Respect for privacy and confidentiality is a major concern for all Canadians. That is why various legislative measures addressing the protection of personal information, both at the federal and provincial levels, have been adopted over the past few years.
Since 1948, Desjardins Financial Security Life Assurance Company has instituted significant and effective measures to protect the confidential nature of the personal information of our customers. In order to offer quality financial security services to individuals and groups, we must have access to personal information. This may be medical, financial and/or familial in nature. We always manage this data with the utmost of care and discretion. The new legislative measures that have come into force have not fundamentally changed the manner in which Desjardins Financial Security serves its customers.
The purpose of the following text is to apprise you of the commitments of Desjardins Financial Security and its subsidiaries (hereinafter jointly called Desjardins Financial Security) with regard to the management and protection of personal information.
What is personal information?
Personal information is any material knowledge about an identifiable individual or any facts which, whether on their own or combined with other data, can identify an individual. However, this denotation does not include the name and title of an organization's employees, nor the addresses and telephone numbers of their workplace. Also, this term of reference does not apply to information regarding companies and other legal entities.
Collection of personal information and creation of a file
All the personal information that Desjardins Financial Security has in its possession is kept in a file for the purpose of allowing you to benefit from our various insurance, annuity, credit and related financial services. With regard to our subsidiary, Desjardins Financial Security Investment Inc., the purpose of creating this file is to offer you a variety of financial services, including mutual funds and investment contracts.
The data we ask of you or, with your permission, of third parties, is necessary for us to provide the services you require. Should these particulars not be made available, we would be unable to comply with your request. Desjardins Financial Security collects only the information necessary to process your file, in compliance with the law.
Personal information must first be obtained directly from the person concerned. It is only with your authorization that we can collect information from third parties. When this is done, the source of the information is noted in your file.
The applications and forms we use contain an authorization section that allows us to collect, use and disclose (only under certain extenuating circumstances) your personal information. It is very important that you read this section carefully before you sign it.
We always ask for your consent before we collect or share any medical information that concerns you. This information remains the property of Desjardins Financial Security and is never given to the other entities of the Desjardins Group.
When a file is opened, we inform the individual concerned as to:
- The purpose of the file;
- How the information will be used;
- Who will have access to the information;
- Their right to access or how to correct the information;
- Who to contact to access information and lodge complaints.
Claims
The claims you submit to Desjardins Financial Security are processed in the strictest of confidence. If medical information is acquired with regard to these claims, it is used for evaluation purposes only. If additional information is necessary, your authorization is used on these claims only.
Retention and use of personal information
Desjardins Financial Security applies the necessary security measures to ensure the confidential nature of the personal information in its possession. This means that only those individuals who have the proper authority can access the personal information in our files and only for the purpose of performing their duties.
Desjardins Financial Security has many security measures in place, including:
- All permanent and temporary employees must sign a confidentiality agreement;
- Rules concerning the protection of the confidentiality of personal information contained in company files were added to our Code of Business Conduct. Violation of these rules could lead to disciplinary action, and even dismissal;
- Company representatives and providers of goods and services with access to personal information are required to sign a confidentiality agreement;
- Security systems have been installed in our business establishments to prevent any unauthorized access to the buildings;
- Elaborate safeguards have been installed in our computer systems.
Desjardins Financial Security ensures that the information in our files is up to date before it is used to make decisions regarding the individuals concerned. Personal information contained in our files is never used for any purpose other than that for which it was intended.
Desjardins Financial Security is permitted by law to use its client lists to promote and offer new products. If you wish to avoid any type of solicitation, we would ask that you send a written request to the Privacy Officer at Desjardins Financial Security, to have your name removed from these lists.
Disclosure of personal information
Desjardins Financial Security will disclose personal information contained in a file to a third party only with the written consent of the individual concerned, or if it is required to do so by law (for example, in the case of an inquiry, by the officers of the court).
The mailing of personal information outside the organization is done in such a way so as to ensure confidentiality, even if the recipient is the person concerned.
Right to access and correct a file
You can access your file by sending a written request to the Privacy Officer at Desjardins Financial Security's head office. This right to access and make changes to your file covers:
- The right to consult your file free of charge;
- The right to obtain a copy of your file for a reasonable fee;
- The right to correct incomplete, incorrect or ambiguous information.
We will make the necessary changes to your file upon proof that the personal information we have is incomplete, incorrect or ambiguous.
Processing complaints
In the event of a disagreement between you and Desjardins Financial Security with regard to exercising the rights listed in this document or any other situation concerning the protection of personal information, you can lodge a complaint by contacting the Privacy Officer. You may also visit the Problems and Complaints section for helpful information.
The office of the Privacy Officer will process your query, and inform you of the procedure to follow. An inquiry will be held into each complaint, and the appropriate action will be taken. If the problem raised by your complaint requires a change in our policies and procedures, we will act accordingly.
Explanatory pamphlet
There are two ways to obtain a copy of the document detailing our Management and Protection of Personal Information Policy:
- Management and Protection of Personal Information
2 pages - 141 kb
- Contact Desjardins Financial Security's Privacy Officer at the above-noted address or by calling 1 877 828-7800.
Privacy Officer
The Privacy Officer at Desjardins Financial Security ensures that:
- The organization implements the necessary measures to protect the confidential nature of the personal information it holds in all its business establishments;
- The organization complies with the legislation governing the management and protection of personal information;
- The organization responds effectively and professionally to complaints that are received as well as requests to access and change information in a file.
The Privacy Officer is also responsible for providing you with information or answering your questions regarding the practices of Desjardins Financial Security as they pertain to the management and protection of personal information. This individual can be reached at:
Privacy Officer
Desjardins Financial Security
200 rue des Commandeurs
Levis, Quebec G6V 6R2
Phone: 1 877 828-7800
Fax: (418) 833-5077
E-mail: privacy@dfs.ca