Privacy notice
We take every prudent level of protection to ensure that your data remains safe within our systems. All client information provided to and held by us will be treated as strictly private and confidential.
Lawful reason for processing
We record your clients’ data for the purpose of providing insurance quotations. Such data will only be shared with insurers for this specific purpose or for complementary risk management products. We will not transfer your data internationally.
The right to be informed
We will only use and disclose information that we hold in the normal course of providing or obtaining quotations or arranging and subsequently administering insurance policies.
This will involve passing information to insurance providers, health and safety consultants, business continuity planning organisations and other service companies that we use whilst designing a full insurance and / or risk management programme.
We or they may carry out various checks, passing your client details to others for reasons that may include:
1) Identity checks.
2) Sanction checks.
3) Information exchanges with the Police.
4) Working with fraud prevention agencies, industry databases and registers.
5) Obtaining information from other public and private sources and credit searches with credit reference agencies (these may appear on credit reports whether cover is provided).
6) Claims handling including insurers, loss adjusters and other claims professionals.
7) Premium funding providers for the purpose of arranging payments via instalments; we may also pass them details of payment records.
8) In some circumstances we may anonymise data for the purpose of developing new products and services with our insurer and service company partners.
9) Software and system providers including, but not limited to Briefyourmarket, SchemeServe and Acturis.
10) Website hosts and analytics providers including, but not limited to SchemeServe, Briefyourmarket and Google Analytics.
Consent
We will not contact you in respect of other services that we offer unless we have obtained your consent to do so. You can stop this consent at any time by giving us notice. We will not disclose any information to any other parties without your consent unless required to do so by our regulator, the FCA, if it is in the public interest to do so, or if we must by law. You are free to withdraw your consent to use your data at any time though this may prevent us from providing you with our services.
The right to access
All our introducers and clients have the right to access the data that we hold. If you wish to see your data and cannot attend our office to do so, this will be provided to you either:
1) As a series of PDF documents – these will be emailed to you at the email address that we hold in our records.
2) Within a dongle – this will be posted to your address by “recorded delivery”.
3) If you do not have access to the necessary computing power to receive documents in this way, we can supply your file in paper format.
We will provide this information to you within 30 days of receipt of your request and you are entitled to receive this information free of charge.
PLEASE NOTE that we have the right to refuse or charge for requests that are manifestly unfounded or excessive. If we take this course of action we will write to you to inform our reasons why. If this should occur and you are unhappy with our decision you may complain to the Information Commissioner as detailed at the end of this notice. You also have the full redress available to you through the court system.
The right to rectification
If you find any errors within the data that we hold we will immediate undertake rectification once we have been notified. We will also ensure that we notify any other parties, for instance insurance companies that may have relied on this data of the changes advised.
The right to erasure
We will ensure that we erase contact data from all our systems if requested if this does not conflict with the law or our obligations under regulation. We will retain details of insurance contracts for at least 30 years in case of a claim arising against you in the future. Failure to do so would be a serious professional breach of conduct. Generally, we will retain records for five years before placing them into a secure electronic archive.
The right to restrict processing
We will only use data supplied for the procurement of insurances and ancillary insurance related services. We will not sell data or pass it on to any other persons. It could be that we anonymise data for the purpose of developing new products and services.
It may be that there are certain companies that you do not wish to share data with; any such request will be noted and actioned.
If you wish to restrict the use data we will act in accordance with your wishes, however, we may not be able to offer or recommend an appropriate contract of insurance without full details and consent.
The right to data portability
We will supply data provided to other persons or organisations if requested. This will be provided within 14 days of any request and will be supplied in an electronic medium to the email address that you specify. This will generally be in the form of an excel spread sheet unless specifically requested otherwise. We will do our best to accommodate requests in whatever format required but can only do so within the limitations of our own systems.
The right not to be subject to automated decision-making including profiling.
BIG Underwriting will not use data in this way.
The right to object
Everyone has the right to object to the way in which we handle their data. If there are any objections, please contact us on the numbers below. We will immediately investigate the objection and take appropriate action.
Name Title Contact Telephone Number
Ben Henderson, Managing Director 020 8658 4334
Gary Tommy, Compliance Director 020 8353 8915
Data Retention
We will retain details of insurance policy(ies) for at least 30 years in case of a claim arising in the future.
Notwithstanding our own investigations data subjects have the right to take your objection to the Information Commissioners Office. This can be done through:
i) The Information Commissioner’s Office web site https://ico.org.uk/
ii) The ICO web site has functionality for a live web chat if this is easier.
iii) Calling the Information Commissioner’s Office helpline on 0303 123 1113