Valid for policies issued from 31/03/2023
How we use the information about you
As an insurer and data controller: We collect and process information about you so that we can provide you with the products and services you have requested. We also receive personal information from Post Office Limited and Post Office Management Service Limited on a regular basis while your policy is still live. This will include your name, address, health information, risk details and other information which is necessary for us to:
- Meet our contractual obligation to you:
- issue you this insurance policy;
- deal with any claims or requests for assistance that you may have; service your policy including claims and policy administration, payments, and other transactions); and detect, investigate and prevent activities which may be illegal or could result in your policy being cancelled or treated as if it never existed.
- Protect our legitimate interests.
Some of the personal information that you provide may be sensitive information. This includes details about your health or medical records. Where we need your consent to collect and process your sensitive information, this will be obtained from you at the relevant time. Please note that, in these cases, we may not be able to sell you an insurance policy or deal with a claim if you do not agree to us processing relevant sensitive information.
In order to administer your policy and deal with any claims, your information may be shared with trusted third parties. This will include members of The Collinson Group, contractors, investigators and claims management organisations where they provide administration and management support on our behalf. Some of these companies are based outside of the European Union where different Data privacy laws apply. Wherever possible, we will have strict contractual terms in place to make sure that your information remains safe and secure.
We will not share your information with anyone else unless you agree to this, or we are required to do this by our regulators (e.g. the Financial Conduct Authority) or other authorities.
The personal information we have collected from you will be shared with fraud prevention agencies and databases who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies and databases, and your data protection rights, can be found by visiting www. cifas.org.uk/fpn and www.insurancefraudbureau.org/privacy-policy/
Processing your data
Your data will generally be processed on the basis that it is: necessary for the performance of the contract that you have with us; is in the public or your vital interest: or for our legitimate business interests. If we are not able to rely on the above, we will ask for your consent to process your data.
How we store and protect your information
All personal information collected by us is stored on secure servers which are either in the United Kingdom or European Union. We will need to keep and process your personal information during the period of insurance and after this time so that we can meet our regulatory obligations or to deal with any reasonable requests from our regulators and other authorities. We also have security measures in place in our offices to protect the information that you have given us .
How you can access your information and correct anything which is wrong
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us by email or in writing as shown below.
Data Protection Officer Sussex House, Perrymount Road Haywards Heath, West Sussex, RH16 1DN Email: firstname.lastname@example.org
We may make a reasonable charge for this service or refuse to give you this information if your request is clearly unjustified or excessive. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. If you wish to make a complaint about the use of your personal information, please contact our Data Protection Officer using the details above. You can also complain directly to the Information Commissioner’s Office (ICO). Further information can be found at https://ico.org.uk/