Privacy Notice

Privacy Notice

Greenlands Insurance Services Limited (Company number 03589692) ("we or us") are committed to protecting and respecting your privacy.

This policy (together with our Terms of Business, Cookie Policy, Terms of Website Use, Acceptable Use Policy and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. It is designed to help you understand what kind of information we collect in connection with our products and services and how we will process and use this information. In the course of providing you with products and services we will collect and process information that is commonly known as personal data.

This policy describes how we collect, use, share, retain and safeguard personal data. It sets out your individual rights; we explain these later in the policy but in summary these rights include your right to know what data is held about you, how this data is processed and how you can place restrictions on the use of your data.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Act 2018 (the Act) and the General Data Protection Regulations (the Regulations), the data controller is Greenlands Insurance Services Limited whose registered office address is Unit 1, Cefn Llan The Science Park, Aberystwyth, SY23 3AH.

Our nominated representative for the purpose of the Act is J Roland Williams.

What is Personal Data?

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

Information we may collect from you

We may collect and process the following data about you:

  • Information that you provide by filling in forms on our site www.greenlands.co.uk. This includes requesting a quote, buying a policy, or requesting further services. We may also ask you for information when you report a problem with our site.
  • If you contact us, we may keep a record of that correspondence.
  • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
  • Details of transactions you carry out through our site and of the fulfilment of your requests for quotes and or the purchase of policies.
  • Details of your visits to our site (including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise) and the resources that you access.
  • Details of your use of our site to report and/or manage your claim(s).
  • During the quote process, our site may link to the sites of insurance companies where data concerning you will be collected directly by the insurer.
  • To administrate our business.

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.

IP Addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy.

Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your insurance quotation, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

All information you provide to us is stored on secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Uses made of the information

We use information held about you in the following ways:

  • To provide our service to you as your insurance broker to give you quotations, provide you with insurance policies where applicable and manage your insurance policies including claims handling and underwriting, and to contact you about your quotes and/or policies.
  • In providing our service we will pass information held about you onto insurance companies and premium finance providers for the purposes of obtaining quotes for policies and providing you with insurance policies, and to arrange insurance premium finance facilities. Please refer to the section below headed “Disclosure of Your Information” for further details.
  • To ensure that content from our site is presented in the most effective manner.
  • To provide you with information, products or services that you request from us or which we feel may be in our mutual interests.
  • To carry out our obligations arising from any contracts entered into between you and us.
  • To allow you to participate in interactive features of our service, when you choose to do so.
  • To notify you about changes to our service or products.

Where you have provided your consent we may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these by post or telephone.

We will only contact you by electronic means (email or SMS) with information about goods and services similar to those which were the subject of a previous sale to you, or the subject of a previous quote which we provided to you.

For certain policies, we will provide you with your policy details and documents by electronic means only.

We will retain your personal data at the end of any contractual agreement for a period of 5 years. We will retain special category and criminal conviction data for a period of 5 years. Where you have submitted a claim, we will retain your data for a period of 5 years if it is a non-injury claim; where an individual has been injured (physical and physiological), we will retain your data for 5 years. Where you have requested a quote, we will retain your personal data for 1 year. Where you have contacted us for details of our services and products, we will retain your personal data for 1 year. Where you make a complaint, we will retain the data for 5 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.

Disclosure of your information

We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If Greenlands Insurance Services Limited or substantially all of its assets are acquired by a third party, personal data held by it about its customers will be one of the transferred assets.

In some situations, we may request your consent to market our products and services to you or to share your data. 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 us as outlined above.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Business or Terms of Website Use; or to protect the rights, property, or safety of Greenlands Insurance Services Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. In particular, to assist in the prevention and detection of fraud we may share your information with other organisations, such as insurance companies (including insurance companies other than those with whom your insurance is with) and public bodies including the police.

Please note we may check and/or file details with fraud prevention agencies and databases and if we are given false or inaccurate information or consider that we have been and if we consider we have identified fraud, we will record this. We and other organisations may also use search agencies and databases from the UK and other countries to:

  • help make decisions about the provision and administration of insurance, credit and related services for you and members of your household;
  • trade debtors or beneficiaries, recover debt, prevent fraud, and to manage your accounts or insurance policies; or
  • check your identity to prevent money laundering, unless you provide us with other satisfactory proof of identity.

We and other organisations may also access and use your personal and other information to prevent fraud and money laundering, for example when:

  • checking applications for, and managing credit and other facilities and recovering debt; and
  • checking insurance proposals and claims.

We, and other organisations that may access and use information recorded by fraud prevention agencies, may do so from other countries.

We can provide the names and addresses of the agencies we use if you would like a copy of your information held by them. Please contact us in writing at Greenlands Insurance Services Ltd, Unit 1, Cefn Llan The Science Park, Aberystwyth, SY23 3AH.

Motor Insurance Database (MID)

Information relating to your motor policy will be added to the Motor Insurance Database (MID) managed by the Motor Insurers’ Bureau (MIB). The MID and the data stored on it may be used by bodies such as the Police and the DVLA with regards to electronic licensing (tax discs), law enforcement and government services or initiatives aimed at reducing the incidence of uninsured driving.

If you are involved in a road traffic accident (either in the UK, the EEA or certain other territories), insurers and/or the MIB may search the MID to obtain relevant information.

Persons (including his or her appointed representatives) pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on the MID.

It is vital that the MID holds your correct registration number. We will update your details with the MID; however it is important that you check your policy documents ensuring that your registration number is recorded correctly.

If your registration number is incorrectly shown on the MID you are at risk of having your car seized by the Police. You can check that your correct registration number is shown on the MID at www.askMID.com.

If the registration number is not shown correctly on your policy documents, or you cannot find your car on the MID, please contact us immediately.

Special categories of data and criminal convictions data

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.

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.

Your rights

Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data.

These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:

  • The right to be informed about the personal data being processed;
  • The right of access to your personal data;
  • The right to object to the processing of your personal data;
  • The right to restrict the processing of your personal data;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data;
  • The right to data portability (to receive an electronic copy of your personal data);
  • Rights relating to automated decision making including profiling.

Individuals can exercise their Individual Rights at any time. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.

In exercising your Individual Rights, you should understand that in some situations we may be unable to fully meet your request, for example if you make a request for us to delete all your personal data, we may be required to retain some data for taxation, prevention of crime and for regulatory and other statutory purposes.

You should understand that when exercising your rights, a substantial public or vital interest may take precedence over any request you make. In addition, where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters.

The flow of data within the insurance sector is complex and we ask you to keep this in mind when exercising your ‘rights of access’ to your information. Where we may be reliant on other organisations to help satisfy your request this may impact on timescales.

If you require further information on your Individual Rights or you wish to exercise your Individual Rights, please contact our Data Privacy Manager by emailing dataprivacy@greenlands.co.uk or by writing to Greenlands Insurance Services Limited, Unit 1, Cefn Llan The Science Park, Aberystwyth, SY23 3AH.

Changes to our Privacy Notice

Any changes we may make to our Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by email.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to dataprivacy@greenlands.co.uk.