Privacy Notice
In accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK data protection legislation, we are committed to protecting the confidentiality and security of the information you provide to us.
This Privacy Notice is designed to help you understand how we collect and use your information.
We may collect information from you about other people, for example, family members who may drive your car or who may be included on a travel or household insurance policy. If you give us information about another person, it is your responsibility to ensure and confirm that you have told them who we are and how we use personal information, as set out in this Privacy Notice, and that you have permission to provide their personal information to us for those purposes.
If you have any questions about this Privacy Notice, please contact us.
Who we are
“HWH”, “we”, “us” and “our” refer to HWH Associates Limited, trading as HWH Insurance Brokers.
How to contact us:
For questions or concerns about this Privacy Notice or our data protection practices, or to exercise any of your rights in relation to the personal information we hold, please contact us at:
HWH Insurance Brokers
Winslade House
Winslade Park
Clyst St Mary
Exeter, EX5 1FY
Tel: 01626 298949; email: [email protected]
Why we need and how we use your personal information
We only collect, use, and store your information where we have lawful grounds and legitimate business reasons to do so.
We collect, use and store your personal information to provide quotations, insurance products and related services as part of our insurance broking, claims handling and risk management activities. We may also use it to verify your identity, administer payments and carry out anti-money laundering and other financial crime checks where required. If you pay by instalments, your information may also be used to arrange credit.
The use of your data is essential for us to verify your identity, enable you to enter into an insurance contract and allow the insurance to operate, including in the event of a claim. We may also use your information to keep our records up to date, notify you about changes to our services and help us develop new products and services.
If you do not provide the information required, we are unlikely to be able to arrange your insurance and may not be able to provide certain services to you.
We may monitor calls, emails, text messages and other communications with you. When you contact us, we may keep a record of that correspondence and any information provided to us during that or any subsequent communication.
Marketing
We would like to keep you updated about our relevant products and services by email, SMS and/or telephone. If we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes, we will only do so with your consent. Your consent will be obtained specifically at the appropriate time.
If you have already consented and wish us to stop using your information for this purpose or any other purpose, then please contact us.
Nature of personal information
Personal data is any information that may identify a living individual.
We collect personal information such as name, contact details, date of birth, gender, marital status, financial details, employment details and other personal details depending on the nature of the insurance and other services we offer.
Depending on the insurance or service requested, we may collect and use special category personal data, such as information about health, and criminal offence data. We will process this information only where necessary and where an appropriate lawful basis and additional condition for processing apply. It may be shared with insurers, insurance product providers and third-party service providers where required to arrange or administer the insurance or service.
Sharing information
We will only supply your personal information to other parties where such a transfer is a necessary part of the activities that we undertake, where you give us consent or where we are required to do so by law or regulation (e.g., where the disclosure is necessary for the purposes of the prevention and/or detection of crime).
As an intermediary we must disclose personal information to insurance companies, underwriting agencies, business partners and other parties in order to provide our products and services and to enable you to enter into insurance contracts. Examples of other parties include other insurance intermediaries, loss adjusters, regulatory bodies, legal and accountancy firms involved in the claims handling process. We may also share your personal information with fraud prevention agencies such as the Claims and Underwriting Exchange Register and Motor Insurance Anti-Fraud and Theft Register. We may pass information relating to your insurance policy and any incident to the operators of these registers, their agents, and suppliers.
For motor insurance we share it with the Motor Insurance Database (MID) which may be used to establish whether a driver is insured to drive a vehicle and/or for preventing or detecting crime. If you are involved in an accident in the UK or abroad, the MID may be searched to obtain relevant policy information. You can find out more at www.mib.org.uk.
We may also disclose your information to service providers engaged to perform services on our behalf. Such service providers are contractually restricted from using or disclosing the information we give them except as necessary to perform services on our behalf or to comply with legal requirements.
We only share your information if we are satisfied that our partners or suppliers have sufficient measures in place to protect your information in the same way that we do.
We may also disclose personal information to new owners of our business in the event that we are subject to a merger or acquisition. Disclosure may also be made to enable company audits, regulatory inspections or to investigate a complaint, suspicion of fraud or a security threat.
We never share your information outside our organisation for marketing purposes.
You understand that we may disclose the information you provide to relevant other parties for the purposes described in this Notice.
Transfer of personal data outside the UK
Certain personal information held on our Information Technology systems may be transferred across geographical borders in accordance with applicable law.
Where personal information is transferred outside the UK, we will ensure that an appropriate lawful transfer mechanism and suitable safeguards are in place, such as an adequacy regulation, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, as applicable.
How long we keep information about you
We will retain your information for as long as necessary to provide quotations, administer your insurance, offer renewal and respond to claims or complaints, including those arising after the policy has ended. Retention periods will reflect our legal and regulatory obligations and the nature of the information concerned. When information is no longer required, it will be securely deleted or anonymised.
Your data protection rights
You have certain legal rights under UK data protection law and regulations, summarised as follows:
- The right to be informed about our data processing activities, including through Privacy Notices such as this.
- The right of access to the personal information we hold about you. You may ask us for a copy of your personal information by making a subject access request.
- The right of rectification. You may ask us to correct any inaccurate or incomplete data within one month.
- The right to erasure and the right to restrict processing. In certain circumstances, you may ask us to erase your personal information or restrict how it is used. These rights do not apply where we have a legal or regulatory obligation or another lawful reason to retain or process the information. Exercising these rights may affect our ability to provide products or services to you.
- The right to data portability. Where this right applies, you may ask us to provide personal information that you have given us in a structured, commonly used and machine-readable format, or to transmit it to another organisation where technically feasible.
- The right to object to certain uses of your personal information, including direct marketing. You also have rights relating to automated decision-making and profiling, including the right to request human intervention where applicable.
If you want to exercise any of these rights, please contact us using the details below:
HWH Insurance Brokers
Winslade House
Winslade Park
Clyst St Mary
Exeter, EX5 1FY
Tel: 01626 298949; email: [email protected]
Withdrawal of consent
Where you have provided your specific consent to the use of personal data, you may withdraw that consent by contacting us:
HWH Insurance Brokers
Winslade House
Winslade Park
Clyst St Mary
Exeter, EX5 1FY
Tel: 01626 298949; email: [email protected]
How to make a complaint
If you wish to make a complaint about how we hold or use your data, please contact us:
HWH Insurance Brokers
Winslade House
Winslade Park
Clyst St Mary
Exeter, EX5 1FY
Tel: 01626 298949; email: [email protected]
If you remain dissatisfied, you may raise your concern with the Information Commissioner’s Office. Current guidance and details of how to make a complaint are available at www.ico.org.uk. If you cannot access the website or require assistance, you can contact the ICO helpline on 0303 123 1113, Monday to Friday, 9am to 5pm, excluding bank holidays.
Information from other sources
We may use legal public sources such as the electoral roll and other third-party sources such as credit reference agencies to obtain information about you, for example to verify your identity or check your credit history.
We also obtain information about you from credit reference agencies and similar third parties. Some personal information may be provided to us by third parties such as insurance companies, other insurance intermediaries and motor vehicle licensing authorities. In some cases, you will have previously submitted your personal information to them and given them approval to pass this information on for certain purposes.
Such information will only be obtained from reputable sources that operate in accordance with applicable UK data protection legislation.
We and/or other parties may use your information for purposes such as statistical and trend research and analysis which may include computerised processes which profile you. Automatic profiling helps us understand, predict, and forecast customer preferences and to improve the products and services we offer and to assess which products might be most suitable for you.
We may amend this Privacy Notice from time to time for example, to keep it up to date or to comply with legal requirements.