Privacy Policy

Our Privacy Policy

Cowan Insurance Group Ltd., and its subsidiary Cowan Benefits Ltd. (“Cowan Insurance Group” or “Cowan”) has been in business since 1927. We have long practiced confidentiality in the handling of all Personal Information we have collected. We only use the information we are given to provide the services for which we have been retained. These services include:

  • Personal Insurance
  • Business Insurance
  • Group Benefits
  • Health and Disability Management
  • Group Pension and Retirement Consulting
  • International Programs

We have designed this Privacy Policy to describe how we may collect, use, and disclose Personal Information. We make every effort reasonable to ensure your Personal Information is handled in accordance with applicable privacy laws, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

This policy reflects our commitment to keeping the Personal Information we collect confidential.

Personal Information

This means information about an identifiable individual. Personal Information does not include certain business contact information.

Personal Information, for the purpose of this policy, shall not include anonymous information disclosed as aggregate data. Aggregate data, for the purpose of this policy, refers to data that does not reveal individual-specific information.

Why We Collect, Use And Disclose Personal Information

Generally, we require your Personal Information so we may:

  • Verify and confirm your identity
  • Offer and provide products and services that meet your needs
  • Determine your eligibility for products and services
  • Provide consulting and training services
  • Investigate and/or process claims
  • Communicate with you and provide ongoing service
  • Process billings and payments
  • Comply with laws and regulations
  • Detect and prevent fraud

We will make sure you understand why we need your personal information by using clear, understandable language when we identify the purpose. In order for us to provide our services, we may disclose your information to other parties such as insurance companies.

Personal Information We May Ask You For

We collect only the information we need for the purposes we have identified to you. Personal Information we collect will depend on the service you request and may include:

  • Name, address, telephone and fax numbers, email addresses
  • Birth date
  • Marital status
  • Driver’s license number and driver record
  • Claims history
  • Employment information
  • Financial information
  • Income information
  • Medical and health information

We may ask you to provide this information or, where permitted by law, we may obtain this information from third parties such as insurance companies, other agents and brokers or financial institutions

Your Consent

We collect, use or disclose your Personal Information with your consent when it is legally required. You may provide express consent in writing (e.g. through a signed application form or other signed document), in person, or over the telephone. Alternatively, there may be times when we determine that your consent is implied, for example, when you contact us for a quote or other services.

There are special circumstances where your consent is not required. This includes, but is not limited to: situations involving investigations of fraud, responding to reports of financial abuse, or the use of witness statements in assessing, processing or settling an insurance claim.

Options Available To You

You can decline to provide us with your Personal Information or withdraw a previously given consent to collect, use and disclose information. However, we may not be able to provide you with the services or products that we determine best fit your needs without your consent to use your Personal Information.

Protecting And Retaining Your Personal Information

We are responsible for all Personal Information in our possession, including information that may be transferred to other parties. Access to your Personal Information is restricted to those employees, agents and authorized service providers who require this information to assist us in providing services and products to you.

Your information may be stored outside of Canada. While this does not change our responsibility, such information that is outside of Canada is subject to the laws of the country in which it is held.

We have developed security procedures to safeguard and protect Personal Information against loss, theft, unauthorized disclosure, copying, and unauthorized use or modification. We will maintain appropriate safeguards and security procedures that reflect the types of documents, including electronic or paper records, organizational measures including security clearances and limiting access on a “need-to-know” basis, and technological measures such as the use of passwords and encryption.

Furthermore, we require our staff to sign a Confidentiality Agreement and annually sign a Code of Business Conduct within which is detailed our expectation that staff will respect and safeguard client information. Employees are aware that a breach of confidentiality could result in termination of their employment.

We will keep your Personal Information as long as it is necessary or as required by law.

When we destroy Personal Information, we will use safeguards to prevent unauthorized parties from gaining access to the information during the process.

Learn more about the tools and technology we use to protect your data

Accessing Your Information And Keeping It Accurate

You have the right to request access to your Personal Information, which we hold. Requests for Personal Information held by us, or corrections to such information, can be made by contacting your sponsoring employer. In the case of direct client relationships, Personal Information can be requested or corrected by contacting our Privacy Officer(s) by email or phone.

Privacy Officer Contact Information

Mailing address:
705 Fountain Street North,
PO Box 1510, Cambridge, ON, CA, N1R 5T2

Courier address:
705 Fountain Street North,
Cambridge, ON, CA, N3H 4R7

Phone: 1-866-91COWAN (1-866-912-6926)

In response to such requests, we will provide or correct that Personal Information which can be retrieved or corrected at a reasonable cost to us or your sponsoring employer, and will do so in a timely manner. In order to guard against fraudulent requests for access, we will require sufficient information to allow us to confirm the identity of the person making the request before granting access or making corrections.

Note: As is the case with all companies, we may be lawfully bound to deny access of an individual to their Personal Information. Reasons for such a denial have been described in applicable privacy legislation as those designed to protect personal and/or public interest.

Questions Or Concerns?

Please contact our Privacy Officer above if you have any questions or concerns about our Privacy Policy or if you wish to file a privacy-related complaint. Our Privacy Office will respond in a timely manner and take appropriate steps to address your concerns.

This Privacy Policy may be amended from time to time.