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Effective October 6, 2026
BenefitTrack ("BenefitTrack", "we", "us" or "our") respects your privacy and is committed to handling personal information responsibly.
This Privacy Policy describes how BenefitTrack collects, uses, discloses, retains and protects personal information when you access or use BenefitTrack's websites, applications, software and related services (collectively, the "Service").
This Policy is intended to reflect applicable Canadian privacy requirements, including the Personal Information Protection and Electronic Documents Act ("PIPEDA") where applicable.
BenefitTrack is responsible for personal information under its control, including information processed on its behalf by service providers.
BenefitTrack designates responsibility for privacy compliance within the organization and maintains administrative, technical and organizational measures designed to protect personal information.
Questions, access requests, correction requests or privacy complaints may be directed to BenefitTrack's Privacy Officer using the contact information provided through the Service or at benefittrack.ca.
The personal information BenefitTrack collects depends on the features you choose to use.
We may collect information such as:
We may collect and process information relating to your workplace benefits, including:
Benefit information may be sensitive personal information depending on its nature and context.
Where you use claims-tracking or related features, BenefitTrack may process information such as:
BenefitTrack is designed to collect the information reasonably necessary to provide its benefits-management functionality rather than detailed clinical records.
If you choose to connect an account maintained by an insurer, benefits administrator or other third party, BenefitTrack may process information necessary to establish and maintain that connection, which may include:
BenefitTrack uses this information to provide the connection or functionality that you authorize.
If you upload a benefit booklet or another document, BenefitTrack may process the document to extract and organize information relevant to the Service.
The Service may use transient processing of original documents and retain structured information derived from those documents where necessary to provide the Service.
Unless otherwise disclosed at the time of collection, BenefitTrack does not require the permanent retention of an original benefit booklet solely to retain the benefit information extracted from it.
If you contact BenefitTrack, we may collect the contents of your communication and related contact information.
If you choose to connect an email account or another communication service for a specific feature, BenefitTrack will identify the purpose of that connection and the information required before authorization.
We may automatically collect limited technical and usage information, including:
BenefitTrack may collect personal information:
We do not intentionally obtain benefits information from a private third-party account unless you have authorized the applicable connection or feature.
BenefitTrack may use personal information to:
BenefitTrack will not use personal information for a materially different purpose without obtaining additional consent where required by applicable law.
BenefitTrack may use automated technologies, including artificial intelligence services, to process information for functions such as:
Information may be processed by service providers acting on BenefitTrack's behalf for these purposes.
BenefitTrack does not treat automated output as an authoritative determination of insurance coverage or eligibility.
Where appropriate, the Service may ask you to review, confirm or correct information generated through automated processing.
BenefitTrack does not sell personal information to artificial intelligence providers.
Certain BenefitTrack features may access information from an insurer, benefits administrator or other third-party account at your direction.
When you activate such a connection, you authorize BenefitTrack and service providers acting on its behalf to process the authentication and account information reasonably necessary to provide the requested functionality.
Automated technologies may be used to access and interact with those third-party systems on your behalf.
Depending on the connection, this processing may involve:
BenefitTrack limits such access to purposes associated with providing and maintaining the authorized feature.
You may revoke an available connection through the Service or by contacting BenefitTrack.
The extension supports iA Financial Group and Manitoba Blue Cross. You sign in to your insurer yourself, including any multi-factor authentication. The extension does not enter, store or send your insurer password, login cookies or MFA inputs to BenefitTrack or its AI providers.
When you agree to connect and start a coverage check, the extension reads relevant benefit pages in your existing browser tab. This can include member and policy identifiers, the selected covered person, benefit categories, remaining balances, limits, amounts used, reimbursement percentages, benefit periods, reset dates and shared maximums. BenefitTrack saves selected readings, their carrier source and capture time to your account. While you enter a claim, the extension can read the selected service and its labelled billed amount and service date to prepare a review. Dropdown options and unselected benefits are not treated as claims. Claims are added to tracked usage when you confirm them; the extension does not submit your insurance claim.
When exact extraction needs assistance, relevant page text, headings, controls and observed value candidates may be sent through BenefitTrack to TypeSafe Jev or Google Gemini. An authenticated iA page screenshot may be sent to Gemini for a difficult navigation case and may contain visible personal or health information. Login and MFA screens are excluded. Manitoba Blue Cross screenshots are disabled. The AI services select observed evidence; packaged extension code validates the selection and copies exact carrier values. All executable extension code is included in the extension package.
BenefitTrack uses Vercel for hosting, Supabase for account and database services, TypeSafe and Google for AI processing, Resend for email, and PostHog for limited service analytics. These services may process data outside Canada. We do not claim that providers retain no data; their applicable processing terms and operational retention also apply. BenefitTrack does not sell extension data, use or transfer it for personalized advertising, or transfer it for purposes unrelated to providing and supporting the extension, except where required for security, law or a business transfer described in this policy. Our use and transfer of extension data follows the Chrome Web Store User Data Policy, including its Limited Use requirements.
Navigation diagnostics can include insurer URLs, capture times, clicks, scrolling and error codes. Connected website services also handle IP addresses; anonymous booklet-upload analytics can use an IP address as an identifier. We do not collect GPS location, unrelated browsing history or general keystroke logs through the extension.
If you choose Send feedback, your comments, reply email and diagnostic attachment are sent to BenefitTrack support through Resend. Website reports include technical details about the step, selected categories and error codes, rather than your booklet text. Extension diagnostics may contain member identifiers, benefit and claim information. Connection tokens, credentials and screenshot bytes are removed from report attachments. Sending feedback authorizes support staff to read that report to resolve your request; do not include passwords or MFA codes in your comments.
BenefitTrack connection tokens and confirmed member/policy pairings are stored locally in your Chrome profile, restricted to trusted extension contexts. New connections and pairings expire after 180 days and then require reconnection or member confirmation. They survive Chrome restarts and are not synced through Chrome Sync. Active checks and pending claim drafts remain in temporary Chrome session storage. Existing connections and pairings keep their originally issued expiry until you reconnect and confirm your member again. Account balances and confirmed claims remain subject to account deletion and the retention rules below. Support correspondence is retained as needed to resolve the request and associated security or legal requirements; a fixed automatic mailbox deletion period is not currently implemented.
You can disconnect in the extension, remove the extension, or use account controls to disconnect an insurer or delete your BenefitTrack account. Disconnecting clears the extension connection and local pairing; it does not by itself delete previously saved account data. Connection tokens do not renew automatically. This pilot does not provide individual server-side token revocation: removing a local token does not invalidate a copy, which retains its signed expiry for up to 180 days. Contact support@benefittrack.ca for access, correction or deletion requests.
BenefitTrack obtains consent to collect, use and disclose personal information where required by applicable law.
Because some information processed through BenefitTrack may be sensitive, BenefitTrack may request express consent when you activate particular features, such as:
The information presented when you activate a feature may supplement this Privacy Policy.
You may withdraw consent to optional processing, subject to reasonable notice and legal or contractual restrictions. Withdrawing consent may prevent BenefitTrack from continuing to provide a feature that depends on that information.
BenefitTrack uses third-party service providers to operate and support the Service.
These providers may perform functions such as:
These providers may process personal information on BenefitTrack's behalf only as necessary to provide the applicable services or otherwise as permitted by applicable law and contractual arrangements.
BenefitTrack remains responsible for personal information under its control when it is transferred to a service provider for processing and takes reasonable steps designed to ensure an appropriate level of protection.
Some of BenefitTrack's service providers may process or store personal information outside Canada, including in the United States or other jurisdictions.
As a result, personal information processed in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement or national security authorities in accordance with applicable law.
BenefitTrack uses contractual, technical and organizational measures designed to protect personal information processed by service providers.
We may disclose information to service providers that process information on our behalf as described in this Policy.
We may disclose information where you request or authorize us to do so.
We may disclose information where reasonably necessary to:
If BenefitTrack is involved in a financing, merger, acquisition, reorganization, sale of assets or similar corporate transaction, personal information may be disclosed or transferred as permitted by applicable law and subject to appropriate safeguards.
Access to BenefitTrack may in some circumstances be introduced, sponsored or facilitated by an employer, benefits provider or other organization.
The fact that an organization sponsors or facilitates access does not by itself give that organization access to an individual's detailed benefits or claims information.
If a BenefitTrack arrangement involves disclosure of identifiable user information to an employer or another organization beyond what a user would reasonably expect, BenefitTrack will provide appropriate notice and obtain consent where required before that disclosure occurs.
BenefitTrack may use or disclose aggregated or de-identified information that does not identify an individual, subject to applicable law.
BenefitTrack does not sell personal information.
BenefitTrack does not disclose benefits or claims information to third parties for their independent advertising purposes.
BenefitTrack may use cookies and similar technologies that are reasonably necessary to:
We may use analytics service providers to assist with these functions.
BenefitTrack seeks to limit sensitive benefits information included in analytics and diagnostic systems.
Where consent is required for non-essential cookies or similar technologies, BenefitTrack will request it in accordance with applicable law.
BenefitTrack retains personal information only for as long as reasonably necessary for the purposes for which it was collected, including to:
Different categories of information may be subject to different retention periods.
When personal information is no longer reasonably required, BenefitTrack will delete, anonymize or otherwise securely dispose of it in accordance with applicable law and its retention practices.
Information may remain for a limited period in backups, security records or systems maintained by service providers where immediate deletion is not technically practicable, subject to applicable safeguards and retention controls.
You may close your BenefitTrack account or revoke supported third-party connections.
When a third-party connection is revoked, BenefitTrack will take reasonable steps to disable the connection and remove authentication information that is no longer required for the authorized purpose, subject to legitimate security, technical or legal retention requirements.
When an account is closed, BenefitTrack will delete or anonymize personal information that is no longer reasonably necessary, subject to applicable legal, security, fraud-prevention, backup and record-retention requirements.
BenefitTrack uses administrative, technical and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, misuse and destruction.
Safeguards may include, as appropriate:
No method of storing or transmitting information can be guaranteed to be completely secure. BenefitTrack therefore cannot guarantee absolute security.
Subject to applicable law, you may request access to personal information BenefitTrack holds about you and request corrections where information is inaccurate or incomplete.
BenefitTrack may need to verify your identity before responding to a request.
Certain information may be withheld where permitted or required by law, including information that would reveal another individual's personal information or information protected by legal privilege.
You may withdraw consent to certain uses of personal information or request deletion of personal information, subject to applicable legal, contractual and operational restrictions.
Withdrawal of consent may affect BenefitTrack's ability to provide features that require the applicable information.
BenefitTrack may retain information where reasonably necessary to satisfy legal obligations, protect the security and integrity of the Service, prevent fraud, resolve disputes or establish, exercise or defend legal rights.
If you have a question or concern regarding BenefitTrack's handling of personal information, you may contact BenefitTrack's Privacy Officer.
BenefitTrack will review privacy inquiries and complaints and will take reasonable steps to investigate and respond as appropriate.
Nothing in this Policy limits any right you may have to contact an applicable privacy regulator.
BenefitTrack is not intended for use by children who are not legally capable of consenting to the collection and processing of their personal information.
Information relating to dependants may be processed where it is provided by a parent, guardian or other person authorized to manage the applicable benefit information.
BenefitTrack may update this Privacy Policy as its services, practices or legal obligations change.
The current version will be made available through the Service.
If BenefitTrack makes a material change to the way personal information is collected, used or disclosed, BenefitTrack will provide appropriate notice and obtain additional consent where required by applicable law.
Questions, requests or complaints concerning this Privacy Policy or BenefitTrack's privacy practices may be directed to:
Privacy Officer
BenefitTrack
benefittrack.ca
Email: support@benefittrack.ca