Fair Processing Notice

The privacy and security of your information is important to us. This notice explains who we are, the types of information we hold, how we use it, who we share it with and how long we keep it. It also informs you of certain rights you have regarding your personal information under current data protection law. We will update this notice as required and at least annually (every December). Therefore, we suggest you revisit this notice every December to keep yourself informed.

The terms used in this Fair Processing Notice are based on the Information Commissioner’s Office. You can find out more about the ICO here: https://ico.org.uk.

Who are we?

Ardonagh Services Limited (which may also trade as Ardonagh Portfolio Solutions), is part of The Ardonagh Group of companies and is the Data Controller of the information you provide us. We are registered with the Information Commissioner’s Office for the products and services we provide to you.

You can contact us for general data protection queries by email to DataProtection@ardonagh.com or in writing to The Data Protection Officer, care of Group Risk, The Ardonagh Group, 1 Minster Court, Mincing Lane, London, EC3R 7AA. Please advise us of as much detail as possible to comply with your request.

For further information about The Ardonagh Group of companies please visit www.ardonagh.com/about-us/business-portfolio.

What information do we collect?

To enable us to provide you with the right product or service to meet your needs (or to handle a claim) we may collect personal information connected with insurance policies or types of risk which may include your name, telephone number, email address, postal address, occupation, date of birth, and additional details of insurance risks.

We may need to request and collect sensitive personal information such as details of convictions or medical history for us to provide you with our service.

We only collect and process sensitive personal data where it is critical for the delivery of a product or service and without which the product or service cannot be provided. We will therefore not seek your explicit consent to process this information as it is required by us to provide the service requested, and its processing is legitimised by its criticality to the service provision. If you object to use of this information, then we will be unable to offer you that product or service.

How do we use your personal information?

We will use your personal information to

  • Assess and provide the products or services that you have requested
  • Develop new products and services
  • Undertake statistical analysis

In the highly-unlikely event that we need to call you we are fully committed to Ofcom regulations and have strict processes to ensure we comply with them.

Securing your personal information

We follow strict security procedures in the storage and disclosure of your personal information in line with industry practices, including storage in electronic and paper formats.

Any new information you provide us may be used to update an existing record we hold for you.

 

When do we share your information?

We may share your information with third party insurers, reinsurers, insurance brokers, or alternative market capital providers to deliver some part of the service requested. In these instances, while the information you provide will be disclosed to these companies, it will only be used for the provision and administration of the service provided (for example underwriting and pricing purposes).

We will never share your information for any direct marketing of additional services and products.

The data we collect about you may be transferred to, and stored at, a destination outside of the European Economic Area (“EEA”). It may also be processed by staff operating outside of the EEA who work for us or for one of our suppliers. Such staff may be engaged in, amongst other things, the provision of information you have requested.

If we provide information to a third party we will require it and any of its agents and/or suppliers to take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Fair Processing Notice. 

We may of course be obliged by law to pass on your information to the police or other law enforcement body, or statutory or regulatory authority.

How long do we keep your information for?

We will not keep your personal information longer than is necessary for the purpose for which it was provided unless we are required by law or have other legitimate reasons to keep it for longer (for example if necessary for any legal proceedings).We will typically keep information for no more than 6 years after termination or cancellation of the service we provide. 

 

Your rights

There are a number of rights that you have under data protection law. Commonly exercised rights are:

  • Access - You may reasonably request a copy of the information we hold about you. ICO guidance
  • Erasure - Where we have no legitimate reason to continue to hold your information, you have the right to have your data deleted (sometimes known as the right to be forgotten). ICO guidance
  • We may use automated decision making in processing your personal information for some services and products. You can request a manual review of the accuracy of an automated decision if you are unhappy with it. ICO guidance
  • Marketing - If you wish to inform us of changes in consent for marketing please contact us at the address or telephone number indicated in any recent correspondence or emails you have received from us.

If you are unhappy about the way we have handled your data or upheld your rights, you can complain to the Information Commissioner’s Office (ICO) at any time.

Further details of your rights can be obtained by visiting the ICO website at https://ico.org.uk/your-data-matters.