Privacy Policy

Section for business contacts

Definitions used

To help you we have set out here the meaning of certain words and terms used in this section as well as for our products/services.

Disclosure of other people's personal information

Please make anyone whose personal information you have provided to us aware of this Privacy Policy. You must make sure any information you supply about anyone else is accurate and that they’ve agreed to their information being supplied.

How we use your information

In order to provide the best products and services, we work with other registered organisations/businesses including, brokers, suppliers (a service provider), and clients (an organisation/business that we provide a service to). As part of these relationships, we may collect your information when you are acting on behalf of an organisation/business.

If we speak to you on the telephone, we may record calls for training and monitoring purposes to help improve our service and to detect and prevent fraud.

The Covéa Company that is the data controller of your personal information will be the one that you or the organisation/business you are acting for has the contractual/business relationship with.

What type of information do we collect?

The information we collect is usually limited to your contact details and the contact details of other individuals at your organisation/business.

Why we use your information

The information we collect may be used by us, our employees and third party insurers and/or service providers who are acting under our instruction, for the reasons detailed below. We must always have a lawful basis for processing your information.

For each reason for processing your information, we have set out our lawful bases: 

Why do we use your information Our lawful bases for processing

Our legitimate business interest, where applicable

To enter into and administer our business agreement

  • Administering our business agreements

Personal Information:

  • Entering into and the performance of a contract
 Not applicable.

To market additional products, services and general market information to you

  • Recording your marketing preferences in connection with products and services

Personal Information:

  • Legitimate Interest
  • To keep our business contacts up to date of our new products and services.

For management information purposes and internal analysis of products and services

  • Accounting and financial records, analysis and reporting
  • Audit requirements
  • Legal and professional advice
  • System security and effective operation

Personal Information:

  • Legal and/or regulatory obligations
  • Legitimate interest
  • To monitor our business performance and maintain appropriate company records.
  • To develop, manage and improve our products and services.

How we share your information

In order to sell, manage and provide our products and services, prevent fraud and comply with legal and regulatory requirements, we may need to share your information with third parties, including:

  • Our auditors (for management information purposes)
  • Suppliers carrying out a service on our, or your behalf:
    • We use computer software and technology suppliers that provide systems, software and technology so that we can offer our products and services.
  • Other UK and EU based Covea and parent companies

Marketing

We use your contact details to email you about our products, services and general market information.

If you would like to opt out from receiving emails, you can click unsubscribe on any of the emails we have sent you.

International Transfers

We have detailed third parties that we share your information with in the ‘How we share your information’ section. Some of these third parties may be in countries outside of the European Economic Area (EEA) or other countries that have not been given a Data Protection Adequacy Decision by the UK Government.

Under data protection law, when personal information is being transferred to a country not deemed Adequate by the UK government. We as data controller, are under an obligation to ensure that such transfers are performed in a manner that ensures that your personal information is adequately protected.

In the event that we transfer your personal information to such a country, we will always put in place adequate additional safeguards to ensure that your personal information is protected, such as placing contractual obligations on the third party that we are transferring your information to.

How long we keep your information for

We only keep your information for as long as is necessary, in line with the purposes for which we collected your information. We have set out our general retention periods below however in certain circumstances it will be necessary for us to keep your information for longer, for example when we are required to due to legal obligations or to defend or manage legal claims.

We will hold your details for as long as necessary as part of our business relationship with you or the organisation/business that you are acting for. The maximum time we may hold your information for is 3 years following the completion of the insurance policies run-off period (where applicable, as part of our business contractual relationship with you or the organisation/business that you are acting for) and the relationship being terminated.

We will keep any call recordings, chatbot transcripts and other forms of electronic communications for up to 7 years in line with the above policy, subject to storage capacity limitations.

Your rights

Data protection laws give you certain rights. For details of these rights please click here.

How to contact us

We have appointed a Data Protection Officer who is responsible for overseeing how we handle your information. If you have any questions about our Privacy Policy or the information we hold about you please write to us at: dataprotection@coveainsurance.co.uk.