Scope
This policy describes how Westoak Insurance Group Inc. (“Westoak,” “we,” “us” or “our”) handles personal information submitted through westoakinsurance.ca and in connection with our insurance-brokerage services. It should be read with our Terms of Use.
Westoak has designated the Privacy Officer as accountable for compliance with this policy. Questions, access requests and privacy complaints can be directed to the Privacy Officer at the office below or through our contact page:
Privacy Officer, Westoak Insurance Group Inc.
460 Applewood Crescent, Unit 1, 2nd Floor
Concord, Ontario, L4K 4Z3
info@westoakinsurance.ca
416-729-5252
Information collected through this website
The website inquiry form asks for first name, last name, email address and inquiry type. A visitor may also provide a phone number and message. The form records the page from which it was submitted and may include the landing page, referrer and campaign parameters contained in the URL. These details help us understand and respond to the request.
Do not send driver’s licence numbers, payment-card details, health records or other highly sensitive information through the general website message field. We will provide an appropriate method when additional information is needed.
The website and hosting infrastructure may also process technical information ordinarily sent by a browser, such as IP address, device and browser details, requested pages, timestamps and security logs. This information can be used to operate, secure and troubleshoot the site.
As of the review date shown on this page, this website does not use an optional analytics or advertising tracker. Essential hosting, security and form functions may still use technical data or storage needed to provide the service. Before Westoak adds materially different tracking technology, it will review whether this policy, notice or a consent mechanism must be updated.
Information used for insurance services
When a person asks Westoak to seek advice, a quotation or service a policy, we may request information reasonably required to understand the risk and work with insurers. Depending on the request, that can include contact details, property and vehicle information, driver and claims history, business operations, financial or payment information, and other facts relevant to underwriting or service.
We collect sensitive information only when it is reasonably necessary for an identified purpose and through an appropriate channel. Insurance applications and insurer forms may contain additional notices and consents.
Why we use personal information
We may use personal information to:
- Respond to inquiries and communicate with the person who contacted us
- Assess insurance needs and prepare or administer authorized submissions
- Obtain and compare available insurer terms
- Arrange, service, renew or assist with an insurance policy
- Meet legal, regulatory, accounting, record-keeping and fraud-prevention obligations
- Operate, maintain and protect the website and business systems
- Investigate complaints, security events or suspected misuse
We do not use information for an unrelated new purpose without an appropriate legal basis or additional consent where required.
When information may be disclosed
We may disclose relevant personal information to insurers, underwriting facilities, claims professionals and service providers when needed for an authorized insurance request or policy service. Website and technology providers may process information on our behalf to host forms, communications or business systems.
Information may also be disclosed to regulators, law enforcement, courts or other parties when permitted or required by law, or to obtain professional advice and protect legal rights. Service providers may process information in jurisdictions outside Ontario; information in another jurisdiction can be subject to its laws.
Westoak does not sell personal information.
Consent and choices
Consent may be express or implied depending on the sensitivity of the information and the reasonable expectations surrounding the service. A person may withdraw consent to future use, subject to legal, regulatory, contractual and record-retention limits. Withdrawing consent may mean that Westoak or an insurer cannot provide a requested service.
You may ask Westoak to stop optional marketing communications by using the unsubscribe method in the message or contacting the Privacy Officer. Service, policy and transactional communications may still be required.
Retention and safeguards
Personal information is retained only as long as reasonably needed for the purposes for which it was collected and applicable legal or regulatory obligations. Retention periods can differ by record type and relationship. When information is no longer required, Westoak securely deletes, destroys or anonymizes it as appropriate.
We use administrative, technical and physical safeguards appropriate to the information and the way it is handled. No internet transmission or storage system is completely secure. If you believe information sent to Westoak has been exposed or misused, contact us promptly.
Privacy incidents and breaches
Westoak assesses suspected losses of or unauthorized access to personal information. Where PIPEDA applies, Westoak reports a breach to the Office of the Privacy Commissioner of Canada and notifies affected individuals when the breach creates a real risk of significant harm. Westoak also keeps breach records as required. Other legal, insurer or regulatory notification duties may apply to a particular event.
Access, correction and complaints
A person may ask to access personal information Westoak holds about them or request correction of inaccurate information, subject to lawful exceptions. We may need to verify identity before completing a request.
Send a written request or complaint to the Privacy Officer at info@westoakinsurance.ca. We will review it and explain the next step. Individuals may also contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.
Changes to this policy
We may update this policy when practices, providers or legal requirements change. The source-review date shown on this page indicates when the policy and cited sources were last checked. Material changes apply from the date the revised policy is posted, subject to any additional notice or consent required by law.