Irvine Insurance Brokers Ltd

GDPR data protection privacy notice – clients and prospective clients

This notice explains what personal data (information) we hold about you, how we collect it and how we use and may share information about you during your relationship with Irvine Insurance Brokers Ltd and after it ends. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

Irvine Insurance Brokers Ltd is a ‘data controller’ and gathers and uses certain information about you. Our contact details are given below.

The information we might collect from you includes your name, age, address, email address, telephone numbers, date of birth, details of your bank or building society, medical information, information verifying your identity (eg copy passport or driving license and utility bills).

How the information is used

Usually we collect the information from you when we ask for it or from a third party who holds such information and who are permitted or required to share it with us.

Why the information is being collected

The information is collected so we can:
  1. Enter into and perform the contract to provide our insurance services to you
  2. Maintain client records and good client practice and
  3. Comply with our legal and regulatory obligations (such as those imposed by anti-money laundering regulations)

How the information will be used

The information will be used:
  1. To enter into and perform the contract to provide our services to you
  2. To write to you from time to time in respect of matters that may be of interest to you
  3. To comply with our legal obligations (for example, to demonstrate to regulatory authorities that we are complying with obligations imposed by anti-money laundering legislation)

Who the information will be shared with

We will not normally share your information with third parties without your consent save in the performance of the contract to provide our services to you (eg. our agents; Underwriters; Insurers and their agents such as Claims Handlers; Medical Emergency Assistance providers; Medical Screening) or to the extent that we are required to do so by law (for example to demonstrate to regulatory authorities that we are complying with obligations imposed by anti-money laundering legislation).

We may also share information with our external contractors, our professional advisers, the FCA, BIBA, potential purchasers of some or all of our business or on a re-structuring. The recipient of the information in these circumstances will be bound by confidentiality obligations.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

For how long the information will be kept

We keep your information during and after your relationship with Irvine Insurance Brokers Ltd for no longer than is necessary for the purposes for which the personal information is processed.

Your rights to correct and access your information and to ask for it to be erased.

Please contact our Data Protection Officer (DPO) by email at info@irvine-insurance.co.uk or by telephone 0333 321 3220 if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our DPO for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our DPO will provide you with further information about the right to be forgotten, if you ask for it.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that our DPO can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.