Policy Ninja

Effective Date: December 15, 2025

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Introduction

Policy Ninja ("we," "us," or "our") is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website and use our insurance services.

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Contact Information:

Policy Ninja

1075 West Georgia Street, Suite 1810

Vancouver, BC V6E 3C9

Phone: (877) 654-5500

Email: admin@policyninja.co

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By using our website and services, you consent to the collection, use, and disclosure of your personal information in accordance with this Privacy Policy. Please read this policy carefully to understand our practices regarding your information.

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What Information Do We Collect?

We collect various types of personal information to provide you with quality insurance services and products. The information we collect includes:

Identity and Contact Information:

• Full name, date of birth, gender, and title
• Residential address, email address, and telephone numbers
• Social Insurance Number (when required for insurance applications)

Financial Information:

• Annual income and employment details
• Net worth and asset information
• Credit score and payment history
• Banking and credit card information for premium payments
• Details about existing insurance coverage

Medical and Health Information:

• Personal medical history, diagnoses, and treatments
• Current medications and prescriptions
• Family medical history
• Results from medical examinations and paramedical tests
• Lifestyle information including smoking status, alcohol consumption, and recreational activities

Beneficiary Information:

• Names, dates of birth, and contact information for designated beneficiaries
• Relationship to you and any special designations

Usage and Technical Data:

• IP address, browser type and version, and device information
• Pages visited, time spent on our website, and navigation patterns
• Cookies and similar tracking technologies data
• Preferences and settings within our online portal

Communication Records:

• Contents of correspondence with us via email, phone, or other channels
• Call recordings (when you contact our office)
• Chat transcripts and support ticket information

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How Do We Collect Your Information?

We collect personal information through various sources:

Directly From You:

‍When you request a quote, complete an application, communicate with our advisors, or use our online tools and services.

From Third Parties:

• Medical professionals and healthcare facilities (with your authorization)
• Credit bureaus and financial institutions
• Medical Information Bureau (MIB) and other insurance industry databases
• Government agencies and public records
• Previous insurance companies (with your consent)
• Employers or benefit plan administrators (for group coverage)

Automatically Through Technology:

• Cookies that store preferences and track website usage
• Web beacons and tracking pixels for analytics
• Server logs that record technical information about your visits

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How Do We Use Your Information?

We use your personal information for the following purposes:

Insurance Services:

• Assessing your insurance needs and recommending suitable products
• Obtaining quotes from multiple insurance carriers
• Processing and underwriting insurance applications
• Issuing policies and managing coverage
• Processing premium payments and renewals
• Administering claims when necessary

Communication and Customer Service:

• Responding to your inquiries and requests
• Providing updates about your policies and applications
• Sending important notices regarding coverage changes
• Offering customer support and technical assistance

Business Operations:

• Maintaining accurate records and accounts
• Conducting internal audits and quality assurance
• Training and supervising our staff
• Improving our services and developing new products
• Analyzing trends and customer preferences

Legal and Compliance:

• Meeting regulatory requirements and industry standards
• Preventing fraud and unauthorized activities
• Complying with court orders, subpoenas, and legal processes
• Protecting our rights and interests

Marketing (With Your Consent):

• Sending information about products and services that may interest you
• Providing educational content about insurance and financial planning
• Conducting surveys and requesting feedback

You may opt out of marketing communications at any time by following the unsubscribe instructions in our emails or by contacting us directly.

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Call Recording

When you contact us by telephone, your call may be recorded for quality assurance, training purposes, verification of instructions, and to maintain accurate records of our conversations. If you prefer not to be recorded, please notify us at the beginning of the call, and we can communicate with you through alternative written methods.

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With Whom Do We Share Your Information?

We may share your personal information with the following parties:

Insurance Companies: When you apply for insurance, we provide your information to the relevant insurance carriers for underwriting and policy issuance. Once you purchase a policy, we share updates and changes to your information with your insurer.

Service Providers: We engage trusted third-party vendors who assist us with:

• Payment processing and billing services
• Medical examination and paramedical services
• Information technology and data storage
• Marketing and communication platforms
• Document management and administrative support

These service providers are contractually obligated to protect your information and use it only for the specific services they provide to us.

Reinsurance Companies: Insurance carriers may share your information with reinsurers as part of their risk management practices.

Legal and Regulatory Authorities: We may disclose information when required by law, in response to legal processes, to prevent fraud, or to protect the rights and safety of individuals.

Joint Applications: If you submit a joint insurance application with another person, both applicants authorize us to share application details, status updates, and policy information with each other.

With Your Consent: We may share your information with other parties when you have given us explicit permission to do so.

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International Data Transfers

Some of our service providers are located outside of Canada, including in the United States. When your information is transferred to another jurisdiction, it becomes subject to the laws of that jurisdiction. We ensure that all service providers maintain appropriate safeguards to protect your personal information.

If you are a resident of Quebec, you acknowledge that your personal information may be disclosed or transferred outside of Quebec for the purposes described in this policy.

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Cookies and Online Tracking

Our website uses cookies and similar technologies to enhance your browsing experience. Cookies are small data files stored on your device that help us:

• Remember your preferences and settings
• Understand how you use our website
• Provide personalized content and recommendations
• Measure the effectiveness of our marketing campaigns

You can control cookie settings through your browser preferences. However, disabling cookies may limit your ability to use certain features of our website.

Third-Party Analytics: We use analytics services to understand website traffic and user behavior. These services may use cookies and collect data about your online activities.

Online Advertising: We may use third-party advertising networks to display relevant advertisements to you on other websites. You can opt out of interest-based advertising by visiting the Digital Advertising Alliance of Canada at https://youradchoices.ca/.

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How Do We Protect Your Information?

The security of your personal information is a top priority. We implement comprehensive safeguards to protect against unauthorized access, use, disclosure, alteration, and destruction of your information:

Technical Safeguards:

• Encryption of data in transit and at rest
• Secure servers with firewalls and intrusion detection systems
• Regular security assessments and vulnerability testing
• Multi-factor authentication for sensitive systems

Administrative Safeguards:

• Access controls limiting employee access to information on a need-to-know basis
• Confidentiality agreements with employees and service providers
• Regular privacy and security training for staff
• Incident response procedures

Physical Safeguards:

• Secure office facilities with restricted access
• Locked storage for physical documents
• Secure disposal of documents containing personal information

While we strive to protect your information using reasonable measures, please be aware that no security system is impenetrable. We cannot guarantee absolute security but remain committed to maintaining robust protections.

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Your Privacy Rights

You have the following rights regarding your personal information:

Access: You have the right to request access to the personal information we hold about you. We will provide you with a copy of your information, subject to limited exceptions permitted by law.

Correction: If you believe any information we have about you is inaccurate or incomplete, you may request that we correct or update it.

Withdrawal of Consent: Where we rely on your consent to process information, you may withdraw your consent at any time. However, this may affect our ability to provide certain services to you.

Opt-Out of Marketing: You may unsubscribe from marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

Account Deletion: You may request deletion of your account and associated information by contacting our Privacy Officer. Please note that we may need to retain certain information to comply with legal obligations or complete transactions you have initiated.

To exercise any of these rights, please contact us using the information provided below. We will respond to your request within 30 days.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including:

• While you have an active insurance policy with us
• As required by law or regulation
• To resolve disputes and enforce our agreements
• For legitimate business purposes such as fraud prevention

When information is no longer needed, we securely destroy or anonymize it in accordance with our retention policies.

Privacy Protection for Minors

Our services are not intended for individuals under the age of majority in their province of residence. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from a minor without proper parental consent, we will take steps to delete that information promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website with a new effective date or by sending you an email notification.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after changes have been posted constitutes your acceptance of the updated policy.

Third-Party Websites

Our website may contain links to third-party websites for your convenience and information. These external sites are not operated by us, and we are not responsible for their privacy practices or content. We encourage you to review the privacy policies of any third-party websites you visit.

Contact Us Regarding Privacy

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact our Privacy Officer:

Privacy Officer
Policy Ninja
1075 West Georgia Street, Suite 1810
Vancouver, BC V6E 3C9
Phone: (877) 654-5500
Email: admin@policyninja.co

We are committed to addressing your concerns and resolving any privacy issues in a timely and professional manner.

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