Privacy policy

This Privacy Policy describes how [REGISTERED LEGAL NAME](operating as "PromptSure", "we", "us") collects, uses, discloses and safeguards personal information in the course of our business as a Managing General Agency. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial privacy legislation, including Quebec's Act respecting the protection of personal information in the private sector (as amended by Law 25), Alberta's PIPA and British Columbia's PIPA.

We collect personal and business information necessary to assess, underwrite, bind, administer and renew insurance, and to comply with our regulatory obligations. This may include:

• Contact and identification details of brokers, insureds and authorized representatives
• Business and risk information (operations, locations, statements of value, loss control records)
• Claims history and loss runs
• Financial information relevant to underwriting and premium collection
• Information required for sanctions, AML and beneficial ownership screening
• Website usage data (IP address, device, browser, referring URL) and consent choices

• Underwriting, quoting, binding and administering policies
• Communicating with brokers and insureds
• Claims handling coordination with insurer principals and adjusters
• Compliance with legal, regulatory, tax and audit obligations
• Detecting and preventing fraud, error and unauthorized use
• Improving our website and services

We rely on the consent obtained by the producing broker at the point of sale and on the implied consent inherent in the submission of a risk to PromptSure for underwriting consideration. Where express consent is required by law, we will obtain it directly. You may withdraw consent at any time, subject to legal and contractual restrictions and on reasonable notice; doing so may affect our ability to provide quotes, binders or policy administration.

We may share personal information with insurer principals, reinsurers, retrocessionaires, claims administrators, premium finance providers, auditors, regulators, law enforcement, legal counsel and authorized service providers, only as reasonably necessary for the purposes described above or as required by law. We require third parties handling personal information on our behalf to apply comparable safeguards under written agreement.

Personal information may be stored or processed in Canada or in other jurisdictions where our service providers operate, including the United States. Where information is transferred outside Canada or outside Quebec, it remains subject to the laws of the foreign jurisdiction and may be accessible to foreign authorities under those laws. For Quebec residents, a privacy impact assessment is conducted before personal information is transferred outside Quebec, as required by Law 25.

We maintain reasonable physical, organizational and technical safeguards designed to protect personal information against loss, theft and unauthorized access, disclosure, copying, use or modification. We have a written incident response procedure and will notify affected individuals and regulators of confidentiality incidents as required by PIPEDA, Law 25 and other applicable laws.

We retain personal information for as long as necessary to fulfil the purposes for which it was collected and to satisfy our legal, regulatory and contractual record-keeping obligations, after which it is securely destroyed or anonymized.

PromptSure does not use exclusively automated decision-making to render underwriting or claims decisions that produce legal effects for an individual. Where automated tools assist our underwriters, a qualified person reviews the outcome before it is communicated to a broker or insured.

Subject to legal and regulatory exceptions, you have the right to access and correct your personal information held by PromptSure, to request information about how it is processed, to withdraw consent (where applicable), and to make a complaint to our Privacy Officer or to the Office of the Privacy Commissioner of Canada or the Commission d'accès à l'information du Québec, as applicable. Quebec residents also have the right to data portability for computerized personal information.

Our website uses two categories of cookies:

• Strictly necessary cookies enable core site functions such as page routing, security and remembering your cookie choice. These cannot be disabled.
• Analytics cookies provide aggregate, anonymized statistics that help us improve the site. These are only set if you opt in.

When you first visit the site we present a cookie banner so you can accept all cookies, reject non-essential cookies, or open the preferences panel to choose per category. You can change your decision at any time using the "Cookie preferences" link in the footer, or by clearing site data in your browser.

PromptSure has appointed a Privacy Officer who is responsible for compliance with this policy and applicable privacy law. Questions, access requests or complaints regarding personal information should be directed to:

Privacy Officer, [REGISTERED LEGAL NAME]
[MAILING ADDRESS, CITY, PROVINCE, POSTAL CODE]
info@promptsure.ca
[GENERAL PHONE NUMBER]