Canadian-hosted document collection for insurance brokers
Canadian-hosted document collection for insurance brokers
Broker client files contain sensitive personal information
Ontario insurance brokers routinely collect:
- Government-issued photo ID and driver's licences
- Driver's abstracts and motor vehicle records
- Prior policy and claims history
- Financial statements on commercial lines
- FNOL photos and police reports
This is personal information under PIPEDA. Ontario private-sector insurance businesses do not have a separate provincial privacy statute — federal PIPEDA applies (IPC Ontario).
Clients trust brokers with this data. Brokerages trust their software vendors with it too.
What PIPEDA expects (practical summary)
PIPEDA requires organizations to protect personal information with security safeguards appropriate to the sensitivity of the data — including:
- Encryption and access controls
- Limiting collection to identified purposes
- Retention only as long as necessary
- Accountability for third-party processors
Hosting client documents on unsecured email, personal devices, or unvetted US-based tools with broad data-sharing terms creates avoidable risk — and awkward conversations with Principal Brokers and E&O carriers.
Hivi-X security posture
Hivi-X publishes its trust claims on hivi-x.ca/trust:
- Hosted in Canada
- AES-256-GCM encryption at rest for sensitive fields
- TLS in transit
- Self-hosted AI — client data not sent to OpenAI, Google, Anthropic, or other third-party AI providers
- Consent-first secure guest link or my-id.ca client portal
This supports brokerage conversations about vendor vetting under RIBO Responsible AI guidance — not only generic "we use encryption" marketing.
Canadian hosting vs foreign SaaS
Many document tools default to US infrastructure and US subprocessors. For Ontario brokerages, that raises:
- Cross-border data transfer questions under PIPEDA
- Client trust concerns ("where does my licence photo go?")
- RIBO AI vendor-vetting documentation gaps
Canadian hosting does not automatically make a tool compliant — your brokerage still needs policies, consent, and retention rules. But it removes one common objection in producer and Principal Broker evaluations.
Document collection is not the same as the BMS
Your BMS vendor may also host in Canada or abroad — verify their terms separately.
Hivi-X is the pre-bind intake layer: checklists, client portal uploads, approve/reject workflow, and PDF export. It complements Applied Epic, Vertafore SIG, and Power Broker — it does not replace their security certifications or trust accounting controls.
General information only
This page summarizes published Hivi-X trust claims and public privacy guidance. It is not legal advice. Consult your Principal Broker, privacy officer, and qualified counsel for your brokerage's PIPEDA program.
Start a free trial on Canadian-hosted infrastructure.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Where is Hivi-X data stored?
- On servers hosted in Canada. See the Hivi-X trust page for current infrastructure details.
- Does Hivi-X use third-party AI for client files?
- No. Voice transcription and AI summaries run on infrastructure Hivi-X operates. Client data is not sent to OpenAI, Google, Anthropic, or similar providers.
- Is Canadian hosting required by RIBO?
- RIBO does not mandate Canadian hosting specifically, but PIPEDA requires appropriate safeguards for personal information. RIBO Responsible AI guidance also expects vendor vetting — Canadian hosting and self-hosted AI support those conversations.
Organize broker client files without the email chase
Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.
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