Privacy Policy
Last Updated: October 17, 2026
Our Commitment to Your Privacy
At AEC Benefits, we take your privacy seriously. This isn't legal boilerplate—it's how we actually handle your information. We collect only what we need, use it for the purposes you'd expect, and protect it the way we'd want our own information protected.
This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and your rights regarding that information. By using our website or services, you agree to the practices described here.
Who We Are
AEC Benefits
769 Old York Rd, Burlington, ON L7P 4X8, Canada
Email: info@aecbenefits.ca
Phone: (905) 320-4123
Website: https://aecbenefits.ca
We are an Ontario group benefits brokerage serving employers across industries, with deep expertise in construction and skilled trades.
Information We Collect
Information You Provide Directly
When you interact with us, we collect information you voluntarily provide:
Contact Forms and Consultations:
- Name, company name, job title
- Email address, phone number
- Company size and industry
- Information about your current benefits (if applicable)
- Specific questions or needs you share with us
Benefits Blueprint Tool:
- Company information and employee demographics
- Current benefits structure and preferences
- Budget and coverage priorities
- Results from the assessment tool
Cost Estimator and Plan Fit Checkup:
- First name and email address, when you ask us to email you a copy
- What you entered in the tool (number of employees, coverage mix, plan design, industry, or your checkup answers)
- The estimate or result shown to you
- The page the request came from
Quote Requests:
- Detailed company information
- Employee census data (number of employees, ages, locations)
- Current benefits information
- Coverage preferences and requirements
Account and Service Information:
- Information needed to administer your benefits plan
- Employee enrollment data (if you become a client)
- Claims and service request details
- Communication preferences
Information Collected Automatically
When you visit our website, we automatically collect:
Technical Information:
- IP address and general location
- Browser type and version
- Device information
- Pages visited and time spent
- Referring website
- Operating system
Cookies and Tracking:
- Session cookies for website functionality
- Analytics cookies to understand site usage
- Marketing cookies for advertising (with your consent)
We use Google Analytics to understand how visitors use our site. You can opt out of Google Analytics tracking at any time.
How We Use Your Information
To Provide Our Services:
- Respond to your inquiries and provide consultations
- Generate Benefits Blueprint assessments and recommendations
- Prepare quotes and proposals
- Administer benefits programs for clients
- Process enrollments and claims
- Provide ongoing support and service
To Improve Our Services:
- Analyze website usage to improve user experience
- Understand which content is most helpful
- Test and improve our tools and calculators
- Develop new services based on client needs
To Communicate With You:
- Send requested information and follow-up
- Provide updates on your benefits program
- Share industry insights and educational content
- Send renewal reminders and important notices
- Respond to your questions and requests
For Marketing (With Your Consent):
- Send newsletters and educational content
- Share relevant blog articles and resources
- Provide information about new services
- Invite you to events or webinars
You can opt out of marketing communications at any time by clicking "unsubscribe" in any email or contacting us directly.
For Legal and Business Purposes:
- Comply with legal obligations
- Protect our rights and property
- Prevent fraud or abuse
- Enforce our terms of service
How We Protect Your Information
We take reasonable measures to protect your personal information:
Security Measures:
- Secure servers with encryption (SSL/TLS)
- Regular security updates and patches
- Access controls and authentication
- Secure file storage and transmission
- Regular backups and disaster recovery plans
Internal Practices:
- Limited access to personal information (need-to-know basis)
- Confidentiality agreements with staff and contractors
- Regular privacy and security training
- Secure disposal of information no longer needed
Third-Party Security:
- We work only with reputable service providers
- All vendors must meet our security standards
- Data processing agreements are in place
- Regular vendor security reviews
No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
Who We Share Your Information With
We do not sell, rent, or trade your personal information. We share information only in these circumstances:
Insurance Carriers:
- To obtain quotes and bind coverage
- To enroll employees in benefits programs
- To process claims and provide service
- Only information necessary for these purposes
Service Providers:
- Website hosting and maintenance
- Email service providers
- Analytics platforms (Google Analytics)
- CRM and database systems
- Payment processors
- IT support and security services
All service providers are contractually required to protect your information and use it only for the purposes we specify.
Legal Requirements:
- When required by law or legal process
- To protect our rights or property
- To prevent fraud or illegal activity
- In response to valid government requests
- During business transactions (mergers, acquisitions)
With Your Consent:
- When you explicitly authorize us to share information
- To provide services you've requested
Cookies and Tracking Technologies
What Are Cookies?
Cookies are small text files stored on your device when you visit websites. They help websites remember your preferences and understand how you use the site.
Types of Cookies We Use:
Essential Cookies (Required):
- Enable basic website functionality
- Remember your session and preferences
- Ensure security features work properly
Analytics Cookies (Optional):
- Google Analytics to understand site usage
- Track which pages are most popular
- Measure website performance
- Improve user experience
Marketing Cookies (Optional):
- Deliver relevant advertising
- Track ad campaign effectiveness
- Personalize content based on interests
Your Cookie Choices:
You can control cookies through your browser settings:
- Block all cookies
- Delete existing cookies
- Allow cookies only from specific sites
- Receive notifications when cookies are set
Note that blocking essential cookies may affect website functionality.
Your Privacy Rights
Under Canadian privacy law (PIPEDA), you have these rights:
Right to Access:
- Request a copy of personal information we hold about you
- Understand how we use your information
- Receive information in a commonly used format
Right to Correction:
- Request corrections to inaccurate information
- Update outdated information
- Complete incomplete information
Right to Deletion:
- Request deletion of your personal information
- Subject to legal and contractual obligations
- We may need to retain some information for legitimate purposes
Right to Withdraw Consent:
- Withdraw consent for marketing communications
- Opt out of non-essential data collection
- Stop receiving newsletters or promotional content
Right to Complain:
- File a complaint with the Privacy Commissioner of Canada
- Contact us first to resolve concerns directly
How to Exercise Your Rights:
Contact us at:
- Email: info@aecbenefits.ca
- Phone: (905) 320-4123
- Mail: AEC Benefits, 769 Old York Rd, Burlington, ON L7P 4X8
We'll respond to your request within 30 days.
Retention of Information
We keep your personal information only as long as necessary:
Active Clients:
- During the term of our service relationship
- Plus the required retention period for insurance records
Prospective Clients:
- For a reasonable time to follow up on inquiries
- Until you ask us to delete it
- Typically 2-3 years for inactive prospects
Former Clients:
- As required by insurance regulations (typically 7 years)
- For legitimate business purposes
- To comply with legal obligations
Marketing Information:
- Until you unsubscribe or request deletion
- We review and clean our lists annually
After the retention period, we securely delete or anonymize your information.
Children's Privacy
Our services are not directed to children under 18. We do not knowingly collect information from minors. If you believe we've collected information from a child, contact us immediately, and we'll delete it.
International Data Transfers
We are based in Canada and primarily serve Ontario clients. Your information is stored on Canadian servers. If we ever transfer data outside Canada, we'll ensure appropriate safeguards are in place.
Links to Other Websites
Our website may link to third-party sites (insurance carriers, resources, etc.). We're not responsible for their privacy practices. Review their policies before providing information.
Changes to This Privacy Policy
We may update this policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Material changes will be communicated via email to active clients.
We encourage you to review this policy periodically.
Contact Us About Privacy
Questions, concerns, or requests regarding your privacy?
Privacy Officer: Steffen deGraaf
We'll respond to privacy inquiries within 30 days.
Complaints:
If you're not satisfied with our response, you can contact:
Office of the Privacy Commissioner of Canada
Our Promise
Look, privacy policies have to cover a lot of legal ground. But here's the simple version:
We collect information to help you get better benefits for your team. We protect it like it's our own. We don't share it unless we need to (with insurers, for example) or you ask us to. And if you want to know what we have, correct it, or delete it, just ask.
That's it. No tricks, no fine print loopholes. Just straight talk about how we handle your information.
Questions? Call me.
Document Version: 2.0
Last Updated: October 17, 2026
Effective Date: November 20, 2025
This Privacy Policy is governed by the laws of Ontario and Canada. It complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.