Personal Information Protection Policy

Our Commitment to Privacy

At C&C Insurance Agencies Ltd., we are committed to protecting the privacy and confidentiality of our clients’ personal information. Providing insurance products and services requires the collection, use, and disclosure of certain personal information. Safeguarding that information is one of our highest priorities.

This policy outlines the principles and practices we follow in handling personal information in accordance with the Personal Information Protection Act (PIPA) of British Columbia.

We are committed to ensuring the accuracy, confidentiality, and security of personal information and providing clients with access to their personal information as required by law.

Scope of This Policy

This Personal Information Protection Policy applies to C&C Insurance Agencies Ltd., including all employees, representatives, and service providers who collect, use, or disclose personal information on behalf of the brokerage.

Definitions

Personal information means information about an identifiable individual. This may include:

Name
Date of birth
Address and contact information
Identification information
Financial information
Insurance history
Claims history
Property or vehicle information

Contact Information

Contact information refers to information that enables an individual to be contacted at a place of business, such as:

Business name
Position or title
Business telephone number
Business address
Business email

Contact information used solely for business communications is not considered personal information under PIPA.

Privacy Officer

The Privacy Officer is responsible for ensuring compliance with this policy and applicable privacy legislation.

Privacy inquiries may be directed to:

Privacy Officer
C&C Insurance Agencies Ltd.
Email: info@cncinsurance.ca

These policies apply to our offices listed below:
Head Office: 211-4501 North Road, Burnaby BC V3N 4R7

Langley Office: 19569 Fraser Hwy, Surrey BC V3S 6K7

Policy 1 – Collection of Personal Information

We collect personal information only for purposes that a reasonable person would consider appropriate in the circumstances.

Unless the purpose is obvious and the individual voluntarily provides the information, we will explain the purpose for collecting personal information at or before the time of collection.

Personal information may be collected for the following purposes:

To verify identity and contact information
To assess insurance needs and provide professional advice
To obtain insurance quotations from insurers
To arrange and place insurance coverage
To process policy changes, renewals, and cancellations
To assist with claims reporting and claims management
To process premium payments and billing records
To communicate with insurers, adjusters, and service providers
To detect and prevent fraud
To comply with legal and regulatory requirements
To maintain accurate client records
To provide ongoing customer service
To inform clients of insurance products or services that may be relevant to their needs

We collect personal information directly from clients whenever possible but may also collect information from insurers, adjusters, credit agencies, or other authorized sources when necessary.

Policy 2 – Consent

We obtain consent to collect, use, or disclose personal information except where permitted or required by law.

Consent may be provided:

In writing
Orally
Electronally
Through an authorized representative
Implied through a client’s actions where the purpose is obvious

Clients may withdraw consent at any time, subject to legal or contractual restrictions. Withdrawal of consent may limit our ability to provide certain insurance products or services.

We may collect, use, or disclose personal information without consent where permitted by law, including:

When required by law or regulatory authority
In emergencies threatening life, health, or personal security
When the information is publicly available
When seeking legal advice
To collect a debt owed to the brokerage
To investigate fraud or breach of an agreement

Policy 3 – Use and Disclosure of Personal Information

We will use or disclose personal information only for the purposes identified at the time of collection or for purposes reasonably related to those purposes.

Personal information may be disclosed to organizations involved in the placement or servicing of insurance, including:

Insurance companies and underwriting partners
Managing General Agents (MGAs)
Claims adjusters and claims service providers
Premium finance companies
Credit reporting agencies
Legal advisors
Regulatory authorities
Service providers assisting with brokerage operations

These disclosures are necessary to arrange, administer, or service insurance coverage.

We do not sell or trade client personal information to third parties.

Policy 4 – Retention of Personal Information

We retain personal information only as long as necessary to fulfill the identified purposes or as required by law or regulatory obligations.

Where personal information has been used to make a decision affecting a client, the information will be retained for at least one year so the client has a reasonable opportunity to request access.

When personal information is no longer required, it will be securely destroyed or anonymized.

Policy 5 – Accuracy of Personal Information

We take reasonable steps to ensure personal information is accurate and complete where it may be used to make a decision about a client or disclosed to another organization.

Clients may request corrections to their personal information by submitting a written request to the Privacy Officer.

Where appropriate, corrected information will be communicated to any organization to which it was disclosed.

Policy 6 – Security of Personal Information

We are committed to protecting personal information from unauthorized access, use, disclosure, or loss.

Security measures include:

Restricted access to personal information
Secure office and file storage
Password-protected computer systems
Employee confidentiality obligations
Secure disposal of documents and electronic records
Ongoing review of security procedures

Policy 7 – Access to Personal Information

Clients have the right to request access to their personal information held by C&C Insurance Agencies Ltd., subject to limited legal exceptions.

Requests must be submitted in writing to the Privacy Officer and must include sufficient detail to identify the information requested.

Upon request we will also inform clients:

How their personal information has been used
To whom it has been disclosed

Requests will generally be responded to within 30 business days.

A minimal administrative fee may apply where permitted by law.

If access is refused, the client will receive written reasons for the refusal and information on available recourse.

Policy 8 – Disclosure Notice Under the Financial Institutions Act

All insurance representatives of C&C Insurance Agencies Ltd. are licensed to sell insurance in British Columbia.

When an insurance policy is placed, the contract of insurance is between the client and the insurer named on the policy.

C&C Insurance Agencies Ltd. and its representatives may receive compensation in the form of commissions, fees, or contingent profit-sharing from insurers.

C&C Insurance Agencies Ltd. does not hold ownership interest in any insurer, and insurers do not hold ownership interest in C&C Insurance Agencies Ltd., unless otherwise disclosed.

The Financial Institutions Act prohibits insurers, insurance agencies, and insurance agents from requiring a client to purchase additional products or services as a condition of obtaining insurance.

Policy 9 – Privacy Complaints

If a client has concerns regarding how their personal information has been handled, they may submit a complaint to our Privacy Officer.

Complaints should be submitted in writing and include sufficient details so that the concern can be investigated.

All complaints will be reviewed and investigated promptly. We will respond within a reasonable timeframe and advise the individual of the outcome.

If the client is not satisfied with our response, they may contact the Office of the Information and Privacy Commissioner for British Columbia.

Policy 10 – Electronic Communication

From time to time, personal information may be communicated electronically, including by email or by phone.

While we take reasonable steps to protect personal information, electronic communications may not always be secure. By communicating with us electronically, clients acknowledge and accept these risks.

Clients who prefer that sensitive information not be transmitted electronically may notify our office so that alternative arrangements can be made.

Contact Us

If you have any questions regarding this policy or how your personal information is handled, please contact: