Investor Alert:
CIRO is issuing a warning to Canadian investors regarding Canada Token Trade.
Effective Date: December 31, 2021
As the wealth management industry evolves, Dealer Members (Dealers) have been looking at ways to use, or increase the use of automation in their businesses, particularly to support their compliance activities. A number of order execution only account Dealers (OEO Dealers) have requested clarity about the use of automation (e.g. algorithm logic) in their account opening approval process and compliance with our rules. This Guidance Note is to assist OEO Dealers in understanding their regulatory obligations when using automation in their account opening approval process.
This Guidance Note applies only to OEO Dealers, and only to the account opening approval process for trading accounts that do not allow:
In addition, this Guidance Note is limited to automation that is rules based and does not have intelligent decision-making capability based on machine learning or other software tools using artificial intelligence techniques.
Subsection 3214(3) of the IIROC Rules1 provides that the applicable Supervisor must approve each new account no later than one business day after completing the initial trade for the account (Supervisor Approval Requirement). The Supervisor Approval Requirement does not expressly prohibit the use of automation or the delegation of tasks.
While delegation of tasks related to the Supervisor Approval Requirement is allowed unless otherwise stated, the applicable Supervisor cannot delegate the responsibility for those tasks, and remains responsible for meeting the Supervisor Approval Requirement. Consequently, the applicable Supervisor needs to understand how the automation process works and what the Supervisor’s role and responsibilities are. In some cases, more than one Supervisor may be involved. For example, in the case of permitted accounts using option trading strategies described above, the Designated Options Supervisor has responsibility for the oversight of the options trading component, and so needs to understand how the automation process works, and what the Designated Options Supervisor’s role and responsibilities are.
We view the use of automation to review and approve new permitted account applications at OEO Dealers – i.e. without the applicable Supervisor manually reviewing and approving each application – to be consistent with the Supervisory Approval Requirement, in the circumstances discussed in this Guidance Note, and where the OEO Dealer has appropriate compensating controls, and policies and procedures, in place.
Generally, the new account application process requires collection of the same information from the applicant whether it is a manual or an automated process. In the automated process, the algorithm compares the applicant’s information to the OEO Dealer’s account application criteria (we expect the criteria would be the same whether a manual or an automated process is used). If there are no inconsistencies between the information collected and the criteria, or there are no other relevant factors (discussed below) that arise, the application is approved. If there are inconsistencies between the information collected and the criteria, or other relevant factors arise, that the automated process cannot resolve, the application is flagged and sent to the applicable Supervisor(s) for manual review and approval.
In designing its automated process, an OEO Dealer should take into account its business model and product offerings, and factors relating to an applicant that would give rise to a manual review.
Examples of factors that could give rise to a manual review include:
We expect an OEO Dealer to have compensating controls, and policies and procedures2 , which ensure that:
As always, when assessing the adequacy and appropriateness of its compensating controls and policies and procedures, each OEO Dealer should consider its business model, the types of products it offers, and the nature of its clients.
We do not expect OEO Dealers to make a business model change submission to us concerning the use of automation that is within the scope of this Guidance Note. We ask OEO Dealers considering the use of automation in the account opening approval process that fall outside the scope of this Guidance to speak with us.3 The Business Conduct and Compliance team will be reviewing automated processes as part of regular OEO Dealer examinations, in order to ensure compliance with the Supervisor Approval Requirement.
We refer OEO Dealers to other IIROC guidance that may assist them in their compliance activities including:
IIROC Rules this Guidance Note relates to:
This Guidance Note replaces Notice 19-0153 – Order Execution Only Dealers and the use of automation in the account opening approval process (August 28, 2019).
This Guidance Note was published under Notice 21-0190 - IIROC Rules, Form 1 and Guidance.
For more information, please contact the Business Conduct Compliance relationship manager assigned to your firm.