Privacy Policy

Comprehensive Benefit Solutions Limited (“CBS”, “our firm”, “we”, “our”) assigns great importance to the protection of your privacy. Our privacy policy is designed to ensure that personal information is kept private and secure, and that we only obtain information which is essential to the operation of your benefit plans.

Accountability

Our firm is responsible for the personal information in its possession and has created this privacy policy to safeguard such information.

Identifying Purpose

Our firm identifies the purpose of collecting, using, and disclosing personal information, either before or at the time of collection. These purposes may include:

To ensure that information about you is accurate and up-to-date
To verify identity, including as a protection against fraud or misrepresentation
To set up, administer, deliver, and maintain the products and services for which you have been enrolled, such as group or individual benefit plans
To understand you and your needs in order to offer suitable services, products, and/or support, including to determine your eligibility for services and products
To respond to inquiries
To communicate with you about products or services that you have, that you have requested information about, and/or that may be of interest to you
To comply with regulatory and/or legal requirements

Consent

We collect, use, and disclose personal information only with consent when you apply for, accept, or are enrolled into a new product or service. Consent may be provided in writing, verbally, or through an authorized representative. Consent may be withdrawn at any time, in accordance with legal and contractual restrictions, obligations, and reasonable notice. Without your consent, we may not be able to provide you with services or products.

Where we send commercial electronic messages, including emails about products, services, or events, we do so in accordance with Canada’s Anti-Spam Legislation (CASL). You may withdraw your consent to receive marketing or promotional communications at any time by using the unsubscribe mechanism included in such messages or by contacting us directly.

Limiting Collection

We only collect personal information which is absolutely necessary for the purposes identified. We may collect this personal information from you directly, or indirectly from sources that may include your union/employer/association, your plan sponsor, insurer carriers, or your authorized representative. We may collect information through your interactions with us, including the monitoring or recording of telephone calls, online chats, or use of our website and portals. You may choose not to provide us with information, but this may prevent us from providing you with products, services, or information.

Personal information may vary, depending on the service or product. This includes, but is not limited to:

Identifying information such as name, address, telephone number, e-mail address, date of birth, employee/union/membership ID
Financial information, such as salary, income, assets and liabilities, and banking information, in order to provide products and services that meet your needs and to deliver benefits and pension services
Family information, including information about your spouse, dependent children, and beneficiaries
Health, medical, or lifestyle information which may be required for insurance products or other services
Marketing preferences, if you have elected to subscribe to our promotional communications
Feedback about our products and services
Website visitor information, such as location, browser, IP address, and use of cookies, in order to optimize experience

Cookies and Website Technologies

Our website uses cookies and similar technologies to support website functionality, analyze website usage, and improve user experience. Where required by law, we obtain your consent before placing non-essential cookies on your device. You may manage or withdraw your cookie preferences at any time through our cookie consent banner or by adjusting your browser settings.

Limiting Use, Disclosure, and Retention

Our firm and its employees limit the use, disclosure, and retention of personal information, and we will only use and retain the information for the reason it was collected, unless you consent to other uses. Our firm may also provide your information to the entities involved in delivering products or services to which you are entitled or enrolled, which may include:

Insurers, carriers, advisors, underwriters, claims processors, or claims adjudicators to service benefit plans
Pension trust funds, investment or mutual fund companies and custodians for retirement plans and investment services
Financial institutions to facilitate payments
Healthcare services, including virtual care and prescription providers, where group or individual benefit plans include such services
Technology service providers
Regulators or other authorities to comply with regulatory and legal requirements

Whether or not they are located in Canada, we have established contractual agreements with service providers or third-party partners which require all information provided be safeguarded and used only for the purpose for which it was provided. Personal information is retained in accordance with applicable legal and regulatory requirements, contractual obligations, and our internal record retention policies. When personal information is no longer required for these purposes, it is securely destroyed or anonymized.

Accuracy

Our firm strives to ensure that the information we possess is accurate and up-to-date. You have the right to request that your personal information be amended as appropriate for accuracy and completeness.

Safeguards

We protect the security and confidentiality of personal information. We have implemented safeguards—including technical, physical, administrative, and contractual measures—in order to protect personal information against loss, theft, unauthorized access, and unauthorized use, disclosure or modification.

In the event of a breach of security safeguards involving personal information that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by applicable law. We will also maintain records of any such breaches in accordance with legal requirements.

Openness

These privacy principles are available to clients, the public, and the Chief Compliance Officer if necessary.

Individual Access

An individual may request to be informed of the existence, use, and disclosure of their personal information. We will provide appropriate access to this information if requested by the individual and in accordance with applicable law. An individual may request that we change personal information, and we will endeavour to do so, subject to legal limitations.

Challenging Compliance

Our firm will investigate any complaints concerning the handling of personal information and will act on any such complaints where necessary. If you have any questions or comments, please contact us at: benefits@compben.com, or write to us:

ATTN: Privacy Officer
Comprehensive Benefit Solutions
2020 Winston Park Drive, Suite 102
Oakville, ON L6H 6X7

If you would like more information regarding Privacy Legislation, contact the Office of the Privacy Commissioner of Canada (OPC).