Last updated: October 15, 2026
HGM Adjusters is committed to protecting the privacy and security of your personal information. This policy outlines how we collect, use, disclose, and safeguard your personal data in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy legislation.
1. Collection of Personal Information
We collect personal information that is necessary to provide insurance adjusting services. This may include your name, address, telephone number, email address, claim details, insurance policy number, photographs, correspondence, recorded statements, and other documentation relevant to your claim. Depending on the claim, this may include sensitive information such as medical or financial records. Where required, we obtain consent before recording a statement.
2. Use of Personal Information
We use personal information to assess and manage insurance claims, communicate with you and relevant parties, comply with legal obligations, and improve our services. Your data is used only for purposes consistent with the services we provide.
3. Use of Artificial Intelligence
We may use artificial intelligence (AI), including generative AI, to assist our staff in providing insurance adjusting services. Uses may include reviewing and summarizing claim documents and correspondence, extracting information from documents and photographs, transcribing recorded statements or staff dictation, drafting reports and letters, researching comparable items, and identifying follow-up tasks.
Depending on the task, relevant claim information may be sent to an external AI service provider for processing. This may include names and contact details, claim and policy details, document contents, photographs, audio recordings, and sensitive information contained in those materials. We aim to limit the information used to what is necessary for the task. AI use is subject to applicable consent requirements, legal obligations, and client instructions.
AI can produce inaccurate, incomplete, or biased results. AI outputs support our staff's work and require appropriate human review before being relied on in claim assessments or communications. Our adjusters remain responsible for their professional assessments; AI does not independently determine insurance coverage or final claim settlements.
You may contact our Privacy Officer to ask whether AI is being used in connection with your information, raise a concern, request a correction, or discuss restrictions on its use. We will explain available alternatives and any effect a restriction may have on our ability to provide services, subject to applicable law and our obligations in handling the claim.
4. Disclosure and Service Providers
We may disclose your personal information to insurance companies, legal representatives, contractors, service providers, and regulatory authorities as required. All disclosures are made on a need-to-know basis and are subject to confidentiality obligations.
Our technology service providers may include providers of AI, transcription, hosting, and document storage services. Information may be processed or stored outside Canada and may be accessible to authorities under the laws of those jurisdictions. Provider retention and any use of information for model training depend on the service, account settings, and applicable contractual terms. Contact our Privacy Officer for details about the providers and arrangements relevant to your information.
5. Consent
We obtain meaningful consent for the collection, use, and disclosure of personal information where required by applicable law, including for AI processing where consent is required. Publishing this policy or your visiting our website does not by itself constitute consent to every use described here. You may contact our Privacy Officer to discuss or withdraw consent, subject to legal or contractual restrictions. We will explain the consequences of withdrawal.
6. Security
We take appropriate technical and organizational measures to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. This includes secure storage, encrypted communications, and access controls.
7. Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. When information is no longer needed, it is securely destroyed or anonymized.
AI-generated summaries, transcripts, drafts, and related records retained as part of a claim file are subject to our claim-file retention practices. External service providers may retain inputs, outputs, or service logs under the arrangements described above; this policy does not promise immediate deletion from their systems.
8. Access and Correction
You have the right to access your personal information and request corrections to any inaccuracies. To make such a request, please contact us at claims@hgmgroup.ca.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the last-updated date will be updated accordingly.
10. Contact Information
If you have any questions or concerns about this policy or our data practices, please contact:
Privacy Officer
HGM Adjusters
20 Cougar
Pl N
Lethbridge, AB T1H 6H2
Email:
claims@hgmgroup.ca