Insurance Brokerage IT · Vancouver, BC
A Vancouver insurance brokerage lives inside a broker management system all day, every day, moving between client files holding identity, financial and sometimes health information, and a dozen or more carrier portals that each have their own login and quirks. Brokers also tend to be heavy email users, which makes the office a frequent phishing target precisely because so much client financial information passes through that one channel. Hexafusion supports Lower Mainland brokerages with infrastructure built around how a brokerage actually works, not a generic small-office setup.
Workstation, network and access control configuration around Applied Epic and similar broker management systems that hold your book of business. Application bugs escalate to the vendor; infrastructure is ours.
Connectivity and workstation support across the many individual carrier portals brokers log into for quoting, binding and claims.
Centralized, access-controlled storage for client policy files and renewal documentation instead of scattered shared drives or personal email folders.
Secure e-signature and document exchange for policy applications and renewals, configured so client information never travels unprotected.
Workstation performance and connectivity support for comparative rating tools used during the quoting process.
Office phone system support, including call recording configuration where your brokerage's compliance or training process requires it.
Insurance brokers and agencies in BC are regulated by the BC Financial Services Authority (BCFSA) under the Financial Institutions Act and Insurance Act framework, which sets licensing and conduct standards for how client information is handled during the sale and servicing of insurance. BC PIPA governs how the brokerage collects, uses and discloses client personal information generally, with PIPEDA applying alongside it for activities in the course of commercial activity. Client files sometimes include health information tied to life and health insurance applications, which deserves particularly careful access control. This is general information, not legal advice.
We start with an AI readiness assessment that looks at where your brokerage could use AI tools without exposing client policy, financial or health information. We set up Copilot and other approved AI tools securely inside your Microsoft 365 tenant, configure data protection so client files cannot leak into a public AI model, and train brokers and support staff on safe use. For brokerages that want to go further, we build custom assistants, including our own AI phone assistant for after-hours and overflow call handling. Any AI build-out beyond basic setup and training is scoped and quoted as its own separate project.
Most insurance brokerages land on Managed, our recommended plan: unlimited remote help desk during business hours (subject to our Fair Use Policy) and onboarding and offboarding support as broker and support staff change. Brokerages handling significant client financial and health information volume, or wanting a deeper security posture, often move to Secure, which adds onsite support. Onsite support is included only on our Secure and Enterprise plans; remote-only plans do not include a site visit. After-hours response, a quarterly vCIO review and ongoing testing are Enterprise-only. Servers, including any on-premises server or always-on cloud server you want us to manage, are an add-on and are not included in any plan. See plans for full details.
Do you support Applied Epic?
Yes. We handle the infrastructure, network and access control around Applied Epic and comparable broker management systems. Application bugs escalate to the vendor.
Can you help secure our carrier portal logins?
Yes. We set up a password manager and access policy so carrier portal credentials are not shared informally across staff with no oversight.
Do you handle secure document exchange for policy renewals?
Yes. We configure secure e-signature and document exchange so client policy information never travels as an unprotected email attachment.
What regulatory body oversees our brokerage's data handling?
The BC Financial Services Authority regulates insurance brokers and agencies in BC, alongside BC PIPA and PIPEDA for personal information generally. This is general information, not legal advice.
Can you help prevent phishing targeting client payments?
Yes. We put email security, domain monitoring and staff training in place that significantly reduce the risk of a successful phishing attempt, though no control eliminates it entirely.
We are a small brokerage with no IT staff. Is that a problem?
That is who we are built for. Most brokerages have no one whose job is IT, which is exactly why carrier portal and client file security gaps go unnoticed until we take that ownership off your plate.
Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).
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Insurance brokerage IT support is delivered against a documented baseline aligned to the Canadian Centre for Cyber Security baseline controls and current cyber-insurance underwriting expectations.
Hexafusion is led by founder Alex Barari, a former PCI DSS Internal Security Assessor with 15+ years in enterprise IT and cybersecurity. Every engagement is supported by the same Vancouver-based team that designs the security baseline, reviews the alerts, and shows up on-site when remote troubleshooting reaches its limit.
