| Type of personal information | Description |
|---|---|
| Contact | Where you live and how we contact you, including email and telephone |
| Socio-demographic | This includes details about your age, nationality, employment status |
| Transactional | Details about payments to and from your bank account(s) |
| Contractual | Details about the products and services we provide to you |
| Locational | Data we obtain about where you are for example, the address you connect a computer to the internet (IP address) |
| Technical | Details of the devices and technology you use |
| Communications | What we learn about you from letters, emails and our conversations with you |
| Social relationships | Details regarding your family, friends and other relationships you provide to us |
| Open data and public records | Details about you that are in public records, e.g. electoral register, and information about you that is available on the internet |
| Usage data | Other data about how you use our products and services |
| Documentary data | Details about you that are stored in documents you provide to us e.g. your passport, driving licence, utility bills |
| Special categories of data | The law states that some types of data are special category data. We will only collect
this type of data with your
consent. Such data includes but is not limited to your:
|
| Consents | Any permissions, consents or marketing preferences you give to us, including how you want us to contact you |
Cookies
We may use information about your internet usage by using a cookie file which is stored on the hard drive of your computer or device. Cookies contain information that is transferred to your computer or device’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
- To estimate our audience size and usage pattern;
- To store information about your preferences, and so allow us to customise our site according to your individual interests;
- To speed up your searches;
- For security; and
- To recognise you when you return to our site.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.
Where we collect information from
We collect information from a variety of sources as set out below.
| Source of information | How we collect the information |
|---|---|
| Information you give to us |
When you apply for our products and services When you talk to us on the telephone (all calls are recorded and monitored for training and in order to improve our services to you) or face to face When you use our website or mobile device App From emails and letters If you respond to any of our client surveys or promotions |
| Information we collect when you use our service | This includes the type of insurances you have obtained through us, including all information on assets insured or uninsured |
| Information we may receive from third parties | This includes information provided by companies or individuals who introduce you to us; fraud prevention agencies; public sources of information such as Companies House; government and law enforcement agencies |
Why we collect your personal data and the lawful basis we rely on to process it
Data Protection law says that we are only allowed to process your personal information if we have one or more of the following lawful reasons:
- To fulfil a contract we have with you; or
- When it is needed to comply with our legal duty; or
- When it is in our legitimate interest; or
- When you give us your consent.
A legitimate interest means that we have a commercial or business reason to use your information. However, even then it must not unfairly go against what is right for you. If we rely on our legitimate interest, we will tell you what that is.
We have set out in the table below the ways in which we will use your information and which of the reasons we are relying on. Ensuring that we run our business efficiently, achieve our business objectives and operate in our client’s best interests
| What we use your personal information for | The reason we are relying on | Our legitimate interest |
|---|---|---|
| To provide insurance brokerage services to you and to deal with your requirements as part of our contract with you. |
Fulfilling a contract Our legitimate interests Our legal duty |
Ensuring we are efficient in fulfilling our legal and contractual duties |
| To contact you by telephone, email, text, online or by post to help you manage your business with us and comply with our regulatory requirements such as changes to our terms and conditions. |
Fulfilling a contract Our legitimate interests Our legal duty |
Ensuring we are efficient in fulfilling our legal and contractual duties |
| To comply with the law and meet our obligations to our regulators e.g. verifying your identity when we need to, preventing and detecting fraud, money laundering and other crimes such as identify theft. |
Fulfilling our contract Our legal duty Our legitimate interests |
Developing and improving how we deal with financial crime, as well as complying with our legal duties Complying with regulations that apply to us |
| To allow us to pursue our legitimate business interests and for our own internal operational needs such as product development, audit and credit and risk management. We will also use your information to assess and improve our services and for training and quality purposes. | Our legitimate interests | Ensuring that we run our business efficiently, achieve our business objectives and operate in our client’s best interests |
| To provide details of products and services we have carefully selected for you but only where you have provided your consent. We will never pass your information to a third party for them to use in their own direct marketing. We may share your information with companies within the Weatherbys corporate group, but only with your advance consent | Consent | Ensuring that we inform our clients of all suitable products and services which may be of interest to them |
Your rights in relation to your information
Under the Law you have various rights in relation to your information. These rights are explained below:
1. How to get a copy of your information
You are entitled to request access to your personal data at any time by contacting us. We will provide you with access to your information without delay and within 1 month of receiving your request, or at the latest within 3 months.
Access will be provided free of charge unless your requests are excessive or unfounded in which case we are entitled to charge a reasonable administrative fee or we may refuse to respond. We will provide you with an explanation in either case.
Before complying with your request, we are obliged to verify your identity.
If a large amount of information is involved we may ask you to specify the information you wish to access.
2. What to do if you think your information is incorrect
You can ask us to correct your information if you think it is incorrect. Please contact us if you want to do this.
We will correct information without undue delay and at the latest within one month of receiving the request from you.
If we have disclosed it to a third party, we will endeavour to contact them and inform them of the changes unless this is not possible or it would be disproportionate to do so
3. What to do if you want us to stop using your information
You have the right to object to us using your information, ask us to restrict our use of it or ask us to delete it if there is no need for us to keep it. This is known as the “right to object”, the “right to restrict” and the “right to be forgotten”. There may however be legal or other reasons why we need to keep your information, however we will inform you of this when you make your request.
You can ask us to stop processing your information where we are doing so for our legitimate interests or where you wish to withdraw your consent.
Marketing
If you no longer wish us to contact you for marketing purposes, you have the right to ask us to stop by withdrawing your consent. This can be done by:
- telephoning us on 01933 440077;
- sending us an email and/or using the unsubscribe link at the bottom of emails we send to you;
- informing us through our website (Contact Us);
- writing to the Data Protection Officer, Weatherbys Hamilton LLP, Sanders Road, Wellingborough, NN8 4BX.
You can choose any of the above methods, regardless of the method you chose to give us consent to marketing in the first place. When we receive your withdrawal of consent, we will update our records accordingly and ensure that you no longer receive marketing from us. You can of course change your mind and ask us to send you marketing in the future. We would however need to obtain new consent from you.
Please note that we are entitled to have processed your information up until the time that you withdraw your consent. You can ask us to restrict the use we make of your information if:
- It’s not accurate
- It’s been used unlawfully but you don’t want us to delete it
- It is not relevant any more, but you want us to keep it for use in legal claims
- You have already asked us to stop using it but you are waiting for us to tell you if we are allowed to keep on using it
Where we have restricted processing, we will tell you when that restriction has been lifted. You can ask us to delete your information where:
- We no longer need it;
- You have withdrawn your consent or objected to us processing it and we have no other reason to keep it.
However this does not apply where we need it to fulfil our contract with you or comply with the Law or to deal with a legal claim.
4. What to do if you want a reusable copy of your personal data
You have the right to receive a copy of the personal data we process in a format that can be reused or ask us to transfer your information to another organisation where possible, however this only applies to personal data that is held electronically by us.
How long we keep your personal data
We will keep your personal data in accordance with our Data Retention Policy. In most cases we will keep it for 7 years after you have ceased your relationship with us in order to respond to any questions or complaints; show that we have treated you fairly or to maintain records according to rules that apply to us.
We may keep your information for longer than 7 years after you have ceased your relationship with us if it is needed for legal or regulatory reasons. We may also keep it for statistical purposes. If we do, we will make sure that your privacy is protected and only use your information for those purposes.
Changes to our Privacy Policy
We will keep our Privacy Policy under regular review and will place any amendments on our website www.weatherbyshamilton.co.uk. This Privacy Policy was last updated in May 2018.
What to do if you are unhappy about the way in which we use your information
If you are unhappy, please contact us. You also have the right to make a complaint to the Information Commissioners Office (ICO) by contacting them at:
- www.ico.org.uk
- By telephone: 0303 123 1113 or from outside the UK +44 1625 545 700
- By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF