Privacy statement

The rules described here apply to any individual whose personal information we process in the course of our activities. We continue to apply them even when the objectives for collecting, using or communicating personal information are achieved. 

Here are some examples of situations where this statement applies to you. 

From whom

We may collect personal information from various sources: 

• You, when you interact with us 
• Other individuals or organizations. For example: your employer, credit reporting agencies, health care professionals, government agencies as well as public and private databases that may have information about you. 
• Individuals who hold a product or service, such as the primary insured of an insurance policy. Before providing us with your personal information, these individuals must obtain your consent to the collection, use and communication of your personal information. 

In what ways

We may collect your personal information in a number of ways. For example: 

• In person 
• Through our forms and digital interfaces  
• By using technologies that can identify you, locate you or establish your profile, such as cookies (for more details, consult our page on the use of cookies). For example, our electronic applications and online quote tools have features that help us decide if we can insure you, determine the best coverage for you, and determine the cost of your insurance. These features are necessary to evaluate your request and offer you a fair price. They are activated when you initiate a process that uses this type of technology.  
• By using statistical models that can create or infer new information from your personal information. For example, we can create a unique Beneva identifier or a consumer profile.  

We limit ourselves to the essential. We collect the personal information necessary for the objectives listed in this section. 

We consider "personal information" to be any information about you that identifies you, directly or indirectly (for example, by linking it to other information). 

Here are some examples of what we can collect, use or disclose. 

Your personal information allows us to provide you with our products and services, and to meet our legal obligations. We can also use it to provide you with a personalized experience, if you consent.   

We do our best to make sure your personal information is accurate, complete and up to date when we use it. We count on your cooperation to inform us when this information changes. 

The objectives for which we collect, use, retain, and disclose your personal information are as follows. 

5.1 When we obtain your consent  

We ask for your consent before we collect, use or disclose your personal information. 

In some cases, we can assume that we have your consent, or the law allows us not to obtain it. (See section 5.4.)

5.2 How we obtain your consent

We may ask for your consent in a number of ways: 

• In writing
• Verbally
• By telephone, including by an automated message
• Electronically or digitally

5.3 The duration and scope of your consent

Your consent is valid for the time necessary to achieve the objectives we requested it for. It then remains valid to fulfill our retention obligations described in the law and in our retention schedules.

If we wish to collect, use or disclose your personal information for any other purpose, we will ask for your consent again, except as described in the following section.

5.4 Situations when we won’t ask for your consent

We can use your personal information without your consent if the law allows us to do so, for example if the use is to your advantage or if it is consistent with the purpose for which we collected your personal information. 

We may also use or disclose your personal information without your consent to meet our legal obligations. For example: 

• To comply with an order of a court or other body 
• To prevent or detect fraud 
• As part of an investigation 

6.1 To whom we can disclose your personal information

We may disclose your personal information to our affiliates and other individuals or organizations, if necessary to achieve the objectives listed in this section. 

Here are some examples: 

• 6.2 We can disclose personal information outside Quebec or Canada

  We usually keep your personal information in Quebec or Canada. 

  However, we sometimes use suppliers based elsewhere. We may therefore disclose your personal information to another country or province. It is then subject to the laws of that country or province. We require suppliers to have adequate security measures in place before communicating personal information to them. 

7.1 We limit access to your personal information 

Only those who need to access your personal information in order to perform their duties can do so. They only have access to the information necessary to achieve the objectives listed in this section. This is true both for our team members and for our external suppliers and partners. 

7.2 We implement place robust security measures

We have implemented several measures to protect your personal information from loss, theft and unauthorized access, use or disclosure. 

7.3 We destroy your personal information after fulfilling our obligations

We keep your personal information for as long as necessary to achieve the objectives listed in this section. Even if you no longer do business with us, we generally have to keep it for a certain period of time to comply with our business rules and legal obligations. We have put in place retention schedules to clearly define those limits.  

Once the retention period has passed, we permanently destroy your personal information. 

8.1 Modify your consent

You can modify your consent to the collection, use, disclosure and retention of your personal information, subject to certain conditions. 

8.2 Accessing and correcting your personal information 

You have rights related to your personal information. You may ask us to: 

• access it 
• correct or update it 
• receive a copy of it in a commonly used, structured technological format (for example, a PDF file) 
• if information is publicly shared, to stop sharing it (for example, to remove a post related to a contest from our social media channels) 

Here are the steps for processing a request: 

• You must send a detailed written request to our Chief Privacy Officer. Their contact information is at the end of this section. 
• We will process your request within 30 days of receiving it. We will inform you if you have to pay a transcription, reproduction or transmission fee. 
• You will receive our response in writing. 

Please note that you also have the right to request to de-index or re-index a hyperlink attached to your name (make it accessible or inaccessible via a search engine) under certain conditions.    

8.3 Being informed if an automated decision is made

We will inform you if we make an automated decision about you. In some cases, we use your personal information to make a decision without anyone on our team intervening. For example, we process certain group insurance claims and individual insurance applications in this way. We can also determine if we can insure you and set a price in this way. 

You have the right, for instance, to ask for the main reasons for an automated decision or to present your observations to a member of our team. 

9.1 Additional information about the protection of your personal information

At Beneva, we collect, use, keep and disclose only the personal information we truly need.¹ It could be your identifying information, such as your name, mailing address, email or phone number. During the application process, we may also collect other information, for example, your employment information and skills, such as your diplomas or certifications and psychometric test results.

This information allows us to:

• Identify you
• Evaluate and update your application
• Verify the accuracy of your information
• Comply with legal requirements
• Communicate with you regarding your application
• Send you information about career opportunities that may match your profile (refer to your right to withdraw consent)
• Conduct studies and research, including the design and application of statistical models
• Install your workstation, when required

9.2 Who does Beneva share your personal information with?

For the purposes described above, and only in connection to the evaluation of your application, or required under the recruitment process to hire you, we may disclose your personal information to other organizations. We carefully choose them, whether they be located in Quebec, Canada or elsewhere.

Before doing so, we require these organizations to take appropriate security measures to ensure that your personal information is secure.

These organizations can include:

• Credit assessment agencies and firms that conduct criminal background checks (with your consent)
• Companies offering solutions or services in the management of human capital, e.g. partner psychometric assessment firms
• Other agents and service providers (technology services, mailing services, firms specializing in immigration, etc.)

9.3 How do we collect your personal information?

We collect your personal information by using digital interfaces, technical, behavioural and psychometric evaluations, by telephone, email or in person.

9.4 Consent to receive information about potential career opportunities at Beneva

You can modify your preferences in Workday to withdraw employment alerts you previously set.

You can also write to us at [email protected] to withdraw your consent allowing our talent acquisition team to contact you by email or telephone regarding potential career opportunities that match your profile.

Our Chief Privacy Officer stands on guard. This person ensures that we follow the rules outlined in this section and in the law. Have questions, comments or a request regarding your personal information? Contact our Chief Privacy Officer by filling out our form or write to us at: 

Chief Privacy Officer 
Beneva 
625 rue Jacques-Parizeau 
Québec, QC G1R 2G5