General Records

Functional Area  Title
Auto / Insurance Automobile Insurance Actuarial Rates and Valuation Files
  Automobile Insurance Statistical Plans
  Automobile Insurance Rate Filings
  Automobile Insurance Underwriting Rules, Endorsements and Forms
  Rates Operations General Correspondence 
Corporate Services - Risk Management Freedom of Information and Privacy Act Requests
  Privacy Complaints
  Privacy Impact Assessments
  Audit Reports and records
  Risk Management Committee Agendas and meeting minutes
  Insurance applications, policies and records
  Risk Assessments
Corporate Services - Finance Accounting and financial records
  Vendor invoices
  Customer invoices
  Banking documents
  HST returns
Corporate Services - ePMO Project tracking records
Corporate Services - Human Resources Employee Files 
  Labour Relations Files
  Grievance and Arbitration Files
  Collective Agreements
  Human Resources Policies
  Benefit Booklets
Credit Unions and Prudential Credit Union filings and related records
  Correspondence/inquires and responses
  Examination files and related records
  Regulatory and Supervisory matters and related records 
Legal and Enforcement Legal records
  Litigation files
  Investigation records
  Investigative reports
Market Conduct Annual Information Returns 
  General correspondence/inquires
  Administrative Monetary Penalties
  Licensing applications and related records
  Insurance\Mortgage Filings
Pensions Pension Plan Documents 
  Pension Plan Financial Submissions 
  Pension Plan Policies
  Pension Plan Guidance and Reporting Documents
Policy and Consumer Office Submissions to the Ministry of Finance
  Correspondence/Inquiries and responses
  Innovation Framework and related records
  Guidance and related records 
  Rules and related records 
  Consumer Office (CO) research reports and related records
  Consumer Advisory Panel (CAP) Meeting Summaries
Public Affairs Media Releases

Personal Information Banks

Institution Title Authority Information Maintained Retention Period Users Uses Individuals in Bank Disposal Policy
Financial Services Regulatory Authority (FSRA) - Market Conduct Division Insurance Ombudsman Insurance Act, R.S.O. 1990.c.I.8, s.5.1, s.29, s.30, s.31, s.438 and s.439 Name, personal opinions/views, related to the person's complaint, residence and business addresses Five years, then destroyed. Branch staff, specific insurer involved Determine offences against the Act, reviews consumers' complaints about insurers' business practices, receives and tracks complaints about all the entities of FSRA's regulated sections. Complainants Destroy
Financial Services Regulatory Authority (FSRA) - Market Conduct Division Mortgage Brokers - Registrant Compliance and Inspection Records Mortgage Brokers Act, R.S.O. 1990, c.M.39. Name, business transactions, copies of documentation from registration files, copy of inspection assignments, details of general and trust accounts, directors, employees of non-registered businesses, employees' names, general ledger, home and business address For the life of the registered company, then transferred to archives. Branch staff. Ensure registrants comply with the Act; reference for Registrar in processing registrations. Principal shareholders, directors, officers, employees of registered businesses. Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Market Conduct Division Individual/Corporate Insurance Agents and Adjusters Insurance Act, R.S.O. 1990 Name, affiliation with other corporations or business' bankruptcy information, citizenship status, criminal convictions, date of birth, education (CE and adjusters), gender, residence and business addresses, errors and omissions insurance information. Destroyed 4 years after licence lapses; or after 20 years for red-tagged files. Division staff Access suitability for licensing Applications for registration. Licensed insurance agents and insurance adjusters and corporate agents and adjusters. Destroy
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Judicial Review and Civil Litigation Files Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Mortgage Brokers Act, R.S.O. 1990, c. M. 39; Insurance Act, R.S.O. 1990, c. I.8, Credit Unions and Caisses Popularities Act, 1994, S.O. 1994, c. 11; Co-operative Corporations Name, address, date of birth, employment history, information on associates, present and past activities, qualifications, quasi-criminal offences. Retained in Branch for 1 year after obsolete or superseded. Retained in Record Centre 9 years Branch Staff Judicial reviews or civil litigation stemming from decisions reached during FSRA - conducted hearings Individuals prosecuted or under investigation for offences under the statutes administered by FSRA. Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Motor Vehicle Accident Claims Fund - Litigation Collection Files Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Insurance Act, R.S.O. 1990, c. I.8; Motor Vehicle Assessment Claims Act, R.S.O. 1990, c. M. 41 Name, address, citizenship, date of birth, education, employment history, marital status, medical history, police notes, income and tax information, insurance coverage history Files retained in branch for 2 years after being closed, then returned to Motor Vehicle Assessment Claims Fund (Unit) Branch Staff Litigation over the collection of monies from uninsured or unidentified drivers, originally paid out by the Motor Vehicle Accident Claims Fund (Unit) Uninsured individuals involved in accidents, owners of the vehicle involved in the accident, family members of the uninsured and individuals living with the uninsured. Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Motor Vehicle Accident Claims Fund - Litigation Defence Files Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Motor Vehicle Assessment Claims Act, R.S.O. 1990, c. M. 41 Name, address, citizenship, date of birth, education, employment history, family information, medical history, police notes, income and tax information, insurance coverage history, motor vehicle licence information Files retained for 2 years after being closed, then returned to Motor Vehicle Assessment Claims Fund (Unit) Branch Staff Civil litigation in defence of claims involving accident benefits or damages against the Superintendent of FSRA and for litigation of disputes between insurers. Uninsured individuals involved in accidents, owners of the vehicle involved in the accident, family members of the uninsured and individuals living with the uninsured. Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Prosecutions and Appeal Files Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Provincial Offences Act, R.S.O. 1990, c. P.33; Mortgage Brokers Act, R.S.O. 1990, c. M39; Insurance Act, R.S.O. 1990, c. I.8, Credit Unions and Caisses Populaires Act, 1994, S.O. 1994, Name, address, criminal offences, education, employment history, present and past activities, qualifications, quasi-criminal offences, information on associates, resumes, transcripts of criminal proceedings, personal finances, certificates Retained in Branch for 1 year after obsolete or superseded. Retained in Record Centre for 29 years. Branch staff Prosecutions under the Provincial Offences Act Individuals prosecuted or under investigation for offences committed under the statutes administered by FSRA. Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Consumer Services Unit Office of the Insurance Ombudsman Insurance Act, R.S.O. 1990.c.I.8, s.5.1,s.29,s.30,s.31,s.438 and s.439. Name,  personal opinions/views, related to the person's complaint, residence and business addresses. Five years, then destroyed. Branch staff, specific insurer involved. Determine offences against the Act, reviews consumers' complaints about insurers' business practices, receives and tracks complaints about all the entities of FSRA's regulated sections. Complainants. Destroy
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Pensions - Unlocking Applications and Appeals Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Pension Benefits Act, R.S.O. 1990, c. P. 8 Name, address, telephone number, date of birth, marital status, banking information, income and related financial information, employment history, pension benefit entitlements Retained in Branch for 2 years after obsolete or superseded. Retained in Record Centre for 29 years. Branch Staff To determine whether individuals who have made an application to FSRA qualify for special access to the money in their Locked-in Retirement counts, Life Income Funds, or Locked-in Retirement Income Funds. Individuals making applications to FSRA to have their pensions unlocked Destroy
Financial Services Regulatory Authority (FSRA) - Market Risk Assessment Insurance Ombudsman Insurance Act, R.S.O. 1990.c.I.8, s.5.1,s.29,s.30,s.31,s.438 and s.439 Name, personal opinions/views, related to the person's complaint, residence and business addresses. Five years, then destroyed Branch staff, specific insurer involved. Determine offences against the Act, reviews consumers' complaints about insurers' business practices, receives and tracks complaints about all the entities of FSRA's regulated sections Complainants Destroy
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Investigations Files Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Provincial Offences Act, R.S.O. 1990, c. P. 33, s. 1(2); Mortgage Brokers Act, R.S.O. 1990, C.M. 39; Insurance Act, R.S.O. 1990, C.I.8, Compulsory Automobile Insurance Act, R.S.O. 1990, c.C.25; Credit Unions and Caisses Popularities Act, 1994, S.O. 1994, c. 11 Name, address, sex, complaint information/letters and inquiry letters, criminal record, information from confidential sources, investigation reports, searches conducted, legal opinions, statements from witnesses, result of any legal action taken Hard copy file kept for 10 years after close of the investigation, then destroyed.  Unit Staff Maintain tracking of individuals and companies investigated for alleged wrong doing in connection with breaches of the FSRA-administered statutes; law enforcement. Individuals suspected of or found guilty of violations of the FSRA-administered statutes Destroy
Financial Services Regulatory Authority (FSRA) - Market Conduct Division Loan and Trust Corporations - Complaints Loan and Trust Corporations Act, R.S.O. 1990, c.L.25; O. Reg. 167/88. Name, personal opinions/views, residence and business addresses Fifteen years, then transferred to archives. Branch staff. Determine offences against the Act; mediate complaints. Complainants. Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Consumer Services Unit Inquiries and Correspondence The following Acts pertain to the information maintained by CSU: FSRA, Insurance, Compulsory Automobile Insurance, Marine Insurance, Prepaid Hospital and Medical Services, Registered Insurance Brokers, Motor Vehicle Accident Claims, Co-operative Corporation Inquiries: name, address, and summary of complaint. Correspondence: letters received from the public and MPP's offices Five years then destroyed. Branch staff and other FSRA branches as necessary To provide information about areas and acts administered by FSCO and to track inquiries about all sectors that FSRA regulates. Inquiries or other stakeholders (i.e. MPP offices) Destroy
Financial Services Regulatory Authority (FSRA) - Business Support Services Unit Annual Statements Insurance Act, R.S.O. 1990, c.I.8, s.102;  Prepaid Hospital and Medical Services Act, R.S.O. 1990, C.P. 21, s. 13(2). May include names, addresses, amount at which recorded with insurance company, amounts due from brokers/agents, amounts/nature of account, appraised value, charges outstanding, data about real estate transactions Ten years, then destroyed. Users Branch staff, regulators in other jurisdictions. Analyze company operations; support regulatory functions. Directors, officers, employees, shareholders, mortgagors, vendors and purchasers of real estate, agents, creditors of insurance companies and registrants licensed in Ontario may be included. Destroy
Financial Services Regulatory Authority (FSRA) - Credit Union And Prudential Credit Union Loan Portfolios Credit Unions and Caisses Populaires Act, 1994, S.O. 1994. Name, address, telephone number, account number, financial information. Seven years then destroyed. Branch staff FSRA liquidated credit unions loan portfolios (assets purchased by FSRA) of which some are still active and outstanding. These loan portfolios relate to individuals whose accounts were not purchased by another credit union when the credit union closed so FSRA purchased them and continues to monitor repayment of them.   Individuals whose accounts were not purchased by another credit union when their credit union closed. Destroy
Financial Services Regulatory Authority (FSRA) - Legal And Enforcement  Administrative Hearing Files Financial Services Regulatory Authority of Ontario Act, 2016, S.O. 2016, c. 37, Sched. 8; Provincial Offences Act, R.S.O. 1990, c. P.33; Mortgage Brokers Act, R.S.O. 1990, c. M39; Insurance Act, R.S.O. 1990, c. I.8, Credit Unions and Caisses Populaires Act, 1994, S.O. 1994, Name, address, criminal offences, education, employment history, present and past activities, qualifications, quasi-criminal offences, information on associates, resumes, transcripts of criminal proceedings, personal finances, certificates Retained in Branch for 1 year after case is closed. Retained in Records Centre for 29 years after case is closed. Branch Staff To advise on whether violations of the statutes administered by FSRA have occurred and to represent the Superintendent of Financial Services. Individuals involved in hearings held by FSRA regarding breaches of the statutes administered by FSRA Transfer to Archives
Financial Services Regulatory Authority (FSRA) - Pension Division Pension Plans Members Inquiries Pension Benefits Act, R.S.O. 1990, as amended Name, address, age, employer's name, employment history, income, marital status, spouse's name and address, pension accrued, sex, telephone number. Destroyed 5 years after resolution of member inquiry and associated application or plan event. Authorized staff To investigate and resolve inquiries from pension plan members, and to inform on the status of inquiries from members. Members of registered pension plans filing complaints or queries. Destroy
Financial Services Regulatory Authority (FSRA) - Pension Division Financial Hardship Unlocking Case Files Pension Benefits Act, R.S.O. 1990, as amended Name, address, marital status, spouse's name and address, telephone number, personal financial information. Electronic database records are kept for 30 years after case file is closed; any paper documents are destroyed two years after case file is closed. Authorized staff. To process applications under the financial hardship provisions of the Pension Benefits Act. Applicants requiring access to funds in locked-in Ontario accounts. Destroy
Financial Services Regulatory Authority (FSRA) - Market Conduct Division Insurers - Investigations and Compliance Unit Files Insurance Act, R.S.O. 1990, c.I.8,s.29,s.30,s.31, and s.438 and s.439; Compulsory Automobile Insurance Act, R.S.O. 1990, c.C.25; Insurance Act R.S.O. 1990, c.I.8; Marine Insurance Act, R.S.O. 1990, c.M.2; Motor Vehicle Accident Claims Act, R.S.O. 1990, c. Name, address, complaint and inquiry letters, correspondence from lawyers and brokers, criminal record, information from confidential sources, investigation reports, legal opinions, statements from witnesses, transcripts of confidential examinations Thirty years after the investigation is closed, then destroyed; select files to archives. Branch staff, authorized staff of provincial, national and foreign regulatory and enforcement agencies. Investigate alleged wrongdoing by insurers or individuals in connection with breaches of the Insurance Act and other relevant information. Individuals suspected or found guilty of infractions. Destroy