Privacy Policy and Legal Notices

1. Introduction

At OVC Assurance (“OVC”), we take your privacy very seriously, recognizing the importance of the confidentiality and security of your Personal Information. We have developed a Privacy Policy and train our employees to ensure that it is respected.

2. Definition of Personal Information

Personal Information is information about a natural person that enables that person to be identified.

3. Client Consent

Before collecting Personal Information for the first time, we ensure that we obtain informed consent from any client or potential client. If you decide to revoke your consent to the collection, use and disclosure of your Personal Information for marketing purposes, you may do so by contacting us.

4. Collection and Use of the Information

Personal Information collected by OVC through various media is confidential and accessible only to authorized personnel. The client file contains only the information required to:

o   Verify your identity;

o   Answer questions and requests;

o   Carry out a complete analysis of the client’s or potential client’s needs;

o   Communicate information about products and services that may be of interest to them;

o   Initiate an insurance quote, issue a policy, amend a policy, renew an existing policy or complete a cancellation;

o   Offer relevant advertising (e.g., best practices in property maintenance);

o   Meet our legal obligations as described by law;

o   Apply and administer the Terms of Use of the Websites and Services;

We hold a wide range of Personal Information, including:

o   Full names;

o   Telephone numbers;

o   Addresses;

o   Dates of birth;

o   Driver’s licence numbers;

o   Jobs and employers;

o   Banking information;

The collected Personal Information is never disclosed, sold, or shared with third parties without the client’s consent, except to comply with a court order or to respond to a request from an authorized government entity. These entities may legally require us to collect or share information about our current and potential clients. These organizations include, but are not limited to, law enforcement and regulatory agencies.

5. Accuracy of File Information, Access, and Correction Requests

We strive to keep client file information accurate, complete, and up to date. It is possible for any person to formulate a request for verification of accuracy or change in relation to their Personal Information. To do so, a request must be sent directly to the Privacy Officer mentioned further in this Policy. In the event of an error, we will make the necessary correction as soon as possible and inform the requester. Subject to legal restrictions or rights of refusal, you also have the right to access the Personal Information we hold or retain. Please note that if you choose to exercise this right, we may charge you a reasonable fee for the reproduction and transmission of the data contained in your file. To exercise this right, please contact us.

6. Data Retention

We retain personal information contained in a file for the period required to achieve the purpose for which it was created and in accordance with applicable legal requirements. We are obliged to keep our files in their entirety until five years after the last transaction in them. Once this period has expired, the customer may request that his or her information be destroyed in a secure manner to preserve its confidentiality. To do so, a request must be sent to Jonathan Renaud, Privacy Officer.

7. Site Terms of Use

By accessing and/or using the ovcassurance.com website (hereinafter referred to as “the Site”), all users tacitly and unreservedly accept the present Terms of Use of the Site.

7.1. Intellectual Property of the Site

7.1.1 The Site and each of its components, in particular texts, articles, images, illustrations, photographs, databases, and software (hereinafter referred to as the Intellectual Property Elements) are protected by intellectual property law.

7.1.2. Total or partial reproduction of Intellectual Property Elements is prohibited.

7.1.3 The user is only authorized to display the Site’s pages on their screen and is only authorized to reproduce the Site’s Intellectual Property Elements on a temporary basis for the sole purpose of consulting the Site.

7.1.4. The user is authorized to make short quotations from the Site, provided that the following is clearly stated: the origin of the document and the title of the document quoted, or the page quoted.

7.2. Use of the Site

7.2.1. All data, information, and publications accessible, represented, or downloadable from the Site are not exhaustive, are provided for information purposes only and may under no circumstances be considered as constituting a quotation, an estimate, or an offer of professional services.

7.2.2. Under no circumstances shall the company be held liable for any direct or indirect damage resulting from the use by any user of data, information, or publications accessible or downloadable from the Site.

7.2.3. Under no circumstances may the company be held responsible for the content accessible via hypertext links published on the Site or for files downloadable from the Site or from sites accessible via hypertext links published on the Site.

7.2.4. The creation and publication of a hypertext link to one of the Site’s pages is authorized, subject to the prior and express agreement of the company.

Privacy Officer

In accordance with current legislation, the Privacy Officer ensures that a confidentiality incident register is created, maintained, and updated. If requested by the Commission d’accès à l’information, a declaration concerning this register will be provided. If you have any questions or concerns about the processing or updating of your Personal Information, please contact our Privacy Officer.

Mr. Jonathan Renaud, Damage Insurance Broker, and Director of Personal Lines Compliance

Telephone: 514-313-5999 ext. 105 | Email: jrenaud@ovcassurance.com

The Privacy Officer will contact you within 30 days of receiving your email.

*Note: In the event of any discrepancy between this and the original French version, the original language shall prevail.