Privacy Policy

Effective date: October 22, 2026 · Last updated: October 22, 2026

PolicyAdvisor Exchange (“PAE”, “we”, “us” or “our”) provides an AI-powered platform with everything Canadian insurance professionals need to run their business: faster quoting, product comparison, compliance documentation and less admin. It is built for advisors, brokers and MGAs. This policy explains how we handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial privacy laws (including Quebec’s Act respecting the protection of personal information in the private sector, as amended by Law 25), and Canada’s Anti-Spam Legislation (CASL).

1. Scope

This policy applies to personal information we collect through policyadvisorexchange.com, our marketing and demo activities, our support channels and our recruiting. It also covers the PAE platform, but with one important distinction:

  • Our own purposes. For website visitors, prospects, platform users (advisors and their staff) and job applicants, PAE decides why and how information is used.
  • Client data entered by advisors. When an advisor, brokerage or MGA uses the platform to quote, advise on or manage their own clients, that organization is responsible for the client’s information, including obtaining consent. PAE handles it as a service provider on their behalf, under our agreements with them. If you are an advisor’s client and have a question about your information, please contact your advisor first. We will help them respond.

This policy does not apply to third-party sites or services we link to, including insurance carriers.

2. Information we collect

Information you give us

  • Contact and business details: name, email, phone number, company, job title, province, and licence or registration details of advisors.
  • Account and platform data: login credentials, role and permissions, team structure, preferences and activity within the platform.
  • Demo, early-access and enquiry requests and any message you send us.
  • Calls, chats and recordings with our team or our AI-assisted tools (see section 7).
  • Billing and commission information where relevant to your account.
  • Recruitment information: résumé, work history and references.

Client information processed through the platform

Advisors and brokerages may enter or upload information about their clients to quote, compare, advise and document. This can include name, date of birth, contact details, smoker status, occupation, income, debts, family and beneficiary details, policy and proposal documents, and health-related information. Health and financial information is sensitive, and we treat it accordingly.

Information collected automatically

  • Device and usage data: IP address, browser and device type, pages viewed, referring page, timestamps, approximate location and error logs.
  • Cookies and similar technologies (section 8).
  • Email interaction data such as opens and clicks.

Information from other sources

We may receive information from your employer or brokerage (for example, when they set up your account), carriers and integration partners you or your organization connect, publicly available sources such as regulator licence registers and professional networks, and marketing and analytics providers.

3. How we use personal information

  • To provide, secure and support the platform, including quoting, comparison, workflow, compliance logging and AI-assisted features.
  • To create and manage accounts, verify identity and licensing, and administer billing.
  • To respond to enquiries, deliver demos and provide onboarding and support.
  • To improve and develop our products, including analytics and testing.
  • To send service notices and, with consent, marketing messages about PAE (see CASL below).
  • To detect and prevent fraud, abuse and security incidents.
  • To meet legal, regulatory and audit obligations, and to enforce our agreements.
  • To assess job applicants.

We use client data entered by advisors only to provide the services to that advisor or organization, as described in our agreements with them. We do not sell personal information. We do not use client data to build marketing profiles.

We collect, use and disclose personal information with your knowledge and consent, except where the law permits or requires otherwise. Consent may be express (for example, ticking a box) or implied (for example, requesting a demo). For sensitive information, such as health data, we rely on express consent, which for client data is obtained by the advisor or brokerage.

You may withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice, by contacting us as set out in section 15. Withdrawal may limit our ability to provide some services.

Marketing emails and CASL. We send commercial electronic messages only with your express or valid implied consent, identify ourselves in each message, and include a working unsubscribe link. You can unsubscribe at any time and we will act on your request within 10 business days.

5. Who we share personal information with

  • Your advisor, brokerage or MGA: where your information relates to your use of the platform through that organization.
  • Insurance carriers and partners: to obtain quotes, submit applications or administer coverage, only as directed by the advisor and the client.
  • Service providers: hosting, cloud infrastructure, AI and language model providers, speech-to-text, communications, analytics, customer support, email, payment and security vendors. They may use the information only to provide services to us, under contracts requiring appropriate protection.
  • Professional advisers such as lawyers, auditors and insurers.
  • Regulators, courts and authorities where required or permitted by law.
  • Business transfers: in connection with a merger, acquisition, financing or sale of assets, subject to confidentiality obligations and, where required, notice to you.
  • Others with your consent.

We may also share aggregated or de-identified information that cannot reasonably identify you.

6. Where information is stored and transfers outside Canada

We aim to store platform data in Canada where practicable. Some of our service providers, including cloud and AI providers, may process or store information in other countries, such as the United States. Information held outside Canada is subject to the laws of that country, and courts, law enforcement and national security authorities there may be able to access it. We use contractual and technical safeguards to provide a comparable level of protection. For Quebec residents, see section 12.

7. Artificial intelligence, call recording and automation

The platform includes AI-assisted features such as call guidance and note-taking, an AI receptionist, product comparison and advice-drafting tools. These may transcribe and analyze calls, chats and documents, and generate summaries, notes and suggestions.

  • We tell you when a call or chat is recorded, transcribed or handled by an AI tool. Advisors using these features are responsible for giving their clients the required notice and obtaining consent.
  • AI outputs are suggestions to support a licensed advisor. They are not final decisions about you, and a human advisor remains responsible for advice given.
  • We contractually restrict our AI providers from using client personal information to train their general-purpose models.
  • Please avoid sharing sensitive details in website chat, which is not a secure channel for health or financial information.

8. Cookies and similar technologies

We use cookies, pixels, local storage and similar tools to keep the site working, remember settings, measure traffic and performance, and understand which marketing channels are effective. Where required, non-essential tools are used only with your consent. You can control cookies in your browser settings or through any cookie preference tool on our site. Blocking some cookies may affect how the site works. We do not currently respond to “Do Not Track” browser signals.

9. How long we keep information

We keep personal information only as long as needed for the purposes described in this policy, or as required by law or our agreements. Insurance and compliance record-keeping rules may require advisors to retain client records for several years, and we may retain data for that period on their instructions. When information is no longer needed, we securely delete, destroy or anonymize it. Unsuccessful job applicant information is generally deleted within 12 months unless you ask us to keep it.

10. Security

We use safeguards appropriate to the sensitivity of the information, including encryption in transit and at rest, role-based access controls, audit logging, vendor due diligence and employee confidentiality obligations. No system is completely secure. If a breach creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and other regulators as required, notify affected individuals, and keep a record of all breaches.

11. Your rights and choices

Subject to applicable law, you may:

  • ask whether we hold personal information about you and request access to it;
  • ask us to correct inaccurate or incomplete information;
  • withdraw consent to non-essential uses or unsubscribe from marketing;
  • challenge our compliance with this policy;
  • ask about how we handle your information, including our use of service providers outside Canada.

To make a request, contact us using section 15. We may need to verify your identity first, and we will respond within 30 days (extensions are permitted by law in limited cases). Access is generally free of charge. We may decline requests where the law allows, for example where information relates to another individual or is subject to legal privilege, and we will explain why.

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada, or to your provincial regulator, such as the Commission d’accès à l’information du Québec or the Office of the Information and Privacy Commissioner of Alberta or British Columbia.

12. Additional information for Quebec residents

  • Person in charge of privacy: our Privacy Officer, whose contact details are in section 15, is responsible for protecting personal information and implementing this policy.
  • Transfers outside Quebec: before communicating personal information outside Quebec, we assess the privacy risks, including the legal framework of the destination, and rely on a written agreement to protect it.
  • Automated processing: if a decision about you is made exclusively by automated processing, we will tell you, and on request explain the personal information used, the main factors behind the decision, and your right to have it reviewed by a person.
  • Technology that profiles or locates you: we will identify any such function and how to deactivate it.
  • Additional rights: you may request that information be provided in a structured, commonly used technological format, and may ask us to cease disseminating or de-index information where the law allows.
  • Language: a French version of this policy is available on request.

13. Children

Our website and platform are intended for adults and insurance professionals. We do not knowingly collect personal information from minors through our own channels. Where an advisor enters information about a minor (for example, for children’s insurance), the advisor is responsible for obtaining the consent of the parent or guardian.

14. Changes to this policy

We may update this policy from time to time. We will post the updated version with a new date and, for material changes, give you additional notice such as an email or website banner. Where the law requires, we will seek your consent to new uses.

15. Contact us

For questions, access or correction requests, or privacy complaints, contact our Privacy Officer:

Privacy Officer, PolicyAdvisor Exchange
2030 Bristol Circle, Oakville, Ontario, Canada
Email: hello@policyadvisor.com
Phone: +1 (647) 797-8160