1. Introduction

Covridge (UK) Ltd (“Covridge”, “we”, “us” or “our”) is committed to protecting and respecting your privacy.

This Privacy Notice explains how we collect, use, store, share and protect your personal information when you:

• Visit our website.

• Submit an enquiry through our website.

• Request an insurance quotation.

• Arrange insurance through us.

• Renew an insurance policy.

• Make or pursue a claim.

• Raise a complaint.

• Contact us by telephone, email or other means.

• Otherwise engage with our services.

Covridge acts as a Data Controller in relation to the personal data described within this Privacy Notice.

2. Who We Are

Data Controller: Covridge (UK) Ltd

Registered Office: 13 Dennard Way, Farnborough, Orpington, Kent, BR6 7HS

Website: www.covridge.com

Email: compliance@covridge.com

Telephone: 07949 475126

Data Protection Lead: Alpa Patel

If you have any questions regarding this Privacy Notice or how we process your personal information, please contact us using the details above.

3. The Information We Collect

The personal information we collect will depend upon the nature of our relationship with you and the services requested.

We may collect the following categories of information.

• Identity Information

• Name

• Title

• Date of Birth

• Marital Status (where relevant)

• Contact Information

• Residential Address

• Correspondence Address

• Email Address

• Telephone Numbers

• Insurance Information

• Insurance Requirements

• Policy Information

• Underwriting Information

• Claims History

• Risk Information

• Previous Insurance Arrangements

• Financial Information

• Bank Details

• Payment Information

• Premium Finance Information

• Special Category Data

Where necessary for insurance purposes, we may process:

• Medical Information

• Disability Information

• Vulnerability Information

• Information relating to physical or mental health

• Criminal Conviction Information

Where relevant to insurance underwriting, risk assessment, fraud prevention or claims handling.

4. Website Enquiry Information

Information submitted through our website contact form including:

• Name

• Email Address

• Telephone Number

• Business Details (where provided)

• Enquiry Content

5. How We Collect Information

We may collect personal information:

• Directly From You

• When you contact us, request a quotation or arrange insurance.

• Through Our Website

• When you submit information using our website contact form.

• From Insurers

• From Managing General Agents (MGAs)

• From Claims Handlers

• From Loss Adjusters

• From Premium Finance Providers

• From Professional Advisers

• From Regulatory Bodies

• From Publicly Available Sources

• Where legally permitted.

6. Why We Use Your Information

We use personal information for legitimate business and regulatory purposes including:

• Obtaining Insurance Quotations

• Arranging Insurance Policies

• Policy Administration

• Policy Renewals

• Claims Handling

• Complaint Handling

• Customer Service Activities

• Fraud Prevention

• Financial Administration

• Regulatory Compliance

• Business Management

• Responding To Website Enquiries

• Exercising Legal Rights

• Defending Legal Claims

7. Lawful Bases For Processing

The lawful basis relied upon will depend on the nature of the processing activity.

Contract - Processing necessary to provide insurance services or take steps prior to entering into a contract.

Legal Obligation - Processing required by law, regulation or regulatory requirements.

Legitimate Interests - Processing necessary for the legitimate interests of Covridge, insurers, customers or other parties, provided such interests do not override individual rights and freedoms.

Consent - Where consent is specifically required by law.

Special Category Data - Certain insurance products and claims require the processing of Special Category Data.

Where Special Category Data is processed, Covridge will identify and rely upon an appropriate condition under:

• Article 9 UK GDPR

• Schedule 1 Data Protection Act 2018

• Additional safeguards are applied to protect such information.

Criminal Conviction Information - Criminal conviction information may be processed where relevant to:

• Insurance underwriting.

• Policy administration.

• Claims handling.

• Fraud prevention.

• Regulatory obligations.

Appropriate safeguards are applied in accordance with applicable legislation.

8. Who We Share Information With

To provide insurance services, we may share personal information with:

• Insurers

• Managing General Agents (MGAs)

• Claims Handlers

• Loss Adjusters

• Premium Finance Providers

• Professional Advisers

• Auditors

• Solicitors

• Accountants

• Financial Conduct Authority

• Financial Ombudsman Service

• Information Commissioner’s Office

• HM Revenue & Customs

• Law Enforcement Agencies

• Courts And Tribunals

• Technology And Service Providers

Where necessary for legitimate business purposes.

9. Marketing

Covridge does not:

• Sell personal information.

• Rent personal information.

• Share personal information for third-party marketing purposes.

• Send newsletters or marketing communications.

Should this position change in the future, this Privacy Notice will be updated accordingly.

10. International Transfers

Some of the technology providers used by Covridge may process personal information outside the United Kingdom.

Examples may include:

• Microsoft 365

• Microsoft Teams

• Zoom

• Website hosting providers

Where international transfers occur, Covridge shall ensure that appropriate safeguards are implemented in accordance with UK GDPR requirements.

Further information may be obtained by contacting us.

11. Data Security

Covridge maintains appropriate technical and organisational measures designed to protect personal information.

Measures may include:

• Access Controls

• Password Protection

• Multi-Factor Authentication

• Encryption

• Secure Systems

• Restricted Access

• Cyber Security Controls

• Secure Data Disposal Procedures

Access to personal information is restricted to those who require it for legitimate business purposes.

12. How Long We Keep Information

Covridge maintains a formal Data Retention Schedule which sets out the retention periods applicable to different categories of information.

Retention periods are determined by legal, regulatory and business requirements.

Information is securely deleted or destroyed when retention periods expire unless a lawful basis exists to retain it for longer.

Further information regarding retention periods may be obtained by contacting us.

13. Your Rights

Depending upon the circumstances, you may have the right to:

Request Access To Your Information

Request Correction Of Inaccurate Information

Request Erasure Of Information

Request Restriction Of Processing

Object To Processing

Request Data Portability

Withdraw Consent

Lodge A Complaint

Certain rights are subject to legal and regulatory exemptions.

14. Complaints

If you have concerns regarding how we process your personal information, please contact us first so that we can attempt to resolve the matter.

You also have the right to complain to:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk

15. Changes To This Privacy Notice

Covridge may amend this Privacy Notice from time to time to reflect:

• Regulatory Changes.

• Business Changes.

• Operational Changes.

• Technology Changes.

The latest version will always be available through our website.

16. Contact Us

For all privacy and data protection enquiries please contact:

Data Protection Lead

Covridge (UK) Ltd

13 Dennard Way
Farnborough
Orpington
Kent
BR6 7HS

Email: compliance@covridge.com

Telephone: 07949 475126

Privacy Policy