Confidentiality and Privacy Policy
By virtue of the nature of our activities, ASSURANCES SIMON & ASSOCIÉS understands the importance of protecting the personal information collected to provide the services for which it is required.
In accordance with the legal framework in force, ASSURANCES SIMON & ASSOCIÉS has implemented a set of control measures and procedures aimed at ensuring sound governance in terms of confidentiality and protection of the personal information we hold on customers, prospects, partners and our employees.
By providing us with your personal information, you accept the terms of this policy and authorize us to process your information in accordance with it.
Definition of personal information
“Personal or nominative information” means any information concerning a natural person that enables that person to be identified, directly or indirectly[1].
Such information may include, but is not limited to, personal information (e.g., name, address, telephone number, driver's license number), financial information (e.g., credit card number), medical information, information related to professional activities (e.g., employee files), and so on.
Consent
No information is collected by ASSURANCES SIMON & ASSOCIÉS without the consent of the customer, agent or prospect.
By providing us with your personal information, your consent is effective. Consequently, you accept the terms of this policy and authorize us to collect, store, use and communicate your information in accordance with the purposes for which it was collected.
Right to withdraw consent to use or disclose information
Subject to certain limitations, you may withdraw your consent to the collection, use and disclosure of your personal information. In such circumstances, ASSURANCES SIMON & ASSOCIÉS may not be able to offer you the product, rate or service you requested for your insurance policy.
- For more information, consult the Act respecting the protection of personal information in the private sector[2].
Collection and use of information
Only the essential information we need is requested, for the purpose of responding to your request. Here are a few examples:
- To carry out a complete analysis of protection needs
- Provide an insurance quote for the product(s) requested
- Issue an insurance policy, if applicable
- Pay for an acquired product or service
Information via third parties
We are committed to protecting the privacy of our customers. ASSURANCES SIMON & ASSOCIÉS does not sell, collect, share, communicate to third parties or make public any of its customers' personal information, except in order to fulfill its service mandate, to ensure continuity of service to its customers or specifically to comply with a court order or respond to an authorized government agency.
In such circumstances, ASSURANCES SIMON & ASSOCIÉS may collect or transmit information from organizations that are legitimately authorized and/or subject to the regulatory framework in effect, or to specialized suppliers who have made a formal commitment to protect our firm's personal information. Examples include, but are not limited to:
- Insurance brokers or claims adjusters.
- Insurers, reinsurers and financial institutions, or the organizations responsible for regulating them.
- Courts
- The Fichier central des sinistres automobiles of the Société d'assurance automobile du Québec or of another province.
- Credit, risk and claims data analysis agencies.
- Collection agencies.
- Delivery partners:
- In-house manager or external partner for IT management and/or personal information and data security.
- Legal consultants.
- Cloud service providers.
- Authorized payment service providers.
Cookies and other technologies
In order to improve the quality of the services offered and the customer experience on the ASSURANCES SIMON & ASSOCIÉS website, ASSURANCES SIMON & ASSOCIÉS may use cookies and other web analytics technologies to remember your preferences and interactions with our website. Conditions of use are described on our website.
Retention and destruction of personal information
Our firm retains your personal information to carry out our mandate with you in compliance with the terms and legal obligations to which we are subject.
Security of personal information
To ensure the security and confidentiality of personal information ASSURANCES SIMON & ASSOCIÉS adopts rigorous security measures, including both physical and technological aspects. Here are a few concrete examples:
- Security
- Access controls
- Staff training
- Data encryption
- Monitoring and intrusion detection
- Disaster recovery plans
Although we do our utmost to protect your personal data, you should be aware that no method of transmission via the Internet or electronic storage can guarantee absolute security.
Commitment of personnel and the firm
All employees, suppliers and partners associated with our firm are contractually bound to respect our confidentiality policy and to protect the personal information held by ASSURANCES SIMON & ASSOCIÉS and used exclusively by our firm. This commitment exists as soon as the employee, supplier or partner takes up his or her position and continues indefinitely.
Data hosting
ASSURANCES SIMON & ASSOCIÉS does business with various Web service providers. Some providers may host data outside the province of Quebec or Canada. In such circumstances, the laws of other provinces and countries may apply.
Accuracy of information
Our staff strives to maintain the accuracy of information in the customer file. It is possible to validate and update the information contained in your file with our certification team.
Right of access and rectification
In the event of inaccurate information appearing in the file, or if access to personal information is required, a written request may be sent to the person responsible for the protection of personal information to make corrections. In such circumstances, our firm follows the following protocol:
- Make a written request for access or rectification
- Submit the written request to the firm's e-mail address or physical address.
- You will receive an acknowledgement of receipt
- Your identity will be validated
- Your request will be processed within 30 days of receipt[3].
- For further information, please consult the Act respecting the protection of personal information in the private sector[4].
Quotations
To prepare a quotation, an offer of service or an insurance contract, it is our duty to analyze the needs of the person concerned, as well as all the people involved or mentioned in the process.
Whether the request is made by telephone, in person or online, the consent of all targeted parties must be obtained directly.
Online quotations (via WEB site)
When a quote request form is submitted through the ASSURANCES SIMON & ASSOCIÉS website, the customer automatically understands, authorizes and consents that ASSURANCES SIMON & ASSOCIÉS:
- Will use the customer's personal information to analyze the customer's coverage needs to provide an insurance quote for the product requested.
- Contact him by telephone, e-mail or other means to discuss his file, provide him with the requested quote and, if necessary, discuss other services offered by ASSURANCES SIMON & ASSOCIÉS.
- will use your e-mail address to respond to your request.
E-mail communication / Online subscription and unsubscription
Following the transmission of your e-mail address to ASSURANCES SIMON & ASSOCIÉS, ASSURANCES SIMON & ASSOCIÉS may send you information by e-mail. At any time, you may confirm or withdraw your consent to the use of your e-mail address by unsubscribing from the distribution list in one of the following ways:
- through a note in the message or e-mail leading to the online unsubscribe page (if applicable)
- by contacting the firm's Privacy Officer at the e-mail address indicated at the bottom of this policy.
In this way, and in accordance with the LCAP[5], you can stop any unsolicited e-mail that may have been sent by ASSURANCES SIMON & ASSOCIÉS.
Telephone recording, chat (To be inserted if your telephone conversations are recorded)
For reasons of information integrity, training and customer service quality control, all telephone conversations may be recorded or listened to.
Electronic communication
Like cell phones or standard mail, communication via the Internet or e-mail without encryption cannot be entirely secure or confidential. They may be altered, lost or intercepted. ASSURANCES SIMON & ASSOCIÉS accepts no responsibility for any damage that may be caused to any person in connection with us, regardless of the form of communication.
Disclaimer - e-mail
Our customers sometimes send us e-mails containing personal information. ASSURANCES SIMON & ASSOCIÉS cannot be held responsible for the loss, interception, hacking or alteration of any e-mail sent to us.
Policy changes
As confidentiality and the protection of personal information are at the heart of our concerns, this policy may evolve to reflect internal and/or legal changes.
We invite you to consult our privacy policy regularly to keep abreast of any changes.
Designated privacy officer
Please do not hesitate to contact our Privacy Officer if you have any questions about the confidentiality and protection of personal information.
Cabinet: ASSURANCES SIMON & ASSOCIÉS
Privacy Officer: Bianca Chiarappa
Latest Policy Update: 1er juin 2024
Address: 8490 Rue Saint-Hubert
City: Montréal, Québec
Postal code: H2P 1Z5
Téléphone: 514-881-8885
Email: bianca@assurancessimon.com
Reference sources (if the firm wishes to display it on the website)
To facilitate access to information, here is a list of the main legislative references:
*Act respecting the protection of personal information in the private sector
https://www.legisquebec.gouv.qc.ca/fr/document/lc/P-39.1
* Commission de l'accès à l'information du Québec
Principales modifications législatives | Commission d'accès à l'information du Québec (gouv.qc.ca)
* ChAD : Procedure for the protection of personal information (September 2023)
https://chad.ca/pratique-professionnelle/renseignements-personnels/
*ChAD: Security policy for personal and confidential information (Model)
* Canada's Anti-Spam Legislation (C-28)
https://fightspam-combattrelepourriel.ised-isde.canada.ca/site/loi-canadienne-anti-pourriel/fr
* Personal Information Protection and Electronic Documents Act
https://laws-lois.justice.gc.ca/fra/lois/p-8.6/
[1] Loi sur la protection des renseignements personnels dans le secteur privé, art. 2 (2023/09/25)
[2] LOI SUR LA PROTECTION DES RENSEIGNEMENTS PERSONNELS DANS LE SECTEUR PRIVÉ, 2023/09/25, Section 2, art.8.
[3] Loi sur la protection des renseignements personnels dans le secteur privé, article 32
[4] LOI SUR LA PROTECTION DES RENSEIGNEMENTS PERSONNELS DANS LE SECTEUR PRIVÉ, 2023/09/25, Section 2, art.8.
[5] https://www.combattrelepourriel.gc.ca/eic/site/030.nsf/fra/accueil (Date de modification: 2021-03-19)
[7] https://www.combattrelepourriel.gc.ca/eic/site/030.nsf/fra/accueil (Date de modification: 2021-03-19)
[8] Source de référence : Politique de sécurité des renseignements personnels et confidentiels de la Chambre de l’assurance de dommages 20131210 (adapté à notre besoin) https://chad.ca/wp-content/uploads/archive/wysiwyg/articles/pdf/politique-securite-renseignements-personnels-fr.pdf
