Privacy & Cookies

Personal data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, and their gender and contact details. 

Personal data may contain information which is known as special categories of personal data. This may be information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to or sexual orientation. 

Personal data may also contain data relating to criminal convictions and offences. 

For the purposes of safeguarding and processing criminal conviction and offence data responsibly, this data is treated in the same manner as special categories of personal data, where we are legally required to comply with specific data processing requirements.

In order for us to arrange and administer insurance for you we will collect and process personal data about you. We will also collect your personal data where you request information about our services, customer events, promotions and campaigns.

We may also need to collect personal data relating to others in order to arrange and administer insurance. In most circumstances, you will provide us with this information. Where you disclose the personal data of others, you must ensure you are entitled to do so. 

You may provide us with personal data when completing online quote or contact forms, when you contact us via the telephone, when writing to us directly or where we provide you with paper based forms for completion or we complete a form in conjunction with you. If our site contains links to other websites we are not responsible for the Content or privacy policies of such sites. Please ensure that if you click on any of our links that you read the Privacy and Cookie policy of the site you are visiting as you may be required to pass your personal information to that third party.

We will share your personal data within our firm, group of companies, business, including affiliates, subsidiaries and with business partners. This is normal practice within the insurance industry where it is necessary to share information in order to place, quantify and underwrite risks, to assess overall risk exposure and to process claims. It is also necessary to determine the premium payable and to administer our business.

We also share personal data with authorised third parties, this is necessary where we are required to do so by law, where we need to administer our business, to quote for, source, place and administer your insurances to perform underwriting activities and to process claims. Some examples follow:

−Insurers;

−Underwriters;

−Credit reference agencies;

−Debt recovery agencies;  

−Claims handling companies;

−Loss adjusters;

−Insurance brokers;

−Reinsurers;

−Regulators.

−Other Insurance Market participants

−Anti-fraud databases, sanctions lists, court judgements and other databases

−Public available sources such as Open electoral register and Companies House

−Your family members, Employer or Representatives

For example we might collect your personal data where;

• You have taken out an insurance policy through us (you are the policyholder), in which case we might collect your personal data from you, credit reference agencies, anti-fraud databases and sanctions list etc. 
• A third party (such as a family member or your Employer) has taken out an insurance policy through us for your benefit (you are the insured or beneficiary) in which case we might collect your data from a family member, Employer etc.
• You are a claimant or other person involved in a claim or relevant to a policy. E.g. you are taken out through us for your benefit, or you are making a claims against a third party’s insurance policy that was taken out through us, or a third party is making a claim against an insurance policy you have taken out through us, in which case we might collect your personal data from you, other insurance market participants, witnesses, experts,( including medical experts, loss adjusters , solicitors and claims handlers etc

We will collect your personal data when you visit our website, where we will collect your unique online electronic identifier; this is commonly known as an IP address.

We will also collect electronic personal data when you first visit our website where we will place a small text file that is commonly known as a cookie on your computer. Cookies are used to identify visitors and to simplify accessibility, and to monitor visitor behaviour when viewing website content, navigating our website and when using features.  For more information please see our Cookie Policy.

We may record your communications with us when contacting our customer care, complaints and other customer focused functions. We also collect personal data through the use of telematics or similar locational tracking services, where you have agreed to the use of this particular service.

Where we collect data directly from you, we are considered to be the controller of that data i.e. we are the data controller. Where we use third parties to process your data, these parties are known as processors of your personal data.  Where there are other parties involved in underwriting or administering your insurance they may also process your data in which circumstance we will be a joint data controller of your personal data.  

A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the processing of personal data.

A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller.

As a provider of insurance services, we will process the following categories of data: 

• Personal data such as an individual’s name, address, date of birth, gender, contact details and details of historic claims
• Special categories of personal data such as health and details on historic claims resulting in injury (physical and physiological)
• Data relating to criminal convictions and offences such as details of driving offences or insurance fraud

If you object to the collection, sharing and use of your personal data we may be unable to provide you with our products and services. 

For the purposes of meeting the Data Protection Act 2018 territorial scope requirements, the United Kingdom is identified as the named territory where the processing of personal data takes place.

If you require more information about our insurance processes or further details on how we collect personal data and with whom we share data with, please contact our ‘data privacy representative’ by e-mailing enquiries@rmci.co.uk

We will use the special category and criminal conviction data we collect about you for the performance of our contract with you which is deemed to be necessary for reasons of substantial public interest. This allows us to quote for and provide you with insurance products and services, to process claims and renewals and to administer your policy.

In purchasing our products and services you should understand that you are forming a contract with us. If you contact us for a quote or request details on the services we provide, we consider ourselves as having a legitimate business interest to provide you with further information about our services.

In some situations we may request your consent to market our products and services to you, to share your data or to transfer your data outside the European Economic Area. Where we require consent, your rights and what you are consenting to will be clearly communicated to you. Where you provide consent, you can withdraw this at any time by contacting our data privacy representative.

We will retain your personal data at the end of any contractual agreement for a period of 6 years].  We will retain special category and criminal conviction data for a period of 6 years. Where you have submitted a claim, we will retain your data for a period of 6 years, if it is a non-injury claim; where an individual has been injured (physical and physiological), we will retain your data for 12 years. Where you have requested a quote, we will retain your personal data for 2 years, where you have contacted us for details of our services and products, we will retain your personal data for 2 years. Where you make a complaint we will retain the data for 3 years.  Where you or law enforcement agencies inform us about any active investigation or potential criminal prosecution, we will comply with legal requirements when retaining this data.

The retaining of data is necessary where required for contractual, legal or regulatory purposes or for our legitimate business interests for statistical analysis (profiling) and product development and marketing purposes.

Sometimes we may need to retain your data for longer, for example if we are representing you or defending ourselves in a legal dispute or as required by law or where evidence exists that a future claim may occur. 

You should be aware that we use automated decision making (services/tools and techniques) to check for customer suitability to our products, for example we might perform a credit search to check an individual’s solvency and credit rating. We also analyse data to identify products and services that customers may be interested in, this is commonly known as profiling. You have the right to object to the use of profiling activities and the use of automated decision making (services/tools and techniques).

Please contact our data privacy representative if you object to the use of, or you have any questions relating to the use of, your data, the retention of your personal data or the use of profiling and automated decision making services/tools and techniques. You can opt out of receiving marketing services by e-mailing enquiries@rmci.co.uk.

We will take all appropriate technical and organisational steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within our firm, group of companies, business, including affiliates, subsidiaries and authorised third parties.

DATA PRIVACY REPRESENTATIVE

COMPLAINTS

If you have any questions regarding this Notice, the use of your data and your Individual Rights please contact our data privacy representative at:

In writing:
Data Privacy Representative

RMCI

3/4 Tannery House

Tannery Lane

Send

Surrey

GU23 7EF

By phone: Telephone: 01483479474

By E-Mail: r.manners@rmci.co.uk