An AI readiness checklist for Ontario brokerages
How a RIBO-regulated P&C brokerage can put AI to work in the day-to-day, while keeping supervision, disclosure, confidentiality, and records exactly where the rules expect them.
Who this is for
This is for property and casualty brokerages in Ontario, regulated by the Registered Insurance Brokers of Ontario (RIBO), that want to put AI to work in the day to day without creating a compliance problem. It is written as a practical resource, not legal advice.
Why AI use is a RIBO question
RIBO's Code of Conduct is not about which tool drafted a document. It is about accountability, competence, accurate advice, proper disclosure, confidentiality, and record-keeping. AI touches every one of those, which is why using it well is a conduct question, not just an IT one.
The reassuring part: nothing here is new. AI does not change your obligations. It simply has to fit inside them. If your existing duties are met, and you can show a human stayed responsible, you are operating the way the rules intend.
The readiness checklist
Seven checks that keep AI inside your existing RIBO obligations. None of them require new rules; they map AI use onto duties you already carry.
Keep professional responsibility with the broker
RIBO's Code asks you to assume complete professional responsibility for the business you handle. AI can draft and speed things up, but the registered broker owns the advice, the suitability call, and the outcome. A tool is never the accountable party.
Treat AI output as a draft, not advice
A qualified broker reviews every AI-generated quote comparison, coverage summary, or client message for accuracy and suitability before it reaches a client. Do not let a model make or send a recommendation unchecked.
Verify against the actual policy wordings
AI can be confidently wrong. Check any AI-produced description of coverage, exclusions, or limits against the real policy documents and the client's actual circumstances before relying on it.
Protect client confidentiality and data
Client information is confidential. Do not paste personal or policy details into tools you do not control. Know where the data goes, that it is secured, and that it is not used to train an outside model.
Keep mandatory disclosures in the human workflow
RIBO requires disclosures, including relevant information, conflicts of interest, and remuneration, no later than at the time of quote, with written confirmation. AI must not skip, alter, or delay them. Keep disclosure a deliberate, documented step.
Set a written AI policy and supervise its use
The Principal Broker is responsible for ensuring staff comply with the Act, regulations, and by-laws. That extends to how the office uses AI. Put an approved-use policy in writing, name what is off limits, and train the team on it.
Keep records of advice and approvals
Maintain your books and records as the regulations require. Where AI assisted, the file should still show the advice given and the human review behind it, so a RIBO review sees an accountable, documented process.
What stays a licensed broker's job
Advice, suitability, and the client relationship stay with the registered broker. AI drafts documents, summarizes information, and removes repetitive typing. It does not decide what coverage a client needs, does not sign off on suitability, and does not replace the judgment RIBO holds you accountable for.
The bottom line
None of this is unique to AI. RIBO's rules are about accountability, competence, disclosure, confidentiality, and records, and they apply the same whether a broker or a tool drafted the text. If you can show a human reviewed, approved, and stayed responsible for the output, you are inside the rules.
This is practical guidance to help you think it through, not legal or compliance advice. For anything specific, confirm against RIBO's Code of Conduct Handbook (ribo.com) and your own compliance process.
Building for an Ontario brokerage?
We build automation that keeps the registrant accountable by design. Book a call and we will map it to your workflow.