Effective Date: December 12, 2024

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WWW.PERPETUUS-INS.COM (the “Site”) is owned and operated by Perpetuus Insurance Agency and can be contacted at:

Email: info@perpetuus-ins.com

Phone: (877) 500-3135

Fax: (800) 343-1788

Purpose

The purpose of this privacy policy (this “Privacy Policy”) is to inform users of our Site of the following:

1. The personal data we will collect;

2. Use of collected data;

3. Who has access to the data collected;

4. The rights of Site users; and

5. The Site’s cookie policy

 

This privacy policy applies in addition to the terms and conditions of our Site.

 

Consent

By using our Site users agree that they consent to:

1. The conditions set out in this Privacy Policy; and

2. The collection, use and retention of the data listed in this Privacy Policy.

 

Personal Data We Collect

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first. We collect the following types of personal data depending on the purpose of your interaction with us (e.g., as business contact, customer, claimant, insured) and as allowed by applicable law:

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1. Basic personal and demographic information, such as your name, date of birth, age, gender and marital status.

2. Contact information, such as your address, telephone number and email address.

3. Unique identifiers, such as identification numbers issued by government bodies or agencies (e.g., your national identifier number or social security number, passport number, ID number, tax identification number, driver's license number, birth, death and marriage certificates, military passbook, and copies of official documents).

4. Beneficiary information, such as details of relationships, family members and dependents.

5. Employment information, such as your job title, employer, employment status, salary information, employment benefits, pensionable service periods, employment history and professional certifications and training.

6. Financial information, such as your bank account numbers and statements, credit card numbers, brokerage account numbers, transaction information, tax information, details of your income, property, assets, investments and investment preferences, pension and benefits, debts, and creditworthiness.

7. Policy information, such as your policy number, policy start and end dates, premiums, individual terms, mid-term adjustments, reasons for cancellation, risk profile, details of policy coverage, enrolment, eligibility for insurance or benefits, benefit amounts and underwriting history.

8. Claim information, such as a claimant's relationship to a policyholder/insured, claims history and claims data, and the date and particulars of a claim, including causes of death, injury or disability and claim number.

9. Plan information, such as contributions levels and benefit options

10. Commercial information, such as records of your personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.

11. Events or meeting information, such as details about your visits to our offices (including CCTV), your interest in and attendance at events or meetings, audio recordings, photographs or videos captured during meetings, events or calls with you.

12. Lifestyle information, such as travel history and plans and general health data.

13. Special category data and sensitive personal data, such as data relating to your health (including protected health information), genetic or biometric data, sex life, sexual orientation, gender identity, racial or ethnic origin, political opinions, religious or philosophical beliefs and trade union membership.

14. Criminal records information, such as criminal charges or convictions, including driving offences, or confirmation of clean criminal records.

15. Professional disciplinary information.

16. Personal information received from background checks and sanctions screenings, including status as a politically exposed person.

17. Marketing information, such as your consent to or opt out from receiving marketing communications from us and/or third parties, your marketing preferences, or your interactions with our marketing campaigns and surveys, including whether you open or click links in emails from us or complete our surveys.

18. Sites and communication usage information, such as your username, your password, other information collected by visiting our Sites or collected through cookies and other tracking technologies as described in our cookie policy, including your IP address, domain name, your browser version and operating system, traffic data, location data, browsing time, and social media information, such as interactions with our social media presence.

 

Data Collected in a Non-Automatic Way

We may also collect the following data when you perform certain functions on our Site. This data may be collected using the following methods:

1. Directly from you or your authorized representative, such as when you provide your personal data to us, including from any of our Sites, surveys, live events, market research, and other direct communications and/or solicitations.

2. From our clients and partners, such as commercial clients, (re)insurers, network partners, brokers, employers, benefit plan sponsors, benefit plan administrators, premium finance companies, health service providers, pension trustees, data/marketing list providers and third-party service providers.

3. Publicly available sources, such as social media platforms, property and assets registers, and claims and convictions records.

4. Perpetuus affiliate companies.

5. Government authorities, such as police and regulators.

6. Background checks and screening tools, such as insurance industry fraud prevention and detection databases, credit agencies and sanctions screening tools.

7. Other third parties.

 

How We Use Personal Data

Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

 

The data we collect when the user performs certain functions may be used for the following purposes:

1. Perform services for you or our clients

   • Provide services and fulfill our contractual obligations, including providing services that you may not have personally requested but were requested by our client(s) and require us to interact, directly or indirectly, with you.

   • Facilitate and enable placement of policies and assist in the ongoing management of such policies, including premium management, renewals, adjustments, cancellations, claims management and settlement.

   • Provide various consulting, administration, financial, pension and actuarial services and claims administration.

   • Advise on the management of our clients' business risks and opportunities, affairs and insurance arrangements and on the administration of claims.

2. Manage our business operations

   • Enter into business relationships and perform due diligence and background checks, such as fraud, trade sanctions screening, and credit and anti-money laundering checks.

   • Create, maintain, customize and secure your account with us.

   • Maintain accounting records, analyze financial results, comply with internal audit requirements, receive professional advice, apply for and make claims on our own insurance policies, manage or dispute a claim and recover a debt.

   • Conduct data analytics, surveys, benchmarking, and risk modelling to understand risk exposures and experience, for the purposes of creating de-identified and/or aggregate industry or sector-wide reports, to share within Perpetuus's group of companies and with third parties.

3. Communicate and market to you

   • Communicate with you regarding your account or changes to our policies, terms and conditions, respond to any inquiries you may have, and send you invitations for events or meetings.

   • Advertise, market and promote our services or the services of others, including by email, LinkedIn, SMS, post or telephone.

   • Send you newsletters, offers or other information we think may interest you, as well as offer and administer promotions.

   • Monitor usage of our Sites and personalize your experience with our Sites and the messages we send you to deliver content, product and service offerings relevant to your interests, including targeted offers and ads through our Sites, third-party Sites, and via email, SMS or text (with your consent, where required by law).

4. Comply with legal obligations

   • Comply with national security or law enforcement requirements, discovery requests, or where otherwise required or permitted by applicable laws or regulations, court orders or regulatory authorities.

   • Exercise and defend ours, yours or third parties' legal rights.

5. Monitor and prevent fraud or wrongdoing

   • Maintain the safety, security, quality, integrity and availability of our products, services, systems and data, detect security incidents, protect against inadvertent data loss, malicious, deceptive, fraudulent, or illegal activity, and debug or identify and repair errors that impair existing intended functionality.

   • Monitor and ensure the safety and security of our premises, property, employees and visitors.

6. Improve our services

   • Develop, enhance, expand or modify our services through research and development.

   • Monitor, review, assess and improve our technology systems, including any Sites, and our content on social media platforms.

   • Improve and develop systems and algorithms involving machine learning and artificial intelligence.

   • Improve quality, training and security (for example, with respect to recorded calls).

7. Mergers and acquisitions

   • Facilitate commercial transactions, including a reorganization, merger, sale of all or a portion of our assets, a joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings). Should such a sale or transfer occur, we will use reasonable efforts to ensure the entity to which we transfer your personal data agrees to use it in a manner consistent with this Privacy Notice.

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Who We Share Personal Data With

We share your personal data within Perpetuus's group of companies for the purpose of your interaction with us, such as for the provision of our services, general business operations and controls, marketing, data analytics, systems and algorithm improvements, surveys, benchmarking, and compliance with applicable laws.

We may also share your personal data with the following third parties for the purpose of your interaction with us:

1. Your employer, as part of our provision of the services to you or your employer.

2. Professional Advisors, such as underwriters, actuaries, claims handlers and investigators, surveyors, loss adjustors/assessors, accident investigators, specialist risk advisors, pension providers or trustees, banks and other lenders (including premium finance providers), health professionals, health service providers, lawyers (including third party legal process participants), accountants, auditors, tax advisors, financial institutions, investment advisors and other fiduciaries and consultants.

3. Business partners, such as customers, (re)insurance companies, MGAs, brokers, other insurance intermediaries, claims handlers or other companies who act as insurance distributors and premium financing companies.

4. Providers of insurance broking and other platforms we use.

5. Service providers, such as IT software, security and cloud suppliers, finance and payment providers, marketing agencies, external venue providers, address tracers, printers, document management providers, telephony providers, debt collection agencies, background check and credit reference agencies.

6. Fraud detection agencies and credit bureaus which operate and maintain fraud detection or credit registers.

7. Industry bodies.

8. Insurers who provide you with insurance and us with our own insurance.

9. Regulators, public authorities and law enforcement agencies, such as police, judicial bodies, governments, quasi-governmental authorities, financial and pension regulators and workers' compensation boards, where we are required or requested to do so by law.

10. Asset purchasers, such as those who may purchase or to whom we may transfer our assets

 

Other Disclosures

We will not sell or share your data with other third parties, except in the following cases:

1. If the law requires it;

2. If it is required for any legal proceeding;

3. To prove or protect our legal rights; and

4. To buyers or potential buyers of this company in the event that we seek to seek the company.

 

If you follow hyperlinks from our Site to another Site, please note that we are nor responsible for and have no control over their privacy policies and practices.

 

Children

Our Sites are not intended for children and we do not knowingly collect, use, or disclose information about children. If you are a minor, please do not provide any personal data even if prompted to do so. If you believe that you have inadvertently provided personal data, please ask your parent(s) or legal guardian(s) to notify us. In the event that we learn that we have inadvertently collected personal data via our Sites from a child, we will delete that information as quickly as possible.

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How Long We Store Personal Data

We keep your personal data for as long as reasonably necessary to fulfil the purposes set out in this Privacy Notice based on our business needs and legal requirements.

When we no longer need your personal data, we de-identify or aggregate the data or securely destroy it based on our retention policy. Please note that de-identified or aggregated data is not treated as personal data under this Privacy Notice and may be used for analytics purposes.

 

How We Protect Your Personal Data

In order to protect your security, we use the strongest available bowser encryption and store all of our data on servers in secure facilities. All data is only accessible to our employees. Our employees are bound by strict confidentiality agreement and breach of agreement would result in the employee’s termination.

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While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

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How to Access, Modify, Delete, or Challenge the Data Collected

You may have the right to request that we delete your personal data where we act as a controller/business. This right is subject to several exceptions and we may deny your deletion request if retaining the data is necessary for us or our processors/service providers to:

1. Complete the transaction for which we collected the personal data and take actions reasonably anticipated within the context of our ongoing business relationship with you or our client;

2. Detect bugs or errors in our Sites, detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, or prosecute those responsible for such activities;

3. Enable solely internal uses that are reasonably aligned with consumer expectations based on your relationship with us;

4. Comply with a legal obligation; or

5. Make other internal and lawful uses of that information as permitted by law or that are compatible with the context in which we collected it.

 

Your right to restriction of processing (opt-out)

You may have the right to opt-out of processing your personal data for purposes of profiling in furtherance of any automated processing of your data that produce legal or similarly significant effects concerning you.

 

Cookie Policy

A cookie is a small file, stored on a user’s hard drive by a website. Its purpose is to collect data relating to the user’s browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

 

We do not use cookies on our Site.

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Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy, we will update the “Effective Date” at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

 

Contact Information

If you have any questions, concerns or complaints, you can contact our privacy officers here:

Email: info@perpetuus-ins.com

Phone: (877) 500-3135

Fax: (800) 343-1788