Privacy policy

At RPMXPert, protecting privacy and personal information is our priority. We are committed to preserving the confidentiality, integrity and security of the personal information of our clients, partners, brokers and employees.

This online privacy policy explains how we collect, use, disclose and protect your personal information when you interact with us, whether through our services, our broker partners or our website.

The management of personal information by organizations is regulated, and we must obtain your consent before taking certain actions. By providing us with your personal information, you consent to its collection, use, retention and destruction in accordance with the terms described in this Policy.

1. Information We Collect

Personal Information

As part of the services we provide, we collect personal information that you, your representative, or your brokers or partners transmit to us in connection with the underwriting of insurance policies. This information may include, without limitation:

• Name, address, phone number, email address;
• Details about insured property (vehicles, properties, equipment, etc.);
• Financial information required to establish premiums and manage risk, such as bank account number, policy number, claim number;
• Claims history;
• Any other relevant information necessary for risk management, underwriting and issuance of insurance policies;
• Information provided when you communicate with our insurance brokers and partners or when you use our website.

We may also collect personal information through third parties, such as brokers acting on your behalf. This may include information necessary for risk assessment, underwriting or claims processing. You will be informed of the purposes for which your information is collected, and we will offer you clear options to consent separately to different uses.

When you apply for a position on our team, you provide us with the following information to evaluate your application, contact you as part of the hiring process and conduct a background check:

When you apply for a position on our team, you share the following information with us to evaluate your application, to contact you to continue the hiring process and to verify your background:

• Your name, phone number, email address;
• Résumé and cover letter.

This information is accessible only to those responsible for recruitment. We retain your application file for as long as necessary for the purposes described above and to meet legal and contractual requirements.

Publicly Available Information

Certain professional information, such as name, job title and professional contact details, may be publicly available. Although treated differently under certain provincial laws, it may still be considered personal information in some jurisdictions. We handle it in accordance with applicable laws and our internal privacy practices.

Automatically Collected Information

We automatically collect certain information when you browse our website, using tools such as log files, a chat application or Google Analytics. This information may include:

• The IP address used to access the website;
• Browser and operating system configuration;
• Mobile device configuration, when the website is accessed from a mobile device;
• Geographic location and location data;
• Pages visited, products viewed, navigation path followed on the website;
• Keywords used during a search;
• Date and time of the visit.

We do not share this information.

Cookie Information

When you visit our website, we may use cookies and similar technologies to improve performance and user experience. Some cookies are essential to the operation of the site, while others (such as those used for analytics or marketing) are optional. You will be informed of these uses and will be able to decline non-essential cookies before continuing your browsing. Disabling cookies may limit certain features of the site.

2. Use of Your Information

We collect and use your personal information for the following purposes:

• Evaluate and underwrite insurance risks;
• Issue and manage insurance policies;
• Collaborate with brokers to meet policyholders’ needs;
• Process claims and investigate losses;
• Analyze data to optimize risk management;
• Comply with legal, regulatory and contractual obligations;
• Communicate with brokers, policyholders and partners regarding policies and regulatory updates;
• Prevent fraud and ensure compliance with industry standards;
• Recruitment.

3. Disclosure of Personal Information

Your personal information may be disclosed to:

• Partner insurance companies to assess risks and issue policies;
• Reinsurers to effectively manage risks;
• Third-party service providers, such as claims adjusters, IT subcontractors and other providers necessary for policy and claims management;
• Regulatory authorities or other third parties, when required by law.

International Data Transfers

As part of our operations, your personal information may be transferred, stored or processed outside of Canada, including in countries whose data protection laws differ from those of Canada. These transfers may occur when collaborating with international partners, service providers or subsidiaries.

When personal information is transferred outside of Canada, we ensure that appropriate safeguards are in place, such as data protection agreements, contractual clauses or other mechanisms recognized by law, to ensure the protection of your information in accordance with applicable laws.

4. Protection of Personal Information

We implement strict physical and electronic security measures to protect personal information against unauthorized access, loss, disclosure or use. Our systems are designed to ensure data confidentiality and integrity, including encryption, secure storage and access controls.

5. Retention of Personal Information

We retain personal information only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required by law or regulation. Once the information is no longer needed, it is securely destroyed.

6. Access, Withdrawal and Rectification

You have the right to access the personal information we hold about you and to request its correction if it is inaccurate, incomplete or outdated. To exercise this right, please contact us at the coordinates below.

You may withdraw your consent at any time, subject to legal or contractual restrictions and upon reasonable notice. However, withdrawing your consent may affect our ability to provide you with certain services, such as managing your policies or processing claims.

7. Amendments to the Privacy Policy

We reserve the right to update this privacy policy at any time to reflect changes to our practices or to comply with new legal requirements. Any updates will be posted on our website with the date of the last revision.

8. Privacy Officer

The Privacy Officer supports all employees in the collection, use, disclosure and retention of information in accordance with applicable laws and policies. She also acts as the official liaison with privacy protection authorities and as the primary point of contact for any privacy-related complaints, concerns or questions.

If you believe that we are not handling your confidential personal information in accordance with the law, you may file a complaint with us. We will investigate the complaint and, if it is well-founded, take the necessary corrective action.

For any questions, concerns or complaints regarding this privacy policy or our practices, please contact RPMXPert:

If the review of your complaint is not to your complete satisfaction, you may contact the information commissioner of your province at the address below:

Province	Organization
Alberta	Office of the Information and Privacy Commissioner of Alberta https://www.oipc.ab.ca/
British Columbia	Office of the Information and Privacy Commissioner of British Columbia https://www.oipc.bc.ca/
Manitoba	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
New Brunswick	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Newfoundland and Labrador	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Northwest Territories	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Nova Scotia	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Nunavut	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Ontario	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Prince Edward Island	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Quebec	Commission d’accès à l’information du Québec http://www.cai.gouv.qc.ca/english/
Saskatchewan	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en
Yukon	Office of the Privacy Commissioner of Canada https://www.priv.gc.ca/en