TerrAssure Privacy Policy

Last updated: November 27, 2025

This Privacy Policy explains how TerrAssure Insurance Services ("TerrAssure", "we", "us", "our") collects, uses, discloses, and safeguards personal information in the course of providing wholesale insurance products and related services to licensed insurance brokers in Canada.

This policy is written for insurance brokers and other industry partners who interact with us in a professional capacity, but it also applies to any individual whose personal information we handle through our brokerage activities.

By placing business with us, accessing our platforms, or otherwise providing personal information to TerrAssure, you consent to the practices described in this Privacy Policy.

1. Who We Are

TerrAssure is a wholesale insurance brokerage operating in Canada. We work only with licensed insurance brokers and other intermediaries, not directly with the general public, to place and manage specialty insurance products with carriers.

We are committed to complying with all applicable Canadian privacy laws, including (as applicable):

• The Personal Information Protection and Electronic Documents Act (PIPEDA)
• Applicable provincial private-sector privacy laws (e.g., Alberta, British Columbia, Québec)
• Any other laws or regulatory guidance issued by insurance regulators and privacy commissioners in the jurisdictions where we operate.

2. Scope of This Policy

This Privacy Policy applies to:

• Personal information we receive from insurance brokers and MGAs as part of submissions, quotes, binders, policy issuance, endorsements, renewals, cancellations, and claims.
• Personal information collected through our websites, portals, forms, and digital tools.
• Personal information processed in the context of our wholesale brokerage operations, including underwriting support and claims-related activities.

It does not apply to:

• Information about corporations or business entities that does not identify an individual.
• Websites or platforms operated by third parties, including insurers, MGAs, or service providers linked from our site or portals. Those entities have their own privacy policies.

3. What Personal Information We Collect

Because we operate as a wholesale brokerage, most of the information we receive is provided by insurance brokers and MGAs. The specific information we collect will depend on the product, risk, and the insurer's underwriting requirements.

3.1 Information About Brokers & Industry Partners

From brokers, MGAs, and other intermediaries, we may collect:

• Business contact information (name, title, email, phone number, office address)
• Licensing and regulatory information
• Brokerage or MGA name, firm details, and appointment information
• Login credentials and activity logs for our portals and systems
• Communication records (emails, meeting notes, call logs, chat messages)
• Marketing preferences and responses to campaigns or surveys

3.2 Information About Insureds and Applicants

From brokers submitting risks to us, we may receive personal information relating to:

• Identifying information: name, date of birth, contact details
• Business details (if a sole proprietor or where it can identify an individual): business name, role, ownership, financials related to underwriting
• Risk-specific information: type of operations, locations, property values, claims history, loss runs, safety practices, environmental information, etc.
• Financial information related to underwriting and premium payment (not normally full payment card details, but may include premium funding and banking related information where needed)
• Claims information: details about past or current claims, including incident descriptions, correspondence, and supporting documents
• Any other information that a broker submits in order to obtain a quote, place coverage, or manage a claim.

3.3 Website & Portal Information

When you visit our website or use our portals, we may collect:

• Technical information such as IP address, device type, browser type, and operating system
• Usage data such as pages visited, time spent, clickstream data, and referring pages
• Cookie-related information (where applicable), which may be used for security, performance, and basic analytics

We do not conduct invasive tracking or sell browsing data.

4. How We Collect Personal Information

We collect personal information primarily through:

1. Insurance brokers and MGAs
   • Risk submissions and applications
   • Quote and bind requests
   • Renewal and endorsement instructions
   • Claims notices and supporting documentation
2. Direct interactions with you
   • Email, phone, virtual and in-person meetings
   • Completing forms on our website or portals
   • Creating or using accounts on our online platforms
3. Third parties and public sources (where permitted by law)
   • Insurers, MGAs, TPAs, adjusters, and other insurance market participants
   • Industry databases and service providers (e.g., inspection, valuation, credit or fraud screening where allowed)
   • Public records or registries (e.g., corporate registries, land titles, court records)

5. How We Use Personal Information

We use personal information only for appropriate business purposes that a reasonable person would expect in the context of wholesale insurance brokerage, including:

1. Underwriting and Placement
   • Assessing risks and structuring insurance solutions
   • Preparing, obtaining, and negotiating quotes from insurers
   • Binding coverage and arranging policies with carriers
2. Policy Administration
   • Issuing policy documents, endorsements, and certificates
   • Handling renewals, cancellations, and mid-term changes
   • Maintaining accurate records of coverage and limits
3. Claims Handling Support
   • Assisting brokers, insurers, and adjusters with claims information
   • Supporting coverage analysis and communication between parties
4. Regulatory & Compliance Purposes
   • Fulfilling legal and regulatory obligations
   • Responding to regulatory inquiries or audits
   • Detecting, preventing, and investigating fraud or suspicious activity
5. Business Operations
   • Managing relationships with brokers, MGAs, and insurers
   • Improving our products, services, and internal processes
   • Conducting analytics, reporting, and risk management
6. Communications & Marketing to Brokers
   • Providing product updates, broker bulletins, and market insights
   • Inviting you to webinars, training sessions, or events
   • Sending other communications you would reasonably expect as a broker partner
   • You can opt out of non-essential marketing communications at any time.

We do not use personal information for unrelated purposes without consent, unless required or permitted by law.

6. Legal Basis & Consent

In Canada, our handling of personal information is based on:

• Consent from the individual (often obtained by the retail broker from the insured/applicant) to collect, use, and disclose personal information for insurance-related purposes, or
• Other legal grounds permitted under applicable privacy legislation (e.g., where necessary for legal, regulatory, or fraud-prevention purposes).

As a wholesale broker, we rely on our broker partners to ensure they have obtained appropriate consent from insureds and applicants before sharing personal information with us, except where another lawful basis applies.

If you provide us with someone else's personal information (such as an insured, director, or employee), you confirm that you have the authority to do so and that the individual has been informed of, and consents to, the disclosure in accordance with applicable law.

7. How We Share Personal Information

We only disclose personal information to third parties as necessary for legitimate business and legal purposes, including:

1. Insurers and Reinsurers

   To obtain quotes, underwrite risks, place coverage, and manage policies and claims.

2. MGAs, TPAs, Adjusters, and Other Market Participants

   To support underwriting, premium collection, claims handling, inspection, loss control, and related services.

3. Service Providers
   • IT hosting and cloud providers
   • Document production and e-signature services
   • Data backup, security, analytics, and other operational vendors

   These providers are bound by contractual obligations to protect personal information and use it only for the services they provide to us.

4. Regulators and Authorities

   Insurance regulators, privacy commissioners, law enforcement, or other authorities where required or permitted by law.

5. Corporate Transactions

   In connection with a merger, acquisition, sale of assets, financing, or similar corporate transaction, subject to appropriate safeguards and, where required, notice or consent.

We do not sell personal information.

8. Cross-Border Transfers

Some of our insurers, service providers, or systems may be located outside of your province or outside of Canada. When personal information is transferred or stored in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, and regulators there.

Regardless of location, we require service providers to maintain protections for personal information that are consistent with this Privacy Policy and applicable Canadian privacy laws.

9. Data Retention

We retain personal information only as long as necessary to:

• Fulfill the purposes for which it was collected;
• Meet our contractual obligations;
• Satisfy legal, regulatory, and audit requirements (including insurance regulatory record-keeping requirements); and
• Resolve disputes and enforce agreements.

Retention periods may vary depending on the product, jurisdiction, and regulatory rules, but in the insurance context they are often measured in years, not months, given potential long-tail liability.

When personal information is no longer required, we take steps to securely destroy, delete, or anonymize it in accordance with our policies and applicable law.

10. How We Protect Personal Information

We use a layered approach to security and take reasonable steps to protect personal information against loss, theft, misuse, unauthorized access, disclosure, alteration, and destruction. These measures may include:

• Administrative controls (policies, procedures, training, role-based access)
• Technical controls (firewalls, encryption, secure portals, access logs, authentication)
• Physical controls (secure offices, restricted access, secure disposal)

No system is completely free from risk, but we are committed to maintaining and updating our security controls in line with industry practices and regulatory expectations.

11. Your Rights & Choices

Depending on your jurisdiction and the circumstances, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent (where our processing is based on consent)
• Ask questions or raise concerns about our handling of personal information

We may need to verify your identity and may be required by law to keep certain information even if you withdraw consent.

Because we typically receive insured-related information from brokers, we may sometimes ask you to coordinate requests through your broker, or we may need to notify your broker of any requested changes that would affect coverage or underwriting.

To exercise your rights, please contact us using the details in Section 14 below.

12. Brokers' Responsibilities

As our primary audience, brokers play a key role in protecting personal information. We expect our broker partners to:

• Obtain appropriate consents from insureds and applicants before sharing personal information with us;
• Provide insureds with your own privacy notices and any required regulatory disclosures;
• Only submit personal information that is relevant and necessary for the insurance transaction or claim;
• Protect credentials and access to our systems and portals;
• Notify us promptly of any suspected or actual misuse of our systems or unauthorized disclosure of personal information in information you have shared with us.

We see privacy as a shared responsibility across the distribution chain.

13. Cookies & Website Technologies

Our websites and portals may use:

• Necessary cookies for security, session management, and basic functionality;
• Performance/analytics tools to understand how brokers and users interact with our site and improve usability.

You can typically manage cookies through your browser settings. However, disabling certain cookies may affect the functionality or performance of our websites or broker portals.

We do not use cookies or tracking technologies for behavioural advertising based on consumer browsing across unrelated websites.

14. How to Contact Us

If you have any questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:

We will acknowledge and investigate all privacy-related inquiries and will respond within a reasonable timeframe, in accordance with applicable privacy laws.

You also have the right to contact your provincial or federal privacy commissioner if you are not satisfied with our response.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our business practices or technology;
• New or updated legal and regulatory requirements;
• Feedback from brokers, clients, or regulators.

When we make material changes, we will update the "Last updated" date at the top of this page and may provide additional notice where appropriate (for example, through our broker portal or email).

We encourage you to review this Privacy Policy periodically to stay informed about how we protect personal information.