Mynos is designed to help insurance advisors and brokers maintain professional client records while keeping client information under the user’s control.
This notice summarizes important responsibilities that apply when using Mynos.
1. Client information stays on your device
Client profiles, notes, financial information, coverage details and attachments are stored in an encrypted local vault on your device.
Under the current Mynos architecture:
- Fincanada Financial Services Ltd does not routinely receive your client records;
- a Mynos subscription does not give Fincanada access to your client notes;
- client information is not automatically synchronized to Fincanada servers; and
- deleting your online account does not automatically delete your local vault.
You are responsible for protecting the device and operating-system account used to access Mynos.
2. You must have authority to enter client information
Before entering personal information into Mynos, you must ensure that you have appropriate consent or other lawful authority.
You are responsible for:
- informing clients how their information will be handled;
- collecting only information reasonably necessary for your work;
- restricting access to authorized people;
- complying with your organization’s privacy policies;
- maintaining required records; and
- responding to client access or correction requests.
Fincanada does not obtain consent directly from your clients on your behalf.
3. Mynos is not a compliance determination system
Mynos can help organize information and identify fields that may be incomplete.
It does not determine whether:
- advice is suitable;
- a recommendation is compliant;
- a note satisfies regulatory requirements;
- required disclosure has been completed;
- client consent is valid; or
- a record is legally sufficient.
You must review each record using your own professional judgment and your organization’s compliance requirements.
4. Local AI must be reviewed
Optional Mynos AI rewriting features may use locally installed software such as Ollama.
When using a feature identified as local, the selected text is intended to be processed on your device rather than sent to Fincanada.
AI-generated text may be inaccurate, incomplete or misleading. It may also change the intended meaning or introduce information that was not provided.
You must review all AI-generated content before using it.
Never save, complete, export or rely on AI-generated text without confirming that:
- it is factually accurate;
- it reflects what actually occurred;
- no material information was removed;
- no unsupported information was added;
- the wording is appropriate; and
- it complies with your professional responsibilities.
AI output is not legal, insurance, investment, tax, compliance or professional advice.
5. You are responsible for backups
Mynos may allow you to create encrypted backups protected by a recovery password.
You are responsible for:
- creating backups regularly;
- storing backups in a secure location;
- keeping at least one backup separate from the primary device;
- protecting the recovery password;
- preventing unauthorized access to backup files; and
- verifying that backups can be located when needed.
Fincanada does not ordinarily receive your backup file or recovery password.
Fincanada may be unable to recover a forgotten recovery password, lost key, deleted vault, damaged backup or inaccessible device.
6. Restoring a backup may replace existing data
Restoring a Mynos backup may replace the data currently stored in the application.
Review the selected file and warning carefully before continuing.
Where appropriate, create a current backup before restoring an older backup.
7. Deleting information may be permanent
Deleting a client may also delete notes and other records associated with that client.
Before deleting information, confirm that:
- the record is no longer required;
- deletion is permitted by your organization;
- applicable retention requirements have been met; and
- any required copy has been securely exported or archived.
Deleted local information may not be recoverable.
8. Protect exported documents
PDFs and other files exported from Mynos may exist outside the encrypted application vault.
After export, you are responsible for:
- choosing a secure storage location;
- restricting access;
- securely transmitting the document;
- deleting unnecessary copies;
- protecting email attachments; and
- following your organization’s retention rules.
An exported document may no longer benefit from Mynos’s local-vault encryption.
9. Secure your device
Because Mynos stores information locally, you should:
- use a strong operating-system password;
- enable full-disk encryption where available;
- lock the device when unattended;
- install security updates;
- restrict administrator access;
- use reputable endpoint protection where appropriate;
- avoid shared operating-system accounts;
- protect remote-access tools; and
- report a lost or stolen device promptly.
10. Report concerns
For privacy concerns or suspected incidents involving Fincanada systems:
For application, subscription or account support:
Fincanada Financial Services Ltd
British Columbia, Canada
fincanada.ca