Privacy Policy Overview

Key Definitions

This section clarifies commonly used terms in this privacy policy to help you understand how we handle information.

Personal data means any information that can identify you directly or indirectly, such as your name, contact details, provincial health number when necessary for transactions, or other identifiers provided during service delivery.

Processing includes any operation performed on personal data, such as collection, storage, use, disclosure, or deletion, conducted to deliver our health insurance navigation services.

User refers to an individual who visits the website or uses healthpilot’s services, including clients seeking guidance on insurance options in Canada.

Service refers to the advisory, comparison, enrollment support, and client communication services provided by healthpilot to assist with selecting and managing health insurance plans.

Cookies are small data files placed on your device to recognize repeat visits, measure usage, and support essential site functions and preferences.

Information You Provide

When you sign up or request assistance, we collect details needed to evaluate and manage insurance options and to communicate with you efficiently.

• Contact details: name, email address, mailing address (133 Main Street West, North Bay ON P1B 2T6 when relevant), and phone number for communication and verification.
• Identification and administrative details required for enrollment or eligibility checks, such as date of birth and document identifiers where necessary for processing applications.
• Insurance preferences and plan-related information you provide to help us identify suitable coverage options and cost estimates.
• Payment and billing information submitted when you purchase premium services or enroll through our platform. Payment processors may store full payment details.
• Communications content: messages, form responses, and correspondence you send to our advisors to support service delivery and dispute resolution.
• Optional consented data, such as marketing preferences or feedback you choose to provide to help us improve healthpilot services.

Information From Third Parties

We may receive data from partners and third-party services when it helps deliver or improve our services, or when you grant permission to share such data.

• Insurers and plan administrators supplying policy details and status updates relevant to your applications.
• Payment processors that provide transaction confirmations and billing records when you use paid services.
• Authorized consultant or employers sharing enrollment-related data for group plans or workplace benefits.

Legal Basis for Processing

Where applicable, we rely on one or more lawful bases to process personal data in accordance with privacy laws.

• Performance of a contract: processing necessary to deliver services you request, including enrollment support and consulting.
• Consent: for optional activities such as marketing communications and certain profiling for recommendations.
• Legitimate interests: for platform security, fraud prevention, analytics, and service improvement, balanced against user rights.
• Legal obligation: where processing is required to comply with regulatory or statutory requirements in the Canadian insurance sector.

How We Share Data

We share personal data only as needed to deliver services, comply with legal obligations, or as described with your consent. Third parties are required to protect your information.

• Insurance carriers and plan administrators to process enrollments and claims-related information.
• Payment processors and business institutions for billing and transaction processing.
• Analytics and hosting providers to maintain and analyze platform performance.
• Legal and regulatory authorities when disclosure is necessary to comply with the law or respond to lawful requests.
• Service partners and subcontractors who support customer service, identity verification, and technical infrastructure.
• Affiliates and business partners when necessary to provide combined services or fulfill contractual obligations with your consent.

Data Retention

We retain personal data only as long as necessary for the purposes described, subject to legal or regulatory retention obligations and our need to resolve disputes or enforce agreements.

Account information is retained while your account is active and for a period thereafter to comply with recordkeeping obligations or to address potential claims, typically up to seven years unless a different retention period applies by law.

Communications and support records are retained for a reasonable period to allow us to respond to inquiries and maintain service quality, normally up to three years unless longer retention is required.

System logs and diagnostic data are stored for security and operational purposes, usually retained for up to one year unless needed longer for incident contribute.

When personal data is no longer required, we securely delete or anonymize it. You may request deletion as described in the rights section; deletion requests will be processed subject to legal and contractual constraints.

Your Rights and Choices

You can exercise your data rights by contacting our privacy team. We aim to respond to requests in a timely manner and in accordance with applicable law.

• To exercise rights such as access, correction, deletion, or portability, contact [email protected] or write to: privacy requests, 133 Main Street West, North Bay ON P1B 2T6. For urgent matters call +14162813021.
• Access: You can request a copy of personal data we hold about you to verify what information we maintain and how it is processed.
• Correction: If your personal information is inaccurate or incomplete, you can ask us to correct or update it so records remain current.
• Deletion: You may request deletion of personal data we maintain about you where retention is no longer necessary for the purposes disclosed.
• Portability: Where applicable, you can request a machine-readable copy of the personal data you provided to us for transfer to another service.
• Restriction: You may ask us to restrict processing of your personal data while a dispute about accuracy or lawful processing is resolved.
• Objection: You can object to our processing of your personal data for direct marketing or other legitimate interests, and we will review the request.
• Withdraw Consent: If you previously consented to specific uses of your personal data, you can withdraw that consent at any time for future processing.

Marketing communications

healthpilot uses your contact details to send relevant updates about services, plan comparisons, and occasional offers related to health insurance navigation in Canada. We send only information intended to help you choose and manage coverage more effectively.

You can opt out from marketing messages at any time by using the unsubscribe link in emails, adjusting preferences in your account dashboard, or contacting us at +14162813021. Unsubscribe requests are processed promptly.

Third-party links

Our site may link to external insurers, government pages, or partner tools. These links are provided for convenience. healthpilot does not control third-party content or their privacy practices; review each site’s privacy policy before sharing personal information.