Practical guide
A ready-to-read script, exactly what FinancIA processes, and your obligations under Quebec Law 25 — on one page.
Quebec Law 25 requires that a person be informed before their personal information is collected or processed — not afterwards, and not implicitly. For a Financial Planner (Pl.Fin.), that covers meeting notes: they hold objectives, family circumstances and dollar amounts.
The obligation is yours, not the tool's. FinancIA hosts everything in Canada and applies the required technical safeguards, but you hold the client relationship and it is you who must obtain consent.
The good news: the conversation takes thirty seconds, and it builds trust rather than eroding it. A client who is told where their data goes mostly remembers that someone took the trouble to say so.
Read it out, or put it in your own words, at the start of the meeting:
« Before we begin, I want to let you know I use FinancIA, an AI tool that helps me take structured notes after our meeting. After you leave, I'll dictate a summary of our discussion. Your conversation is not recorded. Do you have any questions? »
Record the date of this conversation in your client file. That record is what documents your compliance.
FinancIA works in dictation mode: you summarize the meeting afterwards. The audio is deleted as soon as transcription finishes, and transcripts are erased automatically after 30 days.
Inform the client
Before you use an assistive tool that processes their personal information, your client must know that it exists, what it is for, and where the data is hosted.
Obtain their consent
Consent must be clear, free and informed, and given for specific purposes (Quebec Law 25, s. 14). A clause buried at the end of an agreement does not qualify.
Honour their access rights
Your client may ask to see the information you hold about them, have it corrected, and request its deletion.
Document your practice
Note in the client file the date on which you informed them. If your practice is ever reviewed, that record is what counts.
This page is practical guidance, not legal advice. For a formal review of your practices, consult a lawyer specializing in privacy law.
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