Privacy Policy

Last Updated: 2025
Jurisdiction: British Columbia, Canada

1. Definitions

For the purposes of this Privacy Policy:

  • "Insurenav", "we", "us", "our" refers to Insurenav Inc., a corporation incorporated in British Columbia, Canada.
  • "Platform" refers to the Insurenav website, mobile interface, merchant dashboard, AI document analysis module, and all related services.
  • "Personal Information" means information about an identifiable individual as defined by PIPEDA (Personal Information Protection and Electronic Documents Act) and BC PIPA (Personal Information Protection Act).
  • "User" refers to any individual who uses the platform, including consumers searching for health services.
  • "Merchant" refers to any business or practitioner who registers, claims, or manages a listing on the platform.
  • "Processing" refers to the collection, use, disclosure, storage, analysis, or deletion of personal information.

2. Purpose and Scope

This Privacy Policy governs the collection, use, disclosure, storage, and protection of personal information processed by Insurenav in connection with:

  • Insurance document uploads
  • AI-assisted interpretation of benefits
  • Merchant and practitioner information management
  • Location-based search for insurance-eligible merchants
  • User account and authentication services
  • Merchant subscription and billing services

Insurenav complies with PIPEDA (Canada), BC PIPA, and applicable provincial privacy regulations.

3. Categories of Personal Information Collected

3.1 Information Provided by Users

We may collect and process:

  • Name, email, password (encrypted)
  • Uploaded insurance documents (PDF/JPG/PNG)
  • Policy numbers, benefit coverage details, insurer names
  • Search history and health service preferences
  • Feedback, reviews, and submitted forms

3.2 Information Provided by Merchants / Practitioners

We may collect:

  • Business name, address, telephone, website
  • Direct billing capabilities
  • Supported insurers (e.g., Sun Life, Manulife, Canada Life)
  • Business hours, facilities, languages offered
  • Practitioner names, license numbers, certifications
  • Gender, skills, years of experience, photographs (optional)

3.3 Automatically Collected Information

We collect device and usage information including:

  • IP address
  • Browser type, device type, operating system
  • Language preferences
  • Location (city-level only)
  • Cookies, analytics, session logs
  • Platform interactions
  • Authentication records

3.4 Sensitive Information

Insurance documents may contain sensitive financial or health-related information. Such information is processed solely for the purpose of:

  • Extracting basic coverage details
  • Displaying eligibility information to the user
  • Improving platform recommendations

Insurenav does not use such documents to diagnose, evaluate health, or make medical decisions.

4. Legal Basis for Processing

4.1 Consent

You explicitly consent when you:

  • Upload an insurance document
  • Create an account
  • Provide merchant/practitioner details
  • Enable cookies
  • Proceed to use the platform

4.2 Reasonable Purposes under BC PIPA

We process data for purposes reasonably required to deliver platform functionality, including:

  • Showing merchants eligible for insurance reimbursement
  • Verifying merchant legitimacy
  • Maintaining system security
  • Improving platform functionality

4.3 Contractual Necessity

For merchants, processing is required to deliver:

  • Subscription services
  • Merchant dashboard access
  • Listing management

5. How We Use Personal Information

Insurenav uses personal information strictly for the following purposes:

  • Providing search results tailored to insurance eligibility
  • AI-assisted extraction of information from uploaded documents
  • Displaying merchant and practitioner profiles
  • Maintaining user accounts and authentication
  • Sending notifications, reminders, and system alerts
  • Providing multi-language support
  • Enforcing platform security and fraud prevention
  • Conducting analytics using anonymized or aggregated data

We do not:

  • Sell personal information
  • Share insurance documents with insurance companies
  • Use uploaded documents to train external AI models

6. AI Processing and Automation Disclosure

Insurenav may use AI algorithms to:

  • Extract coverage details from uploaded insurance documents
  • Summarize benefits and produce structured information
  • Provide search suggestions

AI processing is used only to support user-requested actions and does not produce automated decisions with legal or financial consequences.

You may request deletion of all AI-processed data at any time.

7. Data Residency

Insurenav stores all personal information on secure cloud infrastructure located within Canada whenever commercially feasible.

Some service providers may operate servers in the United States. In such cases:

  • Data transfers comply with PIPEDA requirements
  • All vendors are required to meet equivalent protection standards
  • Data is encrypted during transfer and storage

8. Third-Party Service Providers

We may share limited information with trusted third parties that perform services on our behalf, including:

  • Cloud hosting
  • Analytics
  • Email delivery
  • Payment processing
  • Security monitoring
  • AI processing infrastructure

All third parties must comply with confidentiality obligations and may not use personal information for any other purpose.

9. Cross-Border Data Transfers

If personal information is transferred outside Canada:

  • Transfers comply with PIPEDA's accountability principle
  • Comparable levels of protection are contractually required
  • Users acknowledge that foreign governments may access information under lawful authority in their jurisdiction

10. Retention Policy

We retain personal information only as long as necessary to fulfill documented purposes or comply with legal obligations.

Examples:

  • Insurance documents: retained until deleted by the user
  • Merchant data: retained until the merchant removes or closes their account
  • Account data: retained until user-initiated deletion

Backups may persist for up to 90 days following deletion.

11. Security Measures

Insurenav uses industry-grade security protocols including:

  • TLS/HTTPS encryption
  • Encrypted document storage
  • Password hashing (argon2/bcrypt)
  • Role-based internal access control
  • Routine security audits
  • Continuous monitoring

No system is completely secure; users share responsibility for safeguarding login credentials.

12. Data Breach Notification

In the event of a data breach involving personal information:

  • We will notify affected individuals as required under BC PIPA
  • We will notify the BC Office of the Information and Privacy Commissioner (OIPC)
  • We will provide details on the breach, risks, and recommended protective steps

13. Your Rights

Users and merchants may:

  • Request access to their personal information
  • Request corrections
  • Request deletion of data or their account
  • Withdraw consent (subject to contractual limitations)
  • Request information about data transfers outside Canada

Requests may be made at: [email protected]

14. Children's Privacy

Insurenav is not intended for individuals under 16 years old. We do not knowingly collect data from minors.

15. Limitation of Liability

To the maximum extent permitted by law:

  • Insurenav is not liable for losses arising from unauthorized account access caused by user negligence
  • Insurenav is not liable for decisions made based on AI-generated summaries
  • Insurenav is not liable for inaccuracies in merchant data submitted by merchants

16. Changes to This Privacy Policy

Insurenav may update this policy periodically. The updated version will be posted with a revised "Last Updated" date.

17. Contact Information

Insurenav Inc.

Email: [email protected]

Location: Richmond, British Columbia, Canada

Merchant Onboarding Privacy Policy

Last updated: December, 2025

This Merchant Onboarding Privacy Policy explains how Insurenav Inc. ("Insurenav", "we", "us", "our") collects, uses, and protects information submitted through the "Become a Merchant / For Clinics" application form on our website.

This policy applies specifically to merchant onboarding. For our general privacy practices, please refer to our main Privacy Policy above.

1. Information We Collect

When you submit the merchant application form, we may collect:

Business Information

  • Clinic or business name
  • Business address, phone number, and website
  • Business category (e.g. RMT, Optometry, Custom Orthotics)
  • Operating hours and languages offered
  • Direct billing / insurance support details
  • Services and facilities your business provides

Contact Information

  • Contact person's name
  • Email address
  • Phone number
  • Role or position

Additional Information

  • Any information you voluntarily provide in the "Message" or other free-text fields

Technical Information

  • IP address, browser type, and basic analytics data automatically collected when you use our website

Please do not include sensitive personal information (such as patient health information) when submitting your application.

2. How We Use Your Information

We use the information collected through the merchant application form to:

  • Review and process your application – verify your business details and determine whether your clinic is suitable for listing on Insurenav.
  • Communicate with you – all onboarding and follow-up communication related to your application will be sent only from the following email address: [email protected].
  • Create and manage your merchant profile – if your application is approved, your business information may be used to set up and display your merchant listing on the Insurenav platform.
  • Operate, protect, and improve our services – including preventing fraud or misuse, troubleshooting issues, and improving our platform features.
  • Comply with legal obligations – to meet applicable legal, regulatory, and record-keeping requirements.

3. How We Share Your Information

We may share your information only in the following situations:

  • With trusted service providers who help us operate our website and onboarding process (such as hosting, email, analytics, or customer relationship tools). These providers may only process your information on our instructions.
  • With professional advisors (such as legal or accounting professionals) where reasonably necessary for compliance or business purposes.
  • When required by law, regulation, or legal process, or to respond to valid requests from public authorities.

We do not sell your personal information to third parties.

4. Data Storage and Retention

Your information may be stored on secure servers located in Canada or in other jurisdictions where our trusted service providers operate.

We keep merchant onboarding information:

  • For as long as necessary to review and document your application;
  • For the duration of your active relationship with Insurenav, if your clinic is approved;
  • For as long as required by applicable laws and regulations for record-keeping and compliance.

If your application is not approved, we may retain minimal record information for a reasonable period for audit, security, and compliance purposes.

5. Your Rights

Subject to applicable laws in British Columbia and Canada, you may have the right to:

  • Request access to the personal information we hold about you;
  • Request corrections to inaccurate or incomplete information;
  • Request deletion of certain information, subject to legal requirements;
  • Withdraw your consent to be contacted about merchant onboarding. This will not affect any processing that has already taken place.

To exercise any of these rights, or to ask questions about this policy, please contact us at:

Email: [email protected]

6. Contact Information

If you have any questions or concerns about this Merchant Onboarding Privacy Policy or how we handle your information, please contact:

Insurenav Inc.

Email: [email protected]

Checkbox Text (for the application form)

I agree to be contacted by Insurenav regarding merchant onboarding and I accept the Merchant Onboarding Privacy Policy. All communication will only come from [email protected].