Prudentia’s Privacy Policy concerning the protection of personal information

Prudentia Insurance and Wealth Management Inc., a financial services firm in the brokerage of life insurance offers products and services primarily in insurance, investments and other financial services, is required to collect information of a personal nature of their respective clients, employees, and agents.

Prudentia Insurance and Wealth Management Inc., is committed to protecting the personal information collected.

The purpose of this policy is to:

1. explain our practices for collecting, using and disclosing personal information
2. implement and maintain policies and procedures in compliance with the relevant federal and provincial privacy legislations
3. promote the protection of confidential information and take measures to ensure that such information is handled properly.

1. Purpose of Personal Information Collection

Prudentia Insurance and Wealth Management Inc., in exercising its duties and responsibilities must collect, through its employees, agents, advisors, business partners and authorized service providers (“our representatives”), the personal and confidential information related to their clients that is necessary for carrying out its activities.

Such information that we may collect includes:

1. any information that can be used to distinguish a person’s identity such as name, gender, contact information, social insurance number, date and place of birth, credit information, and citizenship; and
2. any information that is linked to an individual, such a person’s health, lifestyle, residency status, family, educational, financial and employment information.

Prudentia Insurance and Wealth Management Inc., acts as an intermediary either between the client and the Insurers or Financial Institutions that we represent and also between the client and our Advisors.  For instance, we may share information with Insurance companies, investment companies or other financial institutions (our “partner suppliers”) for the purposes of:

• confirming identity
• determining eligibility or need for insurance and/or financial products
• determining and verifying creditworthiness for the financial and insurance products and services requested
• underwriting
• to open account
• to administer and service the account or policy
• to meet regulatory and contractual requirements relating to the products and services provided.

 2. Protection of Personal Information: Safeguards, limitation to collection, use, and disclosure

It is our responsibility to protect the information that our clients have confided to us, regardless of its form whether written, verbal, electronic or any other form.  This responsibility to protect information includes information in our client files, in our database, or information transferred to a third-party for the purpose of storage.  All our representatives must have read, understood and have agreed to abide by our policies and procedures.  Only those employees, advisors, business partners and authorized service providers who need personal information to do their job are given access to personal information.

We have physical, electronic and procedural safeguards in place to protect personal information against loss, theft, unauthorized disclosure, and unauthorized use or modification. However, we are not responsible for the privacy practices and policies of companies or organizations who may obtain personal information independently of any relationship they may have with us.  Under no circumstances would we sell personal information to another company.

We, our representatives, our partner suppliers, and other third parties to whom we disclose information under this privacy policy may perform activities outside of Canada.  Prudentia and its Advisors, in the performance of their work, may use web-based e-mail, databases or other internet products or services, whose server may be based in Canada or another country, therefore internet traffic including personal information may pass through other countries.  As a result, personal information may be stored, used, or accessed in other countries and may be subject to the laws of those countries.  Prudentia and its Advisors are responsible to use acceptable methods to protect confidential information while in transmission, including the use of encryption.

Our representatives may be licensed to offer other financial products and services, and may establish a nominative list of their respective clients (names, addresses, telephone numbers and electronic contact information) and share this list with other financial services companies. The purpose of this list shall allow the client’s Advisor to better serve its clients by offering relevant and available products and services. Clients may request that their name be withdrawn from such cross-promotional lists by writing to the Privacy Officer at the contact information in section 6 of this Privacy Policy.

3. Consent

By completing and signing the account opening forms for an investment product, or the Client Information form and subsequent insurance proposal, the client provides express consent to the collection, use and disclosure of personal information.  Prudentia Insurance and Wealth Management Inc. seeks written consent for the collection, use and disclosure of personal information, however where appropriate in certain circumstances, other forms of consent such as oral or non-verbal actions, whether expressed or implied may be accepted.

Any person may withdraw their consent at any time, subject to legal and contractual restrictions and reasonable notice. In the event that consent is withdrawn, we must inform the person of the consequence of such withdrawal, including the possibility that we would no longer be able to provide service, and/or have no alternative but to close the file.

We may have to collect, use, or disclose personal information without an individual’s knowledge or consent for legal, medical or security reasons as permitted by law. We also must disclose personal information to institutions regulating its activities and to regulatory bodies with the authority to audit and investigate to ensure compliance with laws and regulations.

We may also keep client’s personal information as long as needed following account closure or insurance policy termination to comply with laws or regulations. The length of time that we shall keep this information will depend upon the product or service provided and the nature of the information.

4. Keeping Information Accurate

Prudentia Insurance and Wealth Management Inc. shall ensure that all personal information on file is as accurate, complete and up-to-date as possible. However, the client has the responsibility of informing us about any changes in certain personal information such as address and contact information. We shall not routinely update personal information, unless such a process is necessary to fulfill the purposes for which the information was collected. Clients may, in writing, request that their personal information be amended as appropriate.

5. Accountability

Prudentia Insurance and Wealth Management Inc. is responsible for the personal information in its possession or control, including information transferred to a third-party for processing. We have designated a Privacy Officer who is responsible for implementing, promoting, and enforcing the terms and procedures of this Privacy Policy throughout our company. Any person who wants to file a complaint concerning the protection of personal information can contact our Privacy Officer at the address provided in section 6 of this Policy. For a justified complaint, we will make the appropriate corrections and modify its practices and procedures, if necessary.

6. Request for access to personal information

Any person has the right to access their own personal information. With any request received in writing, we shall respond to the person’s request for information within a reasonable timeframe. We will respond by acknowledging the existence of such information, and provide an account of its use and to whom we have disclosed the information to, if permitted by law. Depending on the nature of the request for information, we shall inform you in advance if a research fee may apply.

Any request for access to personal information or request for corrections must be sent to the following address:

Privacy Officer

Prudentia Insurance and Wealth Management Inc.

555 Dr.-Frederik-Philips Blvd., Suite 100

Montreal, Québec H4M 2X4

e-mail: victorc@prudentiaadvice.ca

Note that we may review and amend this Privacy Policy without notice. Please review the Privacy Policy periodically to ensure that you are aware of our current information management practices. This Privacy Policy reflect the legislation applicable in Canada regarding the protection of personal information.