Client Privacy Statement

We endeavour to maintain the highest standards of confidentiality in dealing with client information and we adhere to the Personal Information and Electronic Documents Act (“PIPEDA”), a federal privacy law.

1. Accountability – Our company is responsible for the personal information we receive from our clients, and we will abide by the principles of PIPEDA in safeguarding that information in hard copy and computer documents. Our employees also understand and abide by these rules.
   
   
2. Collection Purposes, Limitations on Collection, Use, Disclosure and Retention – Any and all personal, corporate, financial and related information is collected and kept solely for the purpose of providing advice and to ensure that any products or services you purchase through us are provided quickly and correctly.  In order to obtain products for you, we are required to confidentially convey your personal information to insurers through wholesale organizations.  We only collect and keep information that helps us formulate advice including personal, financial and health information.  With your consent, we may share this information with our associates to get you help in areas outside of our expertise. 
   
   
3. Consent – The nature of our work means we must receive and retain a lot of personal information about our clients including health data, financial data and identity verification.  We use this information to make judgments about your situation and to identify possible solutions to problems you might have.  In becoming our client, and by signing this form, you agree to give us this information, allow us to share this information with our suppliers and wholesale organizations and allow us to retain it in our paper and electronic files for as long as you wish us to be your advisors or we have a business need to retain the information.  You may withdraw your consent at any time but that will end our business relationship.
   
   
4. Information Accuracy – We rely on receiving accurate information in order to make appropriate recommendations.  You may review the personal information we retain about you upon request.  We may also update the information regularly in an effort to ensure we are making recommendations about your situation based on the correct information.
   
   
5. Safeguards – All the written information we receive from you is either in secure filing cabinets or in password protected computer files.  Any computer files stored off site are encrypted or locked.  Old files that are discarded are shredded or otherwise completely destroyed.  Our staff understands the sensitivity of this information and the importance of protecting it.
   
   
6. Questions, Concerns and Access – You may contact us at anytime by telephone, email or letter at the address shown on this page about your files with us and request changes.  You may review PIPEDA online at www.privcom.gc.ca.  If you have any complaints about our procedures we will investigate and provide you with a response as soon as practical.  A full copy of our Privacy Policy is available upon request.
   
   
7. Your Privacy Choices – You may withdraw your consent at any time (subject to legal or contractual obligations and upon providing us reasonable notice) by contacting our Privacy Officer.  Please be aware that withdrawing your consent may prevent us from providing you with requested products or services.  We may occasionally use your personal information to advise you of products or services we believe may be of interest to you or fit your personal circumstances.  If you would rather not receive this type of communication, please advise our Privacy Officer.
   
   
8. AI Notetaker & Recording Disclosure
   To enhance accuracy, documentation, and the quality of our service, our meetings may use AI‑powered notetaking tools, which can include:
   
   • Audio recording
   • Video recording
   • Automated transcription
   • AI‑generated meeting summaries
     

   These tools are used solely for internal documentation and service purposes and are subject to confidentiality and privacy standards consistent with PIPEDA and our firm’s policies. You may decline the use of AI notetaking tools at any time by notifying us before or during the meeting. If you decline, no recordings or automated transcriptions will be used.

   Our Privacy Officer is:  Jake Sheehan, 647-267-0068; jake.calm@LDSystems.ca