred into between you and us;
- To ensure compliance with our legal and regurlatory obligations;
- In order to ensure the proper conduct of our business and comply with our ethical and professional obligations, including invoicing and management of our files;
- For any other purpose that is permitted by law or to which you consent;
- For personnel recruitment purposes.
6. WHO WE SHARE YOUR PERSONAL INFORMATION WITH
We may provide your personal information to our service providers, employees, subcontractors and partners.
For example, we may provide your information to third party service providers and/or partners who provide website, application development, hosting, maintenance and other services to us. However, please be assured that we limit the information we provide to these service providers to only that information that is reasonably necessary to enable them to carry out their functions and we require them to expressly agree to preserve the confidentiality of this information.
In addition, we may be required to disclose personal information and other information under certain laws or if we believe in good faith that such disclosure is necessary to comply with applicable laws. For example, in the event that we receive a court order or subpoena or in order to cooperate with government authorities.
Despite the above, we are committed to preserving professional secrecy and client-broker privilege unless you have expressly waived it or we are legally required to do so under applicable law.
7. HOW LONG DO WE KEEP INFORMATION
We will only retain personal information for as long as necessary for the purposes provided for in this Policy and to comply with our ethical and regulatory obligations as a damage insurance brokerage company.
8. WHERE DO WE STORE PERSONAL INFORMATION
Your personal information is currently hosted in Canada, but may be hosted on secure servers that may be located in the United States if the nature of the service provision warrants it. However, rest assured that our practices regarding your personal information remain at all times governed by this Privacy Policy and, where applicable, contractual commitments to protect confidentiality are put in place to preserve the confidentiality of said information.
9. HOW DO WE PROTECT YOUR PERSONAL INFORMATION
Although we cannot guarantee with certainty absolute protection of all your personal information, we take all necessary measures to ensure that the personal information we collect is protected and maintained according to generally accepted standards in the industry, both at the time of their transmission only once we have received them. We maintain appropriate physical, technical or administrative safeguards to protect personal information against theft, loss, destruction or accidental or unlawful disclosure, unauthorized disclosure or access, misuse or any other unlawful form of processing personal information in our possession.
In addition, when we communicate the information necessary for the provision of services to a subcontractor, a third party collaborator, an employee or another authorized person, we ensure that it is subject to a duty of confidentiality.
Please note that you can contact us at any time to obtain more information on how your information is protected or to disclose to us an incident related to the protection of your personal information, in accordance with the “Contact Us” section of this website.
10. WHAT RIGHTS DOES AN INDIVIDUAL HAVE WITH RESPECT TO THEIR ERSONAL INFORMATION?
In accordance with applicable privacy laws, you have a number of rights with respect to your personal information. In particular, but not limited to, the following:
- The right to accuracy of information: so that it is complete, up-to-date and accurate at the time it is used.
- The right to access information : the right to be informed about the information processed and/or used and the right to request access to personal information held, subject to application law.
- The right to have information rectified: the right to request the rectification of any incomplete, misleading or inaccurate personal information that we hold.
- The right to withdraw consent to the communication or use of personal information collected: At any time, you are free to withdraw your consent to the communication, transmission or use of the information collected.
To exercise any of these rights, please contact us in accordance with the “Contact Us” section of this website.
11. HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES
When you browse our website, we collect cookies in certain circumstances. Most of our cookies will not collect information that identifies you, but will instead collect general information such as how users access and use the Site.
If you have any questions regarding the use of cookies, please contact us in accordance with the “Contact Us” section of this website.
12. HOW TO CONTACT US
For more information, to make comments or a complaint with regard to this Policy or with regard to personal information, in order to exercise your rights, contact our personal information protection manager by email to the following email address: [email protected] or by post to the following contact details:
Octave Assurances
To the attention of the person responsible for the protection of personal information
2000, rue de l’Éclipse, bureau 420
Brossard (Québec) Canada J4Z 0S2
13. HOW DO WE UPDATE THIS POLICY
Our Policy is regularly updated to comply with various legislative changes. Therefore, we may change the content of our site and the way we use cookies without notice and, therefore, your continued use of our website constitutes your acceptance of the Policy and any updates.
This Policy was last updated on September 20, 2023