Privacy and Fair Processing Notice

The privacy and security of your information is important to Bishopsgate Insurance Brokers Limited (“Bishopsgate”).

This notice explains who we are, the types of information we hold, how we may use it, who we may share it with and how long we keep it. It also informs you of certain rights you have regarding your personal information under current data protection law. We will update this notice as required and at least annually (every December). Therefore, we suggest you revisit this notice every December to keep yourself informed.

The terms used in this Privacy and Fair Processing Notice are based on those provided by the Information Commissioner’s Office (ICO). You can find out more about the ICO here: https://ico.org.uk/.

Who are we?

Bishopsgate Insurance Brokers Limited (part of The Ardonagh Group of companies) is the Data Controller and Data Processor of the information provided to us and is registered with the ICO for the products and services we provide.

You can contact us for general data protection queries by email to DataProtection@ardonagh.com  or in writing to the Data Protection Officer, Bishopsgate Insurance Brokers Limited, 7th Floor, 2 Minster Court, Mincing Lane, London, EC3R 7BB. Please advise us of as much detail as possible to comply with your request.

If required, further information about The Ardonagh Group of companies can be found by visiting http://www.ardonagh.com/.

What information do we collect?

To enable us to provide our clients with the right product or service to meet their needs (or to handle a claim on their behalf) we may collect and process personal information from either an insurance broker you have engaged to place insurance cover on your behalf, or from a company wishing to purchase insurance cover for itself and/or its employees. This information may include, but not necessarily be limited to, your name, address, telephone number, email address, postal address, occupation, date of birth, additional details of risks related to your enquiry or product and payment details (including bank account number and sort code). We may need to request, collect and process additional sensitive personal information such as, but not limited to, details of convictions or medical history for us to provide our client with the product or service or to process a claim. This information will be collected as it is considered necessary for a legitimate insurance purpose and to meet contractual or regulatory obligations that arise from the provision of insurance products and services to our client.

We only collect and process sensitive personal data where it is critical for the delivery of insurance products and services we provide to our client and as allowed under UK law.  If you object to use of this information then we will be unable to offer that product or service.

How do we use your personal information?

In addition to using the information provided to us to assess and provide the products or services that our client has requested, we may also, if relevant, use this personal information to:

  • Communicate with you.
  • Develop new products and services.
  • Undertake statistical analysis.

Where you are our client, from time to time we may need to call you for a variety of reasons relating to your products or service (for example, to update you on the progress of a claim or to discuss renewal of your insurance contract). To ensure the confidentiality and security of the information we hold, we may need to request personal information and ask security questions to satisfy ourselves that you are who you say you are.

We aim to keep the information we may hold about you as accurate as possible. If you are our client, you can inform us of a change in your details by contacting your account handler or claims contact at any time. Where you are not our client, you can contact our Data Protection Officer using the details provided.

We may aggregate information and statistics on website usage or for developing new and existing products and services, and we may also provide this information to third parties. These statistics will not include information that can be used to identify any individual.

Securing your personal information

We follow strict security procedures in the storage and disclosure of personal information in line with industry practices, including storage in electronic and paper formats.

We store all the information provided to us, including information provided via forms you may complete on our website, and information which we may collect from your browsing (such as clicks and page views on our websites).

Any new information you provide us may be used to update an existing record we hold for you.

When do we share your information?

The insurance lifecycle involves the sharing of your personal data between insurance market participants – such as insurers or loss adjusters – some of whom you will not have direct contact with. In these instances, while the information provided will be disclosed to these companies, it will only be disclosed by Bishopsgate to allow for the provision and administration of the service provided (for example verification of any quote given to our client, claims processing, underwriting and pricing purposes, or to maintain management information for analysis).

To help us prevent financial crime, your details may be submitted, where relevant to the insurance cover being sought, to fraud prevention agencies and other organisations where your records may be searched, including the Claims and Underwriting Exchange (CUE) and the Motor Insurers Anti-Fraud and Theft Register (MIAFTR). We may also use firms involved in financial management regarding payment.

We may share information with anyone our client has authorised to deal with us on their behalf.

If we provide information to a third party we will require it and any of its agents and/or suppliers to take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy and Fair Processing Notice or an equivalent Notice or Policy.

We will not share your personal information for third party marketing or for any other purposes other than for the purposes set out in this notice without your consent unless required by law to pass on your information to the police or other law enforcement body, or statutory or regulatory authority, including but not limited to the Employer’s Liability Tracing Office (ELTO) and the Motor Insurance Bureau (MIB).

How long do we keep your information for?

We will not keep your personal information longer than is necessary for the purpose for which it was originally provided, unless we are required by law or have other legitimate reasons to keep it for longer (for example if necessary for any legal or claims proceedings).

We will normally keep information for no more than 7 years after termination or cancellation of a product, contract or service we provide. In certain cases, we will keep your information for longer, particularly where a product includes liability insurances or types of insurance for which a claim could potentially be made by you or a third party at a future date, even after your contract with us has ended.

Your rights

There are a number of rights that you have under data protection law. Commonly exercised rights are:

If you are unhappy about the way we have handled your data or upheld your rights, you can complain to the Information Commissioner’s Office (ICO) at any time.

Further details of your rights can be obtained by visiting the ICO website at https://ico.org.uk/your-data-matters/