Canadian Claims Services Inc.

Privacy Notice

Effective Date: June 2026

Last Updated: June 2026

1. Introduction

Canadian Claims Services Inc. (“CCS”, “we”, “us”, or “our”) is committed to protecting the privacy, confidentiality, accuracy, and security of personal information entrusted to us in the course of providing insurance claims administration, claims adjusting, third-party administration (TPA), delegated claims authority (DCA), appraisal, investigation, and related services.

This Privacy Notice explains how CCS collects, uses, discloses, stores, and protects personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial privacy laws where applicable.

By providing personal information to CCS, or by interacting with us in connection with an insurance claim or service, you acknowledge the practices described in this Privacy Notice.

2. Who We Are

Canadian Claims Services Inc. provides claims management and insurance-related services on behalf of insurers, Lloyd’s syndicates, managing general agents (MGAs), brokers, self-insured organizations, and other insurance stakeholders throughout Canada.

In many situations, CCS acts as a service provider or agent on behalf of an insurer or insurance program administrator and processes personal information under their authority and instructions.

3. Personal Information We Collect

Depending on the nature of the claim or service being provided, CCS may collect the following categories of personal information:

Identification Information

• Name
• Date of birth
• Contact information
• Mailing address
• Telephone numbers
• Email address

Claim Information

• Policy numbers
• Claim numbers
• Loss details
• Incident reports
• Statements
• Witness information
• Repair estimates
• Appraisal reports
• Investigation findings

Financial Information

• Banking information for claim payments
• Payment records
• Invoices
• Expense documentation
• Tax-related information where required

Property Information

• Property ownership details
• Vehicle information
• Equipment information
• Photographs and videos of damaged property
• Inspection reports

Employment Information

• Employer details
• Occupation
• Income information where relevant to a claim

Medical and Health Information

Where necessary and authorized by law or consent:

• Medical reports
• Treatment information
• Disability information
• Functional limitations
• Rehabilitation information

Technical Information

When visiting our website or using electronic services:

• IP addresses
• Browser type
• Device information
• Website usage data
• Security and audit logs

4. How We Collect Personal Information

CCS may collect personal information directly or indirectly from:

• Insured persons
• Claimants
• Policyholders
• Witnesses
• Insurance companies
• Lloyd’s syndicates
• Brokers and agents
• Employers
• Medical professionals
• Repair facilities
• Appraisers
• Contractors
• Legal representatives
• Public records
• Government agencies where permitted by law
• Service providers acting on behalf of CCS or insurers

5. Purposes for Collection and Use

CCS collects, uses, and processes personal information for purposes including:

Claims Administration

• Receiving and registering claims
• Investigating losses
• Determining coverage
• Assessing damages
• Managing claim files
• Negotiating settlements
• Issuing payments

Insurance Services

• Adjusting claims
• Appraisal services
• Fraud detection and prevention
• Litigation management
• Recovery and subrogation activities
• Catastrophe response

Regulatory and Legal Compliance

• Meeting regulatory obligations
• Responding to lawful requests
• Complying with court orders
• Maintaining business records
• Conducting audits

Business Operations

• Quality assurance
• Staff training
• Service improvement
• Security monitoring
• Risk management
• Statistical and reporting purposes

6. Consent

Where required by law, CCS will obtain consent before collecting, using, or disclosing personal information.

Consent may be:

• Express
• Implied
• Obtained through an authorized representative
• Obtained through contractual relationships associated with insurance policies and claims

Consent may be withdrawn at any time, subject to legal, contractual, regulatory, or operational requirements.

Withdrawal of consent may limit CCS’s ability to administer or resolve a claim.

7. Disclosure of Personal Information

CCS may disclose personal information to:

• Insurance companies
• Lloyd’s syndicates and coverholders
• Managing General Agents (MGAs)
• Reinsurers
• Insurance brokers
• Independent adjusters
• Appraisers
• Investigators
• Legal counsel
• Medical professionals
• Repair vendors
• Contractors
• Payment processors
• Regulatory authorities
• Law enforcement agencies where legally required

Personal information is disclosed only where necessary to perform services, administer claims, comply with legal obligations, or protect legitimate interests.

8. Cross-Border Processing

CCS strongly supports the protection of Canadian personal information and seeks to use service providers that maintain appropriate privacy and security safeguards.

In some circumstances, personal information may be processed, stored, or accessed outside Canada by service providers, insurers, reinsurers, Lloyd’s market participants, or technology vendors.

Where cross-border processing occurs:

• Appropriate contractual safeguards are implemented.
• Vendors are assessed for privacy and security controls.
• Information remains subject to applicable legal requirements in the jurisdiction where it is processed.
• CCS seeks to minimize privacy risks associated with international transfers.

Individuals may contact CCS for additional information regarding cross-border processing practices.

9. Retention of Personal Information

CCS retains personal information only for as long as necessary to:

• Administer claims
• Meet legal obligations
• Satisfy regulatory requirements
• Resolve disputes
• Enforce contractual rights
• Maintain business records

When information is no longer required, it is securely destroyed, anonymized, or permanently deleted in accordance with CCS retention policies.

10. Safeguarding Personal Information

CCS employs reasonable administrative, technical, and physical safeguards to protect personal information against:

• Unauthorized access
• Unauthorized disclosure
• Loss
• Theft
• Misuse
• Alteration
• Destruction

Security measures may include:

• Access controls
• Multi-factor authentication
• Encryption
• Secure file transfer methods
• Audit logging
• Employee confidentiality obligations
• Security awareness training
• Vendor due diligence

While no method of transmission or storage can be guaranteed to be completely secure, CCS continually evaluates and enhances its security practices.

11. Your Privacy Rights

Subject to applicable laws, individuals may have the right to:

• Request access to personal information
• Request correction of inaccurate information
• Request information regarding disclosures
• Withdraw consent where applicable
• File a privacy complaint

CCS will respond to requests within applicable legal timeframes and may require verification of identity before releasing information.

12. Website and Electronic Communications

Our website may use cookies, analytics tools, and security technologies to:

• Improve website performance
• Enhance user experience
• Protect against unauthorized activity
• Generate aggregated statistical information

Users may configure browser settings to refuse cookies; however, some website functions may be affected.

Electronic communications sent to CCS may not always be secure. Individuals should avoid transmitting highly sensitive information through unsecured email unless appropriate safeguards have been arranged.

13. Privacy Complaints

Individuals who believe their privacy rights have been violated may submit a complaint to CCS.

Complaints will be investigated promptly and fairly. CCS will take appropriate corrective action where warranted.

If an individual is not satisfied with CCS’s response, they may contact the appropriate privacy regulator, including the:

• Office of the Privacy Commissioner of Canada
• Applicable provincial privacy authority where jurisdiction exists

14. Contact Us

Privacy Officer

David Riddell (President)

Canadian Claims Services Inc.

Website: www.canclaims.com

Email: privacy@canclaims.com

Individuals wishing to exercise privacy rights, submit access requests, request corrections, or raise privacy concerns should contact the CCS Privacy Officer.

15. Changes to this Privacy Notice

CCS may update this Privacy Notice from time to time to reflect changes in legal requirements, technology, business practices, or service offerings.

The most current version will be maintained on our website and will indicate the effective date of the latest revision.

Canadian Claims Services Inc. is committed to protecting personal information and maintaining the trust of policyholders, claimants, insurers, brokers, and all individuals whose information we handle.