Privacy Policy
Last Updated: July 3, 2026
At West Harbour Insurance, we are committed to protecting the privacy of our clients and the confidentiality of their personal information. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.
1. Accountability
West Harbour Insurance is responsible for the personal information in our possession and under our control. We have appointed a Privacy Officer to oversee our privacy practices and compliance with applicable laws.
If you have any questions, concerns, or requests regarding your personal information, you may contact our Privacy Officer:
Lisa Jeffray
Email: lisa@westharbour.ca
Phone: 519-525-8464
2. Collection of Personal Information
We collect personal information to provide insurance, financial, and related advisory services, including but not limited to:
Processing insurance applications and claims
Providing insurance, financial, retirement, and related advisory services
Responding to inquiries and customer service requests
Scheduling appointments and consultations
Maintaining client records
Meeting legal, regulatory, and compliance obligations
Personal information we collect may include:
Name, address, phone number, and email address
Date of birth and marital status
Financial and employment details
Health and medical history
Insurance needs, existing coverage, and policy information
Business or corporate information, where applicable
Information voluntarily provided through forms, emails, calls, meetings, or other communications
We collect information directly from you or, with your consent, from third parties such as insurance providers, Managing General Agencies (MGAs), financial institutions, health professionals, or other parties involved in providing services to you.
We may collect personal information about children only from their parents or legal guardians, as necessary to provide insurance or financial services, such as dependent coverage under an insurance policy. We do not knowingly collect personal information directly from minors. If a parent or guardian provides us with their child's information, they consent to its collection, use, and disclosure as described in this policy.
3. Information Collected Through Our Website
In addition to information collected in the course of providing insurance and financial services, we may collect information that visitors voluntarily provide through our website, including:
Contact forms
Appointment request forms
Newsletter or update subscriptions
Service inquiries
Other online communications
Information collected through our website may include your name, email address, phone number, business information, and any information you choose to provide in your message.
We use this information to respond to inquiries, provide requested information, schedule appointments, improve our services, and communicate with you where appropriate.
4. Consent and Your Choices
We obtain your consent before collecting, using, or disclosing your personal information, except where permitted or required by law.
Consent may be:
Express: Provided verbally, in writing, electronically, or through signed forms
Implied: When your actions indicate agreement, such as requesting services, submitting information, or continuing to work with us
You may withdraw your consent at any time by contacting our Privacy Officer. However, withdrawing consent may limit or prevent us from providing certain services, maintaining coverage, processing applications or claims, or meeting regulatory obligations.
5. Limiting Collection
We collect only the personal information necessary to fulfill the purposes identified in this Privacy Policy or otherwise disclosed to you. We do not collect personal information indiscriminately or beyond what is required for legitimate business, service, legal, or regulatory purposes.
6. Use, Disclosure, and Retention of Personal Information
We use and disclose your personal information only for the purposes stated in this Privacy Policy, with your consent, or as otherwise permitted or required by law.
Your information may be shared with:
Insurance carriers, Managing General Agencies, and financial services partners involved in applications, underwriting, policy administration, claims handling, and ongoing service
Third-party service providers who assist in administering our services, including customer relationship management platforms, secure storage providers, cloud-based technology services, appointment scheduling tools, website hosting providers, communication platforms, analytics providers, cybersecurity providers, and technology support providers
Professional advisors or other specialists, where appropriate and with your consent
Regulatory bodies, privacy regulators, courts, legal authorities, or other organizations where required by law, regulation, or legal process
We do not sell your personal information.
We retain personal information for as long as necessary to fulfill the purposes for which it was collected and to meet legal, regulatory, contractual, professional, and recordkeeping obligations. When personal information is no longer required, we take reasonable steps to securely destroy, delete, or anonymize it.
7. Cross-Border Processing
Some of our third-party service providers may store, process, or access personal information outside of Canada, including in the United States or other jurisdictions.
As a result, your personal information may be subject to the laws of the jurisdiction where it is stored or processed, including lawful access by courts, governments, law enforcement, or regulatory authorities in those jurisdictions.
We take reasonable steps to ensure that service providers maintain appropriate privacy and security safeguards consistent with Canadian privacy standards.
8. Cookies and Website Analytics
West Harbour Insurance uses cookies and similar technologies to support the operation, security, performance, and functionality of our website.
Cookies and similar technologies may be used to:
Enable core website functionality
Improve website security and performance
Understand how visitors use our website
Analyze website traffic and usage patterns
Enhance the user experience
Remember certain preferences and settings
Where required, visitors may accept, reject, or manage their cookie preferences through our website's consent tool. Essential cookies necessary for the operation and security of the website may remain active because they are required for the website to function properly.
You can also manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality or experience of some areas of the website.
9. Accuracy of Personal Information
We make reasonable efforts to keep your personal information accurate, complete, and up to date for the purposes for which it is used.
You may request corrections to your personal information by contacting our Privacy Officer. We may require proof of identity before making changes to personal information.
10. Safeguarding Your Personal Information
We implement reasonable physical, technical, and organizational safeguards to protect personal information from unauthorized access, loss, misuse, disclosure, copying, modification, or destruction.
These safeguards may include:
Physical measures, including secure office premises, restricted access, and secure storage of paper files
Technical measures, including password protection, access controls, encryption where appropriate, antivirus protection, firewalls, and secure systems
Organizational measures, including access restrictions, confidentiality obligations, employee training, policies and procedures, and privacy breach response practices
While we take reasonable steps to protect personal information, no method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work to protect personal information using safeguards appropriate to the sensitivity of the information.
11. Privacy Breach Response
West Harbour Insurance maintains procedures for identifying, investigating, containing, and responding to privacy incidents.
If a privacy breach involving personal information occurs and creates a real risk of significant harm to affected individuals, we will comply with applicable legal obligations, including notification to affected individuals and reporting to regulatory authorities where required by law.
12. Openness and Transparency
Our privacy practices are available to clients and website visitors. We are committed to being transparent about how we handle personal information.
If you require more details about our privacy practices, please contact our Privacy Officer.
13. Access to Your Personal Information
You have the right to request access to the personal information we hold about you, subject to certain legal or regulatory limitations.
Upon request, we will provide a summary of:
The types of personal information we hold
How the information is used
Any third parties with whom the information has been shared, where appropriate and available
To request access, please contact our Privacy Officer in writing. We may require proof of identity before fulfilling your request.
14. Challenging Compliance
If you have concerns about our handling of your personal information, you may submit a complaint to our Privacy Officer.
We will review and respond to privacy-related complaints in a timely manner. If you are not satisfied with our response, you may have the right to contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.
15. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements, regulatory obligations, technology, website functionality, or business practices.
The latest version will always be available on our website. The "Last Updated" date at the top of this Privacy Policy indicates when it was most recently revised.
By using our website or services, you acknowledge the terms of this Privacy Policy.