We want you to be confident that we take data protection and your privacy seriously. As a regulated company and data controller we are responsible for the security and management of the personal information we hold about an individual. That’s why we have invested in our systems and processes to ensure that the way we collect, use, share, and store your information meets the legal, regulatory and our own standards.
This notice explains how we collect, use and store your personal information when you use our services or contact us (including any personal information given to us about other people named on the quote, policy, quote or claim).
How we act
We act as the data controller in respect of your personal data and are committed to protecting your privacy. We will process the information you have given us (this includes information provided to us via a comparison website) in line with the UK’s Data Protection laws and any other laws that apply.
If your quote originated from a comparison website you should be aware that they act as the data controller of the data that they collect on their site(s). When you click through to our website or disclose information to us directly we are the data controller of the information we collect.
In the performance of our activity as an insurance intermediary we may from time to time act as a Data Processor, for example where we collect or return premiums, or notify claims. We may also act under contract in order to service or administer insurance policies on behalf of other insurers or insurance intermediaries. The Data Protection Laws set out that firms that process personal data must ensure they meet their relevant obligations. We ensure that when we act as a data processor we have a suitable contract in place that describes our obligations in order to meet the requirements of the applicable data protection laws and regulations.
Legal basis for processing and your consent
The collection of and processing of data about you and other persons connected with your insurance is necessary for the entering into and performance of a contract or contracts, managing our business and providing products and services; these form the legal basis we have for processing information. We also have legal obligations to perform in which case processing of your information is necessary for compliance with the legal obligations to which we are subject, for example Proceeds of Crime Act 2002.We rely on your actions to indicate your consent for us to collect, process and disclose your information (which may include information about your health and criminal convictions), for example your voluntary provision of your personal data (including if it is given by a representative, agent of your employer), or where you have provided your express consent within a written, verbal or electronic document or other communication.
If you do not consent to processing
You are not obliged to provide us with your personal information, but we cannot provide our services without it.
Further details about your rights and how you can contact us are provided below.
Collecting and processing your personal information
For us to provide our services and to administrate insurance quotes, insurance policies, service policies, and/or deal with any claims or complaints we need to collect and process information (including personal data) about you and any other individuals you may disclose. We may also collect and process information classified as “special categories” or sensitive data.
Information you provide about other people will be processed on the basis that you have provided this information with their explicit consent.
The types of personal data that we collect & process may include but not be limited to:
|Individual details||such as name, address, contact details, marital status, date and place of birth, nationality, employer, job title, family details|
|Identification details||identification numbers issued by government bodies or agencies, including your national insurance number, employers reference number, passport information, tax and driving licence information, utility bills, certificates of incorporation (for businesses)|
|Financial information||bank account and payment card details, income, expenditure or other financial information|
|Risk information||information about you or other persons named or eligible to claim benefits under a policy in order to assess the risk to be insured and provide a quote. This may include data relating to health, criminal convictions, offences, garaging details, mileage details, details of valuable items. For certain types of policy, this could include information such as telematics data.|
|Policy information||Information about the quotes you receive and the policies you arrange|
|Credit and anti-fraud data||see the heading “Credit Searches and fraud prevention” below.|
|Previous and current claims||Information about previous and current claims (including unrelated insurances) which may include data about your health, criminal convictions and surveys.|
|Special categories of personal data||It is possible that special categories of data may be collected through our interactions with you or other parties, in which case we will ensure we meet the additional levels of protection required under the data protection laws.|
|CCTV||e.g. when you visit our premises|
In the event of an incident or claim we may also collect information from third parties (such as the other party involved in the claim), law enforcement agencies (e.g. the police), witnesses, experts, loss adjusters, loss assessors, solicitors and claims handlers.
We also use “cookies” to collect data when you use our website(s). Further details about cookies and how we use them can be found in our website notices.
We may also collect personal information when you or your representative or anyone named or contact us, for example to ask us a question, or update your personal information.
To ensure that your personal details are protected, we may ask questions to confirm your identity before we can communicate with you or your representative.
What we do with your information
We process and use your personal information to enable us to act as an insurance intermediary and to promote products and services to you. This means we will exchange the information we collect with insurers, other brokers or intermediaries, agents and service providers for this purpose. This includes maintenance of our own accounts and records and to support and manage our staff. Below gives an overview of how we may use your personal information:
- Obtain and Provide quotations and arranging your insurance cover
- Administering your insurance policies
- Claims processing or assisting you in your claim
- Complaint handling
- Processing renewals and adjustments
- Complying with our legal or regulatory objectives
- Debt collection
- Premium payment and premium finance arrangements
- Business transfers (where we sell all or part of our business and/or assets to another party)
We may also need to share your personal information with:
- Professional advisors and auditors
- Law enforcement agencies
- Claims handlers
- The Motor Insurance Database (MID) and Motor Insurers’ Bureau
- Any other party as referred to in this privacy notice
- Credit reference agencies
We will also use your personal information to:
- Help train our staff and improve our customer service, website and data bases
- Help us understand our customers and prospective customers
- Prevent fraud and other financial crime
- Ask you to provide feedback to us on the products and services we provide
- Identify risk and manage risk exposure
- Develop, improve, and personalise the products we offer
- Develop and improve pricing and underwriting and risk selection strategies and processes
- Develop and improve our administration, security systems and insurance applications
- Promote responsible lending and help prevent over-indebtedness
Your contact information will be used to contact you throughout the duration of your policy and may continue beyond that, for example if you have given consent to receive marketing or other communications or make a complaint or a claim is made. Other parties that we share your contact information with may also need to contact you during your policy term and beyond, for example if a claim has been made or you have a complaint.
We will disclose your personal information to insurers, intermediaries, our service providers, contractors, agents and group companies that perform activities on our behalf for these and other purposes described in this policy. We may also disclose your personal information to anyone you have nominated to handle your insurance on your behalf.
We collect and retain payment card information from you in accordance with PCI DSS standards. We do this when you make payment on our website, portal or directly to us (for example when you make a change to an insurance policy). This assists us in reducing fraud and helps us recover debts. Any refund we provide to you for any product you have purchased by card will be made back to the card account used to make the initial purchase (where this is not possible we may choose an alternative method).
To help improve customer service and for quality control and training purposes, telephone calls may be recorded and monitored.
We must make you aware that insurers are legally required to provide details of motor insurance policies to the Motor Insurance Database (MID) managed by the Motor Insurers’ Bureau (MIB). MID data may be used by certain statutory and authorised bodies including but not limited to the Police, the Driver and Vehicle Licensing Agency (DVLA), the Driver and Vehicle Licensing Northern Ireland (DVANI), the Insurance Fraud Bureau and other bodies permitted by law. Insurers also share information with each other via the Claims and Underwriting Exchange Register (CUE), and the Motor Insurance Anti-fraud and Theft Register (MIAFTR), and other data bases (including our own). This exchange of information enables us and insurance companies to verify the information that is provided during the quote or claims process (including information about any third party who is named on the policy) and help prevent fraud.
We must also make you aware that insurers and/or their agents and intermediaries may pass your information to countries within the EU and in some cases may pass your information to countries outside of the EU, for example the United States. On such occasion they must ensure that adequate levels of data protection are in place. The insurers documents will explain how your data will be used.
If you visit our offices CCTV is used for maintaining the security of property and premises and for preventing and investigating crime, it may also be used to monitor staff when carrying out work duties. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where necessary or required this information is shared with the data subjects themselves, employees and agents, service providers, police forces, security organisations and persons making an enquiry.
No Claims Discount database
We may use your no claims discount information to check your entitlement, examine the potential risk in relation to your prospective policy and help prevent fraud. If we do this your information will be checked against the MIB database. Such searches may be carried out against you or the relevant person included on the proposal and may be carried out at point of quote and, if a policy is incepted, at the renewal stage.
Driving Licence Numbers
If you provide your driving licence number this may be passed to the DVLA for a search to be carried out to confirm your (or any named driver’s) licence status, entitlement and relevant restriction information and endorsement/conviction data.
Searches may be carried out as part of your quote and at any point throughout the duration of your insurance policy. A search with the DVLA will not show on your (or the named driver’s) driving licence record. For details relating to information held about you by the DVLA, please visit www.gov.uk/view-driving-licence. Undertaking searches using your driving licence number helps insurers check information to prevent fraud and reduce incidences of negligent misrepresentation and non-disclosure.
We or your insurer may also request your (or another relevant person included on the proposal/insurance policy) driving licence information, licence share code and/or a copy of the photocard at any time, for example when a claim arises or in order to validate information you have provided.
Other forms of physical information
When we arrange and administer your policy we may ask you to provide physical forms of identification which might include (but not be limited to) a copy of your driving licence information, utility bills, bank statements, V5, passports, mileage readings etc. For companies (other than listed ones) this may include but not be limited to of a copy of certificate of incorporation, a list of directors, a list of shareholders and the registered address. We may ask for this information at any time.
Credit searches and fraud prevention
We may check your personal data or exchange it with credit reference agencies, fraud prevention agencies, and other public and privately available sources of information. These checks may include electoral roll and credit information (including credit history and credit score), sanctions, details of criminal offences, county court judgements, vehicle taxation status, MOT status, and bankruptcy. Insurers may also perform these checks as well. We perform these activities to check your identity, assess credit worthiness, credit scoring, help prevent fraud and money laundering.
Such checks are registered as general insurance searches. They will appear on your credit report and may be viewed by other companies when you apply for credit or insurance. These searches should not harm or adversely affect your credit profile.
These checks may be performed at any time including at the time of a quote, purchase process or when your insurance is due for renewal. This may happen regardless of whether you get a quote via the internet or phone. We may need to perform these checks on named individuals on your insurance policy or policies, subject to their consent.
If you make an application for credit the premium finance provider may perform a full credit check which will leave a record on your credit report.
Credit reference agencies will keep records of searches and will share information with other organisations, enabling applications for financial products or services to be assessed, to assist in tracing debtors or to prevent fraud. You have the right to access your credit report held by a credit reference agency.
If you deliberately misrepresent or provide false or inaccurate information and we suspect fraud we will record this on our own data bases and may exchange it with fraud prevention agencies or other authorities, for example the Police.
Profiling and automatic decision making
We carry out automated decision making to decide whether we can provide insurance products to you. We may compare your personal data against industry averages. This data may also be used to help us to sell you other products, help us decide which other products might be of interest to you, and help our risk selection processes. Pricing and underwriting decisions may be performed using automated means or with staff intervention or a combination of both. This can also assist us to understand fraud patterns and help combat fraud. We use an automated quote engine to provide insurance quotes, using the information we have collected.
Use of your information for marketing
We carry out analysis of products and services based on your use of our website and other services. Provided you have consented to receive such information from us we may contact you about products and services that may be of interest to you via Post, Email, SMS or Phone.
We do not sell or pass on any client or user information to any third-party companies for marketing purposes, but we may inform you of services or products available from third parties. It is your choice whether you wish to request more information from them. These communications may cover but not be limited to travel, leisure, financial services, charities and shopping.
Remember, if you would prefer not to receive this information from us you can ask us to stop at any time or you can also manage your preferences by emailing us at firstname.lastname@example.org.
Retention of your personal data
We will keep your personal data for so long as is necessary and for the purpose for which it was collected. In particular, for as long as there is any possibility that either you or we may wish to bring a legal claim or a complaint under your insurance, or where we are required to keep your personal data due to tax, legal or regulatory reasons.
To store your information, we may use storage services which are located within the UK or outside the EEA. Where storage services are based outside the European Economic Area (EEA) we will ensure that appropriate measures are in place to maintain the same level of storage security as in the UK or EEA.
When we pass your personal data to insurers, their agents, intermediaries or other service providers you should be aware that they (including their affiliates or sub-contractors) may have offices located outside the EEA. Transfer of your information will be made in compliance with the applicable data protection laws to ensure your information is properly protected. Your policy documents will set out how your data is used and whether it might be transferred outside the EEA. You should also be aware that those parties and ourselves may use the services of digital storage providers because of the amount of data we collect and process. We ensure that appropriate measures are in place to ensure we only use the services of those providers who meet the standard expected in the applicable data protection laws.
We may record information about your computer or mobile device, including hardware and software used and general location when you use or interact with our websites. We use this information to note your interest in our websites, the products and services we offer, and to improve our marketing strategies, customer journeys, and for anti-fraud purposes.
In addition to the above our web sites may use SessionCam for analysis. SessionCam is a product that has been developed by SessionCam LTD. SessionCam may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal data. Data collected by SessionCam from our websites is for our internal use only. The information collected is used to improve our website usability, improve our marketing strategies and customer journey and for anti-fraud purposes. It is also stored and used for aggregated and statistical reporting.
You have rights under the Data Protection laws including the right to access the information we hold about you (subject to any legal restrictions that may apply), to have the information corrected if it is inaccurate, and to have it updated if it is incomplete. In certain circumstances you may have the right to restrict or object to processing, and to receive an electronic copy of your data under data portability, or to have your data deleted.
You can withdraw consent to us processing your information at any time however, should you do this we will no longer be able to provide our services or administer any contracts and we will need to cancel any insurance policies or service contracts you hold with us, in order to comply with your request.
If you exercise your rights to object to us using your personal information you can do this at any time by telling us. We will consider your request and either stop using your information or explain why we are not able to.
Sometimes we will not be able to stop using or delete your personal information when you ask us to (for example where we need to use it because the law requires us to do so, or when we need to retain the information for regulatory purposes).
If you have any concerns about the way we use your personal information, please contact:
Data Access Team
Peter Best Insurance Service Ltd
For more information about Data Protection or if you wish to complain about how we treat your personal information you can contact the Information Commissioner’s Office at:
Tel: 0303 123 1113 or 01625 54 57 45
Although this website only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; http://en.wikipedia.org/wiki/Main_Page.)
Peter Best Insurance Services Limited cannot guarantee or verify the contents of any externally linked website despite our best efforts. You should therefore note that you click on external links at your own risk and Peter Best Insurance Services Limited cannot be held liable for any problems, damages or implications caused by visiting any external links found on this website.
Social Media Websites
Communication, engagement and actions taken through external social media websites (for example Facebook and Twitter) that this website and Peter Best Insurance Services Limited participate on are subject to the terms and conditions as well as the privacy policies held with each respective social media website respectively.
You are advised to use social media websites wisely and communicate on them with due care and caution regarding your personal details. Peter Best Insurance Services Limited will never ask you for personal or sensitive information via social media platforms and encourage you to contact us using the telephone numbers on our Contact page should you wish to discuss details of a sensitive nature relevant to the services and products we offer.