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.
We are a group benefits consulting firm specializing in employee benefits programs for construction companies and growing businesses across Ontario.
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
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.
Third-Party Cookies:
Some third parties (like Google Analytics) may set cookies on our site. We don't control these cookies. Review their privacy policies:
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?
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.
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.