This notice is designed to help you understand how we and our panel of Insurers process your personal data through the insurance journey, from the point of obtaining a quote from us, making a claim under your policy, to renewing your policy.
Telford-Reede Ltd may share your personal data in a number of ways:
To assist us in providing insurance broking services to you, it is necessary for us to use third party suppliers. In using these third party suppliers, we often have to share and allow access to personal data to enable those third party suppliers to carry out the relevant services. If third party suppliers are using personal data to provide services on our behalf, they are known as ‘data processors’. Examples of important areas where we use third party suppliers (and therefore data processors) include for the purposes of:
web and data hosting
– cloud software
-pricing and analytics
-brand and product development
-compliance monitoring, quality management and audit
-debt management and collection.
We will ensure that any data processor we use has entered into a contract with us which fully sets out the data processor’s duties, including in relation to protecting the processing of your personal data.
The following is a list of the types of personal data we may collect and hold about you:
Types of personal data
Name, address (including proof of address), other contact details (e.g. email and telephone numbers, gender, marital status, date and place of birth, nationality, employer, job title and employment history, and family details, including their relationship to you, vehicle and property details.
Identification numbers issued by government bodies or agencies, including your national insurance number, passport number, tax identification number and driving license number.
Bank account or payment card details, income or other financial information.
Information about you which we need to collect in order to assess the risk to be insured and provide a quote. This may include data relating to your health, criminal convictions, or other special categories of personal data. For certain types of policy, this could also include telematics data.
Information about the quotes you receive and policies you take out.
Credit and anti-fraud data
Credit history, credit score, sanctions and criminal offences, and information received from various anti-fraud databases relating to you.
Previous and current claims
Information about previous and current claims, (including other unrelated insurances), which may include data relating to your health, criminal convictions, or other special categories of personal data and in some cases, surveillance reports.
Some of the personal data your share with us may be what is known as ‘special category’ personal data. Certain categories of personal data have additional protection under data protection regulation due to its sensitivity. Special category data includes data relating to health, criminal convictions, racial or ethnic origins, political opinions, religious or philosophical beliefs, trade union membership, genetic, biometric or data concerning sex life or sexual orientation. For the purposes of this notice, we should only process special category relating to health or criminal convictions.
Telford-Reede Ltd may contact you by post and telephone for our legitimate marketing purposes in order to let you know about offers and other products and services. With your consent we may from time to time contact you by SMS or email with details of our other products and services.
We may collect personal data about you which, when combined with the personal data you have given us, helps us to target and tailor communications which we believe may be more relevant to you.
If you would like to opt out of receiving marketing correspondence of any kind, you can let us know at any time by writing to us or by calling us on 0191 3886454
We do not sell or pass on your details to any third parties for the purposes of marketing their own products or services.
When calculating insurance premiums Insurance Participants may compare your personal data against industry averages. Your personal data may also be used to create the industry averages going forward. This is known as profiling and is used to ensure premiums reflect risk.
Profiling may also be used by Insurance Participants to assess personal data you provide to understand fraud patterns.
Where special categories of personal data are relevant, such as medical history or past motoring convictions for motor insurance, your special categories of data may also be used for profiling.
Insurance Participants might make some decisions based on profiling and without human intervention (known as automatic decision making).
The legal ground used to carry out automated processing is that it is necessary for the purposes of entering into, or performance, of your insurance policy. Automated processing is used for the following purposes:
Fraud prevention and detection
In order to prevent or detect fraud we will check your details with various fraud prevention agencies and anti-fraud databases, who may record a search. These checks include processing conducted automatically by computers.
Insurers pass information to the Claims Underwriting Exchange database, run by the Motor Insurers’ Bureau (MIB). The aim is to help us check information provided and also to prevent fraudulent claims. We may at any time search the database including when we deal with your request for insurance.
If fraud is suspected, information will be shared with insurers and fraud prevention agencies. Insurance Participants use various means as an interface to compare customer personal data with data held by these fraud prevention agencies. These databases are searched when we deal with your request for insurance, at renewal, if changes are made to the policy or, in the event of an incident or claim. Other users of the fraud prevention databases, such as law enforcement agencies, may use this information in their own decision making processes.
Under the conditions of your policy, you must tell us about any incident (such as an accident or theft) which may or may not give rise to a claim. When you tell us about an incident we may pass information relating to it, to our claims management business partner. All telephone calls relating to applications and claims may be monitored and recorded and the recordings used for fraud prevention and detection, training and quality control purposes.
We may also share your information with law enforcement agencies, other organisations and public bodies where we reasonably believe it is necessary for the prevention and detection of fraud, crime or where required to do so under a court order.
Credit reference checks
Our Insurance Participants will conduct credit reference checks at one or more of the UK’s credit reference agencies (“CRAs”). In all cases these checks will be carried out to confirm identity, help prevent fraud and calculate premiums. This is a soft search which means it is only visible to you (if you request a copy of your credit file at the credit reference agencies) and is not visible to other organisations. This type of credit reference check will not affect your credit file.
The search will be visible on your credit report but it won’t affect your credit rating as it’s not an application for credit. The CRAs may add the details of our searches and personal data that we hold about you to their records relating to you.
Some of our Insurance Panel need to perform a fuller credit reference check with the CRAs, which is called a quotation search. This check is conducted at quotation, renewal and in certain circumstances where policy amendments are requested. This type of search will leave a footprint on your credit file which is visible to other lenders and companies (for example, other CRA customers).
This type of search and the personal data about you may be used and disclosed by the CRAs to other lenders and companies to enable them to trace your whereabouts, recover debts that you owe and to verify your identity.
The Information Commissioners Office has provided guidance on how CRA checks work and how long information is retained for. Download the guidance pdf (PDF 0.9 MB)
Records remain on file at the CRAs for six years after they are closed, whether settled by you or defaulted. CRAs may use this personal data for the purpose of carrying out statistical analysis about credit ratings.
Contacting Credit Reference Agencies
You can contact the CRAs currently operating in the UK (CallCredit, Equifax and Experian) to find out what information they hold about you. The information they hold may not be the same so you may wish to contact more than one. Their details are below. They are entitled charge you a small statutory fee.
Call Credit, 0330 024 7574 or log on to www.callcredit.co.uk.
Equifax, Equifax Ltd Customer Service Centre, PO Box 10036, Leicester , LE3 4FS, 0333 3214043or log on to www.equifax.co.uk.
Experian, Consumer Help Service, PO Box 8000, Nottingham NG80 7WF or call 0344 481 0800 or log on to www.experian.co.uk
Both types of credit checks as described above may be completed when obtaining a quote for you, whenever you change or renew the policy, to offer payment options and to calculate premiums.
Risk analytics and insurance premium pricing
Insurers process your personal data to determine premium pricing, and assess a number of risk rating factors relating to your insurance policy.
We will process your personal data to enable us to develop, review and improve the services which we offer and to enable us to provide you with relevant information.
Retention of your personal data
Telford-Reede Ltd will delete personal data in line with our retention policies. Personal data will be retained for the minimum amount of time necessary for each type of activity that we conduct.
For the purposes of supporting our complaint handling, quality management, regulatory requirements and to defend against legal claims, personal data associated with the provision of quotes, inceptions and management of policies will be retained for a maximum of seven years from the conclusion of your relationship with us.
Personal data will be retained for 11 years for the purpose of analysing and assessing risk in relation to insurance claims.
Personal data relating to quotes requested and subsequently not taken up by you will only be processed for marketing purposes for four years. Should you wish to stop receiving any form of marketing contact please let us know.