Who we are and our commitment

What personal data we collect and why we collect it

Vailo Insurance Services Ltd is committed to protecting the privacy of our clients and being accountable for the information we collect from them.

This privacy policy has been developed with the intention of meeting both Canadian and Provincial privacy legislation. It has been compiled to describe how the personal information we collect is used. Vailo are committed to respecting the privacy rights of everyone whose personal information we have collected. Please read our privacy policies carefully to get a clear understanding of how we collect, use, protect or otherwise handle clients’ personal information.

Definitions

Personal Information – information about an identifiable individual (name, age, social insurance number, sex, income or family status, and business interests). Personal Information is also information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context.

Contact Information - information that would enable an individual to be contacted at a place of business, including name, position name or title, business telephone number, business address, business email, or business fax number.

Contact information is not covered by this policy or PIPEDA.

Privacy Officer – the individual designated responsible for ensuring that Vailo Insurance Services Ltd complies with this policy and with PIPEDA.

Legislation

We are domiciled in British Columbia and required to comply with the Personal Information Protection and Electronic Documents Act (“PIPEDA”). We are required to continually ensure it adequately protects the personal information in its care as technologies evolve and as new risks emerge.

What Personal Information do we collect?

While conducting our business, we collect Personal Information about individuals to facilitate quoting, binding, and servicing of insurance products. This information may include, but is not limited to:

Name, address, telephone number, email address, and other Contact Information;
Age, birth date, credit card number, or license plate number;
Medical records, credit records, driving record, or previous addresses;
Information about insurance history, including past policies, claims, or loss history whether claimed or not; and/or
Other information we may collect with client consent, or as permitted or required by law.

When completing a contact form, registering on our website, making a payment, or completing an application, clients may be asked to enter their name, email address, mailing address, phone number, credit card information or other details to help them with their experience and/or the purchase of our insurance products and services. Our website also uses cookies to enhance the browsing experience and to optimize our content offering to each individual browser on which this website is displayed.

Why do we collect Personal Information?

The collection of Personal Information is essential to our ability to provide products and services that best suit the needs of our customers. Personal Information may be used to:

Confirm identity;
Qualify a client for coverage, determine their coverage needs, assess risk, and provide them with a quotation for requested insurance products and services;
Evaluate credit and collect insurance premiums and fees;
Assist with the claims process;
Evaluate clients’ insurance needs and offer and/or provide other products that may be of interest to them or provide them with greater protection;
Maintain business records as required;
Meet legal, regulatory, and internal processing requirements; and/or
Otherwise, with consent or as permitted or required by law.

When do we collect information?

Information is collected when customers or their insurance agents interact with us. Information may be collected during calls, visits, or emails. Information may also be collected online, through our website or a partner site any time an agent fills out a form or enters information on our website. Depending on the products or services requested, we may collect information provided on applications for products and services directly related to the insurance product which is being applied for. To assess risks or if a client makes a claim, we may collect information from Insurers, industry associations, and claims adjusters. We may also automatically collect information through our marketing programs using cookies, and other technologies that track how people use our website and marketing communications.

How do we use the Personal Information collected online?

Because it is important for you to disclose any and all information required by an insurer to provide the insurance coverage that best suits you, you have the right to know that your information will be used for the purpose set out. Vailo takes the utmost care to protect personal information from unauthorized access or use whether in electronic or paper format and limits access to only those employees and service providers that require the information to carry out these tasks.

In the course of its operations, Vailo collects, uses and discloses personal information from clients when they submit a completed application, make a payment, report a claim, sign up for our newsletter, respond to a survey or marketing communication, use our website, or use certain other site features in the following ways:

To allow us to underwrite and deliver content and product offerings;
To better our customer service needs;
To provide insurance proposals, quotations and information;
To determine eligibility and process applications for products and services;
For communication, service, marketing, billing and administration;
For claims administration;
For analytical purposes;
To develop tools and features; and/or
To comply with legal, audit, security and regulatory requirements.

Will we disclose Personal Information of clients to other parties?

When applying for insurance or other products or services, or requesting quotations, indications of premiums, or policy terms or availability of coverage, client information will be shared with third parties, including but not limited to:

Insurance Companies;
Underwriters;
Insurance Brokers (both within and outside the company, including Lloyds’ Brokers);
Managing General Agents (MGA’s);
Claims Adjusters;
Restoration Companies;
External Accounting Firms;
Other third parties as permitted or required by law.

Such third parties may be located in Canada or elsewhere in the world.

We will not disclose Personal Information unless it is authorized or required by law, court order, subpoena, or search warrant. We will not sell, trade or rent Personal Information to anyone else outside Vailo Insurance Services Ltd., without client consent unless it is allowed under PIPEDA. In this case, we will aim to disclose only the specific information that is needed under the circumstances and, wherever possible, will inform you about the disclosure.

Our employees are required to keep confidential all information they may come to know during the course of their job duties. Employees are prohibited from disclosing Personal Information to third parties.

How do we protect Personal Information?

We will protect the security and confidentiality of Personal Information as is appropriate to the sensitivity level of the information collected. Personal Information is stored in confidential databases at locations in Canada, and the United Kingdom. These sites have appropriate security measures in place to protect against the loss, misuse, and alteration of Personal Information under our care; however, any information transmitted via the Internet may be intercepted by third parties. We do not assume any liability for interception, alteration, or misuse of information transmitted over the Internet.

Our service providers and agents are bound to maintain the confidentiality of Personal Information and may not use the information for any unauthorized purpose. Employees are governed by strict standards and policies to ensure that Personal Information is secure and treated with the utmost care and respect.

Additional Information Regarding Our Website

Our website address is: https://vailo.ca.

Comments - When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media- If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

If you leave a comment on our site, you may opt-in to save your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Who we share your data with & How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Consent

Clients may choose whether or not to provide us with Personal Information.

From time to time, we may obtain express consent from the client to use Personal Information. More generally, we will determine that consent has been implied by their voluntary provision of the information. Express consent can be verbal or written, including in electronic form (email). Implied consent occurs when we can assume a client has given consent by their actions, such as request for a specific product, service, or for general information to assist with their insurance buying decisions; by the provision to us, of Personal Information in that regard, we infer consent to the use of that Personal Information as is reasonable to provide the product or service requested.

If clients need to provide Personal Information about other individuals, such as employees, dependents, and sub-contractors, they must obtain their consent for these purposes prior to their disclosure of the information to us.

Clients may at any time withdraw consent by providing us with reasonable notice. They may not withdraw consent where so doing will frustrate performance of a legal obligation. Should they choose to withdraw consent, we are legally obligated to inform them of the consequences of withdrawing consent, which may result in us being unable to provide the products or services requested.

Privacy Compliance Officers

Vailo Insurance Services Ltd has designated Privacy Compliance Officers who can answer any questions about our policies and procedures. Your concerns can be directed to: Tommy Truong, COO ttruong@vailo.ca 604.829.3811

Personal Information and Data Privacy Protection Policy