Our Privacy and Commitment to Protecting your Privacy

Last updated: 2026-09-28

Exceedia values your business and we thank you for your confidence in choosing our firm as your source of advice and product. As our client, you trust us with your personal information. We respect that trust and want you to be aware of our commitment to protect the information you share in the course of doing business with us.

 

Your Rights as they pertain to your personal information

• You have the right to know why an organization collects, uses or discloses your personal information.
• You have the right to expect an organization to handle your information reasonably and to not use it for any other purpose other than the one to which you consented.
• You have the right to know who in an organization is responsible for protecting your information.
• You have the right to expect an organization to protect your information from unauthorized disclosure.
• You have the right to inspect the information an organization holds about you and make sure it is accurate, complete and current.
• You have the right to expect an organization to destroy your information when requested or when no longer required for the intended original purpose.
• You have the right to confidentiality from an organization about how it handles your information, and to escalate to the Privacy Commissioner of Canada if need be.

 

How we Collect, Use and Disclose Your Information

When you do business with us, you share personal information so that we may provide you with products and services that best meet your needs. We assume your consent allows our firm to use this information in an appropriate manner. We may use and disclose this information in order to:

• Communicate with you in a timely and efficient manner
• Assess your application for investment, insurance and other services available to you by our firm
• Evaluate claims and underwriting risks when required
• Detect and prevent fraud
• Analyze business results
• Act as required or authorized by law

 

What We Will NOT Do With Your Information

We do not sell client information to anyone; nor do we share client information with organizations outside of our relationship with you.

 

We Strive to Protect Your Personal Information

All employees, associated advisors and suppliers who are granted access to client records understand the need to keep this information protected and confidential. They know they are to use the information only for the purpose intended. This expectation is clearly communicated. We’ve also established physical and systems safeguards, along with proper processes, to protect client information from unauthorized access or use.

 

Where Your Information is Stored and Processed

Your information is stored and processed in Canada, with one exception that we identify under Recording and Transcription of Meetings, Calls and Messages below.

• Your client files are held on two physical servers in our office that back each other up, kept in a locked server cabinet.
• Off-site backup goes to Microsoft SharePoint, on Canadian data centres.
• Our client system and your client portal run on servers in Montreal, Canada, and on equipment in our own office.
• IT security and backups are managed on our behalf by a dedicated security firm.

This supports our obligations under the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial privacy legislation, including the Personal Information Protection Act in Alberta and in British Columbia.

 

Recording and Transcription of Meetings, Calls and Messages

With your knowledge, we may record and transcribe meetings, phone calls and text messages so that we keep an accurate record of the advice we give and the instructions you provide. You may ask us not to record, or to stop recording, at any time, and you may ask for a copy of a recording or transcript that relates to you. We use the following services for this:

• Zoom (meetings, phone and text) — recordings and transcripts stay in Canada. Zoom does not use customer audio, video, chat, screen sharing, attachments or communications content to train its own or third-party artificial intelligence models without explicit consent, and we have not permitted this in our settings.
• Fellow (meeting notes and transcription) — our data is located in Canada. Fellow operates a no-training policy: customer meeting data, transcripts and audio recordings are never used to train large language models.
• Otter.ai (meeting transcription — being phased out) — Otter is hosted in the United States. Data is encrypted in transit using TLS and at rest using AES-256 with Amazon Web Services server-side encryption and regularly rotated keys, and Otter maintains SOC 2 Type 2 certification. We have opted out of allowing Otter to train its artificial intelligence models on our data. Because Otter is hosted outside Canada, we are moving this work to Zoom and Fellow.

 

Artificial Intelligence

The assistant in your client portal and in our client system

Your client portal and our internal client system each include an AI assistant that answers questions in plain language. How it works:

• It runs on equipment we own and control — a machine in our own office and a server in Montreal. Your questions and your file information are not sent to any third-party artificial intelligence company to be answered.
• It sees only your own file — your policies, accounts, meetings, tasks and documents. It cannot reach another client’s information. This is enforced by the system itself, not by policy alone.
• Your information is never used to train any AI model, ours or anyone else’s, and is never used for advertising.
• Every exchange is logged, so there is a record of what was asked and what was answered.
• Commonly asked questions use wording written and approved by your advisor rather than wording the software composes on its own.
• In the mobile app, we show this notice and ask for your consent before you use the assistant for the first time.

The assistant helps you find information in your own file. It does not make decisions about your plan, and it does not replace advice from your advisor.

 

Software development tools

We use AI coding assistants, including Anthropic’s Claude, to help build and maintain our software. These tools work on program code. They are not connected to our client records and do not have access to your personal or financial information.

 

Service Providers We Use

We share information with service providers only as needed to deliver our services to you, and only under terms that require them to protect it. Our principal providers are:

• Equisoft — advisor and policy record keeping (Canadian company, Canadian hosted).
• Microsoft 365 and SharePoint — email, documents and off-site backup (Canadian data centres).
• Amazon Web Services — hosting of our client system and portal, Montreal region.
• Zoom and Fellow — meetings, calls, messaging and transcription (Canadian).
• Otter.ai — transcription, United States, being phased out as described above.
• Cloudflare — traffic security and protection for our websites.
• Our managed IT security provider — security monitoring and backup management.

We do not sell your information, and we do not share it for anyone else’s marketing.

 

Mobile App — Additional Information

The Exceedia mobile application (ca.exceedia.clientportal), available on the Apple App Store and Google Play for iPhone, iPad and Android devices, extends the same privacy commitments above to your device. Specifically:

• Biometric verification — the App uses your device’s built-in biometric authentication (Face ID or Touch ID on iOS and iPadOS, fingerprint or face unlock on Android) to verify your identity each time the App opens. Your biometric data never leaves your device — the operating system returns only a yes/no result to the App, which never sees or stores your biometric data.
• On-device storage — the App stores only a short-lived sign-in token in your device’s hardware-backed secure storage (the Keychain on iOS and iPadOS, the Keystore on Android). Your password, SIN, banking details, and financial information are not stored on your device — they remain on Exceedia’s encrypted servers and are fetched on demand over an encrypted HTTPS connection.
• No third-party tracking — the App does not include third-party advertising SDKs, analytics SDKs, or behavioural-tracking services, and does not track you across other apps or websites. The App communicates only with Exceedia’s own servers (clientportal.exceedia.ca and v2.exceedia.ca).
• Camera & photos (only when you upload a document) — when you choose to send your advisor a document, the App asks your permission to use your camera and photo library so you can photograph a tax slip or receipt, or attach an existing photo. The microphone is used only if you choose to record a video to send. The App requests these only at the moment you use the upload feature, only uploads the file you select, and does not otherwise access your camera, microphone, photos, location, or contacts.
• AI assistant — the optional in-app assistant is covered in full under Artificial Intelligence above. In short: it answers using information from your own Exceedia file, runs on Exceedia’s own secure servers, is never sent to a third-party AI service, and is never used to train any model. The App asks for your consent before you use it for the first time.
• Screen protection (Android) — on Android, the App applies the FLAG_SECURE protection on screens showing personal information to block screenshots and screen recordings of your data.

 

Account & Data Deletion

You may request deletion of your Exceedia account and the personal information associated with it at any time by emailing tech@exceedia.ca from the address on file, or by contacting your advisor. We will delete information that we are not required by law or regulation (for example, securities and tax record-keeping obligations) to retain.

 

Contact

Exceedia Consulting Ltd
Attn: Jesse Vu, Privacy Officer
324 Marlborough Way NE, Calgary, AB T2A 6R9
tech@exceedia.ca

 

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Website Terms of Use

Upon accessing and utilizing this website, all users are agreeing to comply by the following terms of use. These terms apply to all content, products, and services contained within this website.

 

1. Responsibility of Contributors

If you contribute any content to this website, you are accepting all responsibility for the content. Therefore, you will be held liable for any harm that results from the use of that content. Any type of content (text, images, graphics, etc.) contributed to this website must not:

• Infringe the proprietary rights of a third party
• Contain any viruses or other destructive content
• Be spam or unwanted commercial content
• Contain offensive material

 

2. Responsibility of Visitors

Visitors of this website are to be responsible for taking precautions when reviewing, using, or downloading material from this website. The material posted to this site has not been, and cannot be, 100% reviewed, and therefore Exceedia cannot be responsible for the material’s content, use, effects, or accuracy. Exceedia disclaims responsibility for any harm or loss resulting from the use of this website.

 

3. Content Posted on Other Websites

Exceedia is not responsible for content found or used via links to other websites. We have not reviewed or endorsed the material contained within any outside websites, and disclaim any responsibility for any harm or loss resulting from the use of these external sites.

 

4. Copyright Infringement

We ask that you respect the intellectual property rights of our website and Exceedia, as well as the intellectual property rights of others. Any visitors found repeatedly infringing upon copyrights will no longer be allowed to access the site. If visitors see material on the website that does violate intellectual property rights of any kind, we ask that you notify our staff immediately so appropriate action can be taken.

 

5. Intellectual Property

Your use of this website does not give you permission to reproduce or use any trademarks, service marks, graphics, or logos representing Exceedia or those representing third parties.

 

6. Termination

We maintain the right to terminate your access to all or any part of this website at any time, with or without cause, and with or without notice.

 

7. Disclaimer of Warranties

This website disclaims all warranties that the content within will be error free or that access to the site will be unlimited, continuous, or uninterrupted. Visitors use, download, or obtain services at their own discretion and risk.

 

8. Limitation of Liability

In no event will Exceedia be liable, with respect to any subject matter of this agreement, under any legal theory for any loss, damages, cost or harm of any kind.

 

9. General Representation

By using this website, you agree to act in strict accordance with this agreement, the privacy policy, as well as all applicable laws and regulations.

 

10. Indemnification

You agree to indemnify and hold harmless Exceedia and all of its staff members from and against any and all claims and expenses, including attorney’s fees, arising out of your use of this website, including but not limited to your violation of this agreement.

 

11. Miscellaneous

Through use of this website, users agree to all subject matter included in these terms of service. These terms can be modified or updated by executives of Exceedia at any time. This website will be governed by the laws of the province of Alberta, Canada. If any part of this agreement is deemed invalid, that part will be construed to reflect the parties’ original intent, while the remaining sections of the agreement will remain in full force.