01Who we are
Verain Insurance Inc. (“Verain,” “we,” “us”) is an independent insurance brokerage licensed in Ontario, Canada. Our office is at 1830 Dundas St E, Mississauga, ON L4X 1L8. We act as your representative when placing insurance with Canadian carriers, and we are the data controller for the personal information you provide to us through this website, by phone, by email, or in person.
This policy is governed by Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation.
02What we collect
We only collect information that helps us match you to coverage or fulfil our obligations as your broker. Depending on what you ask us to do, that may include:
Identity and contact
- Full name, date of birth, and home address
- Email address and phone number
- Government-issued ID where required by carrier underwriting
Underwriting and product
- Health, lifestyle, and family-history information you disclose on an application
- Beneficiary names and relationships
- Income, occupation, and dependents (for needs analysis)
- Existing policy and claim history, when relevant
Website usage
- IP address, browser type, pages visited, and referrer
- Form interactions (which steps you completed before submitting)
03Why we collect it
We use your personal information for the following limited purposes, each tied to a real, identifiable need:
- To prepare a quote. We submit anonymized or pseudonymized data to up to fourteen Canadian carriers to obtain pricing.
- To place a policy. Once you authorize an application, we share the necessary information with the chosen carrier’s underwriting department.
- To service your policy. Address changes, beneficiary updates, premium adjustments, and claim assistance.
- To meet legal and regulatory requirements. Including anti-money-laundering checks under FINTRAC where applicable.
- To improve this website. Using aggregate, non-identifying analytics.
We do not use your information for unrelated marketing, behavioural advertising, or sale to third parties. Ever.
04Who we share it with
We share personal information only when one of the following applies:
- The carrier you have selected. To issue and service your policy.
- Service providers. Document storage (Microsoft 365), e-signature (DocuSign), and email delivery, all under written confidentiality agreements and Canadian or equivalent data-protection standards.
- Regulators. Including the Financial Services Regulatory Authority of Ontario (FSRA) on lawful request.
- Your authorized representative. A spouse, lawyer, or accountant you have explicitly named in writing.
We do not sell, rent, or trade your personal information to anyone, under any circumstances.
05How long we keep it
Insurance is a long-tail product, and Canadian regulation requires us to retain certain records well past the policy term:
- Active policies: for the life of the policy plus seven years.
- Quotes that did not become policies: 24 months, then deleted.
- Claim files: seven years from final payment, per FSRA guidance.
- Website analytics: 14 months in aggregate form.
06How we protect it
We use a combination of administrative, physical, and technical safeguards, including:
- TLS 1.2+ encryption for all data transmitted to and from this website
- Encryption at rest for client documents stored in Microsoft 365
- Multi-factor authentication on every staff account
- Role-based access — advisors only see clients they are assigned to
- Annual privacy and security training, with documented sign-off
No system is perfect. If a breach affecting your information ever occurred, we would notify you and the Office of the Privacy Commissioner of Canada within the timeframes required by law.
07Your rights
Under PIPEDA you have the right to:
- Access the personal information we hold about you
- Correct anything that is inaccurate or out of date
- Withdraw consent for any non-essential processing (note: certain regulatory retention obligations cannot be waived)
- Request deletion of records that are no longer required by law
- Lodge a complaint with our Privacy Officer or, if unresolved, with the Office of the Privacy Commissioner of Canada
We will respond to written requests within 30 calendar days, free of charge for the first request in any 12-month period.
08Cookies & tracking
This website uses a small set of first-party cookies to remember your form progress and a single privacy-respecting analytics provider (self-hosted Plausible) to understand which pages help visitors most. We do not use Facebook Pixel, Google Ads remarketing, or any cross-site tracking.
You can disable cookies in your browser at any time without losing access to any part of this site.
09Changes to this policy
We may update this policy from time to time. The version number and “last updated” date at the top of the page will always reflect the current version. Material changes will be announced on the homepage for 30 days, and existing clients will receive an email summary.
10Contact us
For any privacy question, request, or concern, please reach out to our Privacy Officer.