Data Sharing & Client Information Use Policy (Providers)

How agents, brokerages, and team members may use client information received through QuoteFinder.ca

Quick summary: Client information received through QuoteFinder.ca may only be used for legitimate quote, service, account, and compliance purposes connected to the client’s request and your participation on the platform. Providers must protect client data, limit access to authorized staff, avoid spam or unrelated solicitation, and follow applicable privacy/anti-spam laws and platform rules. Selling, scraping, misusing, or repurposing client data is not allowed.

1. Purpose of this policy

This Data Sharing & Client Information Use Policy (Providers) explains how providers, brokerages, team accounts, and their authorized users may access, use, share, store, and protect client information received through QuoteFinder.ca (“QuoteFinder.ca”, “we”, “us”, or “our”).

This policy is designed to protect clients, support fair marketplace participation, reduce misuse of personal information, and clarify what uses of client information are allowed and not allowed.

2. Who this policy applies to

This policy applies to any provider-side user of QuoteFinder.ca, including:

  • agents, brokers, advisors, and agencies;
  • brokerages and team accounts;
  • organization admins and team members;
  • staff, assistants, contractors, or delegates using provider access or provider-received client data;
  • any person acting on behalf of a provider or organization using QuoteFinder.ca.

Provider responsibility

If you receive client information through QuoteFinder.ca, you are responsible for how you and your organization use and protect that information, including use by your staff, team members, and service providers.

3. What “client information” means in this policy

For this policy, “client information” means information about a client/consumer or quote requester that is shared, revealed, displayed, or made accessible through QuoteFinder.ca, including information provided by the client, generated in the quote workflow, or shared during provider-client communications.

Client information may include, depending on the workflow:

  • name and contact details;
  • quote request details and preferences;
  • location or regional information;
  • timing and service needs;
  • communications, messages, and attachments;
  • quote-related notes, selections, and outcomes;
  • other information reasonably connected to the requested service.

4. How providers may receive client information

Providers may receive client information through QuoteFinder.ca in different ways, including:

  • marketplace views or lead/quote request listings;
  • provider dashboard access;
  • quote request invitations or unlock/access workflows;
  • masked or unmasked messaging (depending on platform settings/workflow);
  • client selection, follow-up, or support events;
  • email/SMS/in-platform notifications generated by the platform (where enabled).

The amount of data shown may vary based on your role, permissions, product category, province/state, verification status, billing status, and platform workflow rules.

5. Permitted uses of client information (what you may do)

Providers may use client information only for legitimate, authorized purposes related to the client’s request and participation on QuoteFinder.ca.

Permitted uses generally include:

  • reviewing the client’s quote request to determine whether you can provide a relevant quote/service;
  • contacting the client about the specific quote request (subject to applicable law and platform communication rules);
  • preparing, submitting, clarifying, and following up on quotes or service options related to the request;
  • responding to client questions and providing service-related communications;
  • maintaining internal records needed to service the request, document communications, or meet compliance obligations;
  • billing, dispute handling, fraud prevention, and audit/compliance recordkeeping connected to the platform interaction;
  • limited internal performance review and operational analysis for quote handling (using appropriate safeguards).

Purpose limitation

The main rule is simple: use client information for the client’s actual request and related service/compliance purposes — not for unrelated marketing lists, resale, or broad prospecting.

6. Prohibited uses of client information (what you may not do)

Providers must not misuse client information received through QuoteFinder.ca. Prohibited uses include (without limitation):

  • selling, renting, sharing, licensing, or trading client information to third parties for unrelated purposes;
  • using client information to build or enrich marketing databases, lead lists, or audience lists unrelated to the client’s request;
  • scraping, bulk exporting, or harvesting client data beyond platform-authorized access or features;
  • sending spam, mass solicitation, or unrelated promotional outreach using platform-obtained contact details;
  • contacting the client for products/services unrelated to the requested quote without appropriate consent and lawful basis;
  • sharing client information with unauthorized staff, contractors, partner agencies, or affiliates;
  • posting or disclosing client information in public channels, chats, social media, or forums;
  • using client information to bypass platform rules, fees, masking, routing, or trust controls in prohibited ways;
  • using platform data to train external tools/models or create datasets without authorization from QuoteFinder.ca and lawful rights to do so;
  • retaining client information longer than reasonably necessary for allowed purposes or required compliance retention.

7. Unrelated marketing and cross-selling restrictions

Client information received through QuoteFinder.ca is not a general-purpose prospecting list. Providers must not use it for broad or unrelated marketing campaigns.

Examples of restricted conduct include:

  • adding a client to a newsletter or drip campaign without valid consent where required;
  • using one quote request to market unrelated financial/insurance products not requested by the client;
  • repeated follow-up after the client opted out or asked not to be contacted (subject to applicable law and recordkeeping needs);
  • sharing the client’s information with affiliated businesses for their own marketing use without lawful basis and authorization.

For communication rules, also see our Anti-Spam Policy and Consent & Electronic Communications Policy.

Important

Even if a client’s contact details become visible through the platform workflow, that does not automatically mean you can use them for unrestricted or unrelated outreach.

8. Internal sharing within your brokerage or team

Providers and brokerages may share client information internally only with authorized personnel who need access for legitimate purposes related to the client’s request, service delivery, compliance, support, supervision, or billing.

Internal sharing must be limited by role and business need. Organizations should:

  • use role-based permissions where available;
  • limit access to staff directly involved in the request;
  • remove access promptly when staff leave or change roles;
  • train team members on privacy, anti-spam, and platform-use rules;
  • avoid downloading or re-sharing data unnecessarily.

9. Sharing with service providers and vendors (provider-side)

If you use third-party tools or vendors (for example, a CRM, email service, document storage, call system, compliance software, or admin support) to process client information received through QuoteFinder.ca, you remain responsible for ensuring that use is lawful, secure, and limited to allowed purposes.

Before sharing client information with your vendors, you should ensure:

  • the vendor is needed for a legitimate business purpose related to the request;
  • the vendor has appropriate privacy/security controls;
  • access is limited to necessary data only;
  • the vendor is contractually restricted from using data for its own unrelated purposes (where applicable);
  • sharing complies with applicable law and your own privacy obligations.

10. Minimum necessary use and data minimization

Providers should access and use only the amount of client information reasonably needed to review, quote, communicate, or service the request.

Do not request, copy, or store extra personal information that is not needed for the purpose you are handling.

11. Accuracy and correction

Providers should take reasonable care not to create or spread inaccurate information about a client request.

If you notice that client information appears incomplete or incorrect, use appropriate channels (for example, platform messaging or quote clarification workflows) to confirm details rather than making assumptions.

Do not alter or misrepresent client information to fit a sales script, internal process, or platform workflow.

12. Security and confidentiality obligations (provider-side)

Providers must use reasonable safeguards to protect client information received through QuoteFinder.ca from unauthorized access, misuse, disclosure, or loss.

Reasonable safeguards may include:

  • strong passwords and secure account access practices;
  • restricting account sharing and enforcing least-privilege access;
  • device security (screen lock, updates, antivirus/endpoint protection where appropriate);
  • secure handling of emails, downloads, and attachments;
  • secure storage practices for exported or copied records;
  • staff training and internal confidentiality procedures;
  • prompt removal of access for former employees/contractors.

Providers must not leave client information exposed in shared inboxes, unsecured spreadsheets, public links, or open devices accessible by unauthorized people.

Shared responsibility

QuoteFinder.ca applies platform safeguards, but providers are responsible for protecting data once they access or receive it through the platform and bring it into their own systems or workflows.

13. Retention and deletion of client information (provider-side)

Providers may retain client information only for as long as reasonably necessary for legitimate purposes related to the quote request, service process, internal compliance requirements, dispute handling, fraud prevention, billing/accounting, and applicable legal obligations.

Providers should establish internal retention practices that:

  • avoid indefinite storage of platform-obtained client data without purpose;
  • separate active leads/requests from archived records;
  • delete or securely dispose of data no longer needed;
  • retain only what is required for legal/compliance or documented business purposes;
  • protect archived records with restricted access.

If applicable law requires longer retention for certain records, providers are responsible for meeting those requirements.

14. Client communication preferences and opt-outs

Providers must respect client communication preferences, opt-outs, and applicable anti-spam/telemarketing rules when contacting clients using information received through QuoteFinder.ca.

If the platform provides communication controls, masking, or channel restrictions, providers must follow them and must not attempt to bypass them.

For more details, see our Anti-Spam Policy and Consent & Electronic Communications Policy.

15. Off-platform use and off-platform contact rules

Providers may communicate with clients off-platform only where the platform workflow, applicable law, client consent/preferences, and platform rules allow it.

Even where off-platform communication is allowed, client information originally received through QuoteFinder.ca remains subject to this policy’s restrictions on misuse, resale, spam, and unrelated solicitation.

Providers may not use off-platform contact as a way to evade platform restrictions, masking controls, payment/credit rules, or enforcement actions.

16. Incident reporting and unauthorized access

If a provider becomes aware of unauthorized access to client information received through QuoteFinder.ca, misuse of that information, accidental disclosure, or a suspected security incident affecting platform-obtained client data, the provider should act promptly to contain the issue and notify QuoteFinder.ca where appropriate.

Examples include:

  • unauthorized staff access or former employee access not removed in time;
  • lost/stolen device containing client data;
  • accidental email to the wrong recipient;
  • suspected account compromise or phishing related to QuoteFinder.ca access;
  • breach of a provider-side system storing platform-obtained client information.

Contact us through Contact / Support as soon as possible if the issue may affect QuoteFinder.ca users or platform integrity.

17. Audit, review, and compliance checks

To protect users and the marketplace, QuoteFinder.ca may review provider compliance with platform policies, including data use, messaging behavior, and access patterns, using automated signals, support reports, trust & safety review, or other lawful review methods.

QuoteFinder.ca may request information or clarification from providers regarding how client information was used in connection with suspected misuse, spam, fraud, or policy violations.

Failure to cooperate

Refusal to address credible misuse concerns, repeated violations, or attempts to hide unauthorized data use may result in restrictions, suspension, or removal from the platform.

18. Relationship to applicable law

Providers are independently responsible for complying with applicable privacy, anti-spam, telemarketing, consumer protection, recordkeeping, and professional/industry rules in the jurisdictions where they operate.

This policy is a platform rule and does not replace your legal obligations or your organization’s internal compliance policies.

19. Relationship to other QuoteFinder.ca policies and terms

This policy supplements other QuoteFinder.ca terms and policies, including the Terms for Agents / Provider Agreement, Terms for Brokerages / Team Accounts, Privacy Policy, Acceptable Use Policy (AUP), Anti-Spam Policy, Identity / Verification Policy, and Account Suspension / Appeals Policy.

Where a more specific rule applies to a particular feature, workflow, or category of data, that rule also applies in addition to this policy.

20. Enforcement and consequences

Violations of this policy may result in one or more actions depending on severity, risk, and repeat behavior, including:

  • warnings or required corrective actions;
  • messaging or data-access restrictions;
  • profile visibility limits;
  • billing/credits holds or provider feature restrictions;
  • team/account suspension;
  • permanent provider/account removal;
  • referral to regulators or law enforcement where appropriate and permitted by law.

21. Changes to this policy

We may update this Data Sharing & Client Information Use Policy (Providers) from time to time to reflect changes in platform features, workflows, legal requirements, or operational needs.

When we update this page, we will post the revised version and update the “Last updated” date below.

22. Contact and provider data-use questions

If you are a provider or brokerage and have questions about permitted use of client information received through QuoteFinder.ca, contact us through the site support/contact page:

Please include enough detail (account email, organization name, and the workflow/feature involved) so we can review your question efficiently.

23. Related pages

Last updated: February 23, 2026