best practices (3)

Privacy Vigilance

PEAK Disclosure - Click to Study

As always we are always concerned about protecting our clients privacy. This updated from our professional organization shows that our industry has lots of room for improvement. 

A few things that we are implementing in our practice from a practical doing business perspective. 

1. Trusted Contact ~ in the event that we feel something is off , maybe your making decision that do not seem to reflect your normal behavior, maybe dementia is developing, your forgetful, requesting high risk investments, involing people in your deciisons that are not normal. A trusted contact authorization allows us to reach out to say a family member to check in with them to make sure you are ok. 

2. Authorization to Release / Obtain / Exchange Confidential Information ~ this document allows us to share as an example your tax information with your bank or mortgage broker so they can secure a loan for you.

3. Online access to your portfolio, we have implemented a multi part authorization to ensure your privacy. ~ we want to be sure that it is you accessing your account. 

 

There is many other best practices that we implement and maintain every day. 

Tim Ross

CEO, Founder 

Brock Shores Financial

 

Here is a link to our dealerships privacy policy 

Peak Privacy Policy http://www.peakgroup.com/publicweb/index.php/en/privacy-policy.html?fbclid=IwAR0fIB13-tcpjeSlFIUHm0KkJrxepV_5Gtww9MlXGY00UH7FMG8LEFSI2EU

 

 

IFB Regulatory Update

December 2019

 

Privacy Update – a cautionary tale

 

IFB is always working to keep Members updated on issues that can affect you, your clients and your business. In this Update, we draw your attention to the ever-growing need to be vigilant about protecting client information. Instances of privacy breaches are in the news more and more frequently. 

 

Canada’s Office of the Privacy Commissioner (OPC) recently released an update on the privacy breach notifications it has received since reporting of breaches became mandatory under PIPEDA in November 2018. The results may surprise you! The OPC reports that the number of data breach reports have skyrocketed. While some of those reports have involved well-known corporate names, it has also seen significant volumes coming from small- and medium-sized businesses.

 

As 2019 draws to a close, this is a great time to make sure the important - often sensitive - information you retain in client files, on your computer, laptop, even on your phone is secure and protected. Do not keep more information on clients than is needed. Review files to evaluate whether you still need the information, and always ensure client information is destroyed in a safe and secure way.

 

680 breach reports – 6X higher than previous years – over 28 million Canadians affected!

·     58% of breaches involved unauthorized access: Snooping by employees or other unauthorized individuals for reasons that can range from curiosity to financial gain. Phishing and impersonation where fraudsters use sophisticated tactics to convince employees (or anyone they’ve targeted) that they are legitimate in order to gain access to information.

·     22% involved accidental disclosure: Documents containing personal information are provided to the wrong individual (for example, an incorrect email or postal address was used, or an email was sent without blind copying recipients) or are left behind accidentally.

·     12% from loss:  Loss of a computer, storage drive or actual paper files. 

·     8% from theft: Theft of documents, computers or computer components.

 

   
   

Some OPC tips to keep your business and your clients from exposure. Remember, under PIPEDA you have breach notification requirements.

 

1.  Foster a culture of privacy. Ensure you, your business partners, and any employees understand the importance of safeguarding personal information, and the risks of not doing so.

2.  Remind employees, associates, business partners, clients of your commitment to privacy.

3.  Ensure everyone knows there will be consequences for failing to follow privacy policies, like engaging in snooping, or not taking steps to adequately protect client information.

4.  Ensure access to files is on a need to know basis. Those who don’t need access should be restricted from seeing all, or the most sensitive, information in client files.

5.  Faxing information has risks. Dialing a wrong fax number could accidentally send sensitive personal information or medical information to the wrong person. Locating a fax machine out in the open means personal information being sent or received may be visible to passers-by. Fax transmissions, like telephone calls, can be tapped and monitored. If you must fax personal information, consider buying a machine which encrypts transmissions.

 More information and tips can be found on the OPC website.

Disclaimer: IFB Bulletins are provided for informational purposes for the convenience of IFB members. They are not intended to be a comprehensive review of the topics discussed, or to be used as a substitute for professional advice.

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Privacy Sleep

https://www.sleepscore.com/privacy-policy/

I started using a sleep app last week and I frankly like the insight it gives me. Helps me understand what I am doing right and what needs to improve. I gt off to a rocky start with gettig setup, minor really, I figured it out in 2 minutes. 2 minutes, wow, how impatient we have become with technology. We are very instant in our expectations. So, I am going into day seven where the data I have will the opportunity to upgrade and get more from the system by subscribing to it. Free vs Paid, which will it be. Frankly, I like free, who doesn't, however, you do get what you pay for and I get to make a decision is it worth knowing. Now, sleep is a very important part of our health, next to diet and exercie, everything from what I understand hinges on your sleep, so a small investment in such a service is incredible value when you consider everything you can learn, and help you stay on track and nudge you back to safety if you get off track. 

 

Now, when you start to get a bit serious about such a personal matter, you truly have an interest in their privacy policy. Well, I read it through and it gave me continued confidence in their product. I will post a copy of what I read in the comment section below.  I may want to double check the term sin the future and having an independent copy may prove beneficial down the road, and interesting to see how policies change overtime as needs and changes evolve. 

 

This week at conference I listened and was counseled by some incredible industry experts in the financial services, legal, tax and charity industries.  One of the hot topics was privacy , PIPEDA  The Personal Information Protection and Electronic Documents Act (PIPEDA) (the Act) is a Canadian law relating to data privacy. It governs how private sector organizations collect, use and disclose personal information in the course of commercial business.

https://en.wikipedia.org/wiki/Personal_Information_Protection_and_Electronic_Documents_Act

One of our speakers who works out of the Privacy Office of Canada , https://www.priv.gc.ca/en/ ; described their role and the whole reason behind these acts. He summed it up rather profoundly for me. The purpose of the act is to give Canadians confidence in doing business online. That's about it. The rest is the how and all the little steps and rules you have to follow, the reason is to provide confidence in the system, make it secure to ensure confidence in doing business online.  When I see all the misuse of data by government, I think it helps protect us a bit from governent sharing across platforms. That theroy is pure speculation and I have no strong feelings either way, however they have been known to breach very often and that is just what we heard about. As of Nov 1st, breachs have to be reported by everyone. 

Check out the link on privacy commission presenation and listen in on some of the best practices that we endevor to uphold and practice. 

Part 1 https://www.spreaker.com/episode/16150054

Part 2 https://www.spreaker.com/episode/16150045

 

 

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Life Insurance Thoughts - Best Practice Legal

Financial Services Commission of Ontario

CORRECTION: Life Insurance Agents Compliance Report: 2017/18 Examination Results

INSURANCE • NOVEMBER 8, 2018

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The Financial Services Commission of Ontario (FSCO) has released its 2017/18 Life Insurance Agents Compliance Report.

FSCO conducted 132 on-site examinations and 94 desk reviews of higher- and medium-risk life agents, and found concerning trends in non-compliant activities.

Protect your business

To better protect yourself, your clients, and your business, ask yourself:

  • Do you disclose to clients, in writing, all the insurers you represent?
  • Do you complete the mandatory 30 hours of continuing education credits within every two-year licensing period?
  • Do you have valid Errors and Omissions insurance coverage?
  • Do you document your needs assessments, client discussions and recommendations to clients?
  • If your client chooses not to follow your recommendation, do you get their written acknowledgment?

These are just some of your responsibilities as a licensed life agent. Make sure you understand all of your obligations under the Insurance Act and regulations, as well as industry best practices.

You should also review our new Treating Financial Services Consumers Fairly Guideline to understand FSCO's expectations and to better protect your clients and your business.

FSCO will continue to look for evidence of compliance with both legislative requirements and best practices during on- and off-site examinations.

Taking Action

As our year-over-year examinations have not shown a significant improvement in compliance, we will be taking action to address these trends. Read the full report to learn what steps we're taking.

 

READ REPORT

 
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Please note: If you are a regulated licensee/registrant, regardless of whether or not you subscribe to e-communications, you will automatically receive important information from FSCO via the e-mail address you have provided. More importantly, as a regulated licensee/registrant, you will not be able to unsubscribe from these important email communications.

Financial Services Commission of Ontario
5160 Yonge Street, P.O Box 85 • Toronto, ON M2N 6L9
www.fsco.gov.on.cacontactcentre@fsco.gov.on.ca
1-800-668-0128 • © Queen's Printer for Ontario, 2018

 
 
 
Financial Services Commission of Ontario

CORRECTION: Rapport de conformité sur les agents d'assurance-vie — Résultats des examens de 2017-2018

D'ASSURANCE • 8 NOVEMBRE 2018

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La Commission des services financiers de l'Ontario (CSFO) a publié son Rapport de conformité 2017-2018 sur les agents d'assurance-vie.

La CSFO a mené 132 examens sur place et 94 examens de suivi auprès d'agents d'assurance-vie présentant un risque élevé ou modéré et a constaté des tendances préoccupantes parmi les activités non conformes.

Protéger votre entreprise

Afin de mieux vous protéger et de mieux protéger vos clients et votre entreprise, posez-vous les questions suivantes :

  • Divulguez-vous par écrit à vos clients tous les assureurs que vous représentez?
  • Suivez-vous les 30 heures de formation continue obligatoire pour chaque période de renouvellement de 2 ans?
  • Avez-vous une assurance responsabilité civile professionnelle valide?
  • Documentez-vous vos évaluations des besoins, vos discussions avec les clients et vos recommandations aux clients?
  • Si un client décide de ne pas suivre votre recommandation, lui demandez-vous une confirmation par écrit?

Voilà quelques-unes de vos responsabilités à titre d'agent d'assurance-vie. Assurez-vous de comprendre toutesvos obligations au titre de la Loi de 1990 sur les assurances et de ses règlements, ainsi que les pratiques exemplaires du secteur.

Vous devriez également examiner notre nouvelle Ligne directrice pour le traitement équitable des consommateurs de services financiers pour comprendre les attentes de la CSFO et mieux protéger vos clients et votre entreprise.

La CSFO continuera de vérifier la conformité aux exigences législatives et aux pratiques exemplaires lors d'examens sur place et hors site.

Mesure à prendre

Comme nos examens d'une année à l'autre n'ont pas révélé une amélioration significative de la conformité, nous prendrons des mesures pour traiter ces tendances. Lisez le rapport complet pour découvrir les mesures que nous prenons.

 

LIRE LE RAPPORT

 
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Remarque : Si vous êtes un ou une titulaire de permis ou déclarant(e) touché(e) par la réglementation, que vous soyez inscrit(e) ou non aux communications électroniques, vous recevrez automatiquement des renseignements importants de la CSFO à partir de l'adresse électronique que vous avez fournie. De plus et surtout, à ce titre, vous ne pourrez pas vous désinscrire de ces importantes communications envoyées par courriel.

Commission des services financiers de l'Ontario
5160, rue Yonge, C.P. 85 • Toronto (Ontario) M2N 6L9
www.fsco.gov.on.cacontactcentre@fsco.gov.on.ca
1 800 668 0128 • © Imprimeur de la reine pour l'Ontario, 2018

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