Our Fair Processing Notice outlines how we use your personal data, what kinds of data we use, and your rights relating to this data. Please be assured that we take your privacy seriously and that we are legally required to collect and use your data in accordance with the requirements of the General Data Protection Regulation (GDPR).

We collect data both from you and from third parties that have further information about you. How we use your personal data will depend on the products and services we offer or provide to you. Further information on this and other aspects of how your data is used is contained within this Fair Processing Notice.

About us & Contact details

H&R Insurance Services are an insurance broker based in the north-east of Scotland. We will act as a “controller” of the data you provide to us, as well as any data we obtain about you from other sources. We are regulated by the FCA, our registration number is 308957.

If you need to get in touch regarding any aspect of this Fair Processing Notice, you can contact us via the following details:

Phone: 01224 848382
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Post: H&R Insurance Services, H&R House, Woodburn Road, Blackburn, Aberdeen, AB21 0PS

Our legal basis for using your data

We are legally required to only use your data where it is permitted by the laws that protect your privacy rights.

Your personal data, sensitive personal date, and data relating to criminal offences will be used by us when one or more of the following reasons apply:

• We have a legitimate interest to use your data in order to provide you with our services. These services include (but are not limited to) providing quotations, the creation of insurance cover, and administering your insurance contracts. We also have a legitimate interest to use your data to communicate with you in connection with any of our services or any of your insurance contracts.
• You have provided us with consent to process your data
• The processing of your data is necessary to comply with any legal obligations that we have

Automated decision-making and profiling

Automated decision making and profiling are a normal part of our activities as an insurance broker. They are only used for certain products and services that we provide, and we will only make use of these where it is necessary for the creation or performance of an insurance contract.

For certain products and services an automatic credit check will be performed using your data, the results of which will determine what can be offered to you.

You have the right to object to the use of automated-decision making and profiling based on your data, however this will restrict the products and services that we can offer to you.

Your rights regarding your data

You can object to how we process your data. Please contact us if you wish to discuss this or any of your other rights regarding your data.

You also have the following rights regarding the data you have provided:

• Access to your data & Portability: You can request access to a copy of the data you have provided us with, either for your own use or to transfer to a third party. Please submit this request to us in writing either by email or post. We may require you to clear additional data protection checks before sending this information to you or a third party.
• Rectification: You can ask us to change or correct any personal data we hold.
• Erasure: You can ask us to delete your data where it is no longer necessary for us to use it, or where we have no lawful basis for keeping it.
• Restriction: You can ask us to restrict the personal information we use about you.
• Right to withdraw consent: If you have given us consent to use your personal data, sensitive personal data, data relating to criminal offences, or information for marketing purposes, then you have the right to withdraw this consent at any time

Please note that if you wish to exercise your right to erasure, restriction, or your right to withdraw consent (apart from marketing), then this may result in us having to cancel an insurance contract 7 days later. In this event standard cancellation terms will apply. Please contact us if you wish to discuss your rights and the impact they may have on you or on an insurance contract.

Complaints regarding our handling of your data

Please contact us if you wish to make a complaint regarding the handling of your data, our contact details are provided

If we cannot resolve your complaint, then you can also make a complaint to the data protection supervisory authority, the Information Commissioners Office. Their website is located at https://ico.org.uk.

What types of data we use

We control and process several different types of data relating to you

Personal data: For all services and products we provide, you will need to disclose "Personal data" to us. This will include (but is not limited to) your name, gender, date of birth, address, contact details, and occupations. Depending on the product and service required, further information will be required.

Sensitive personal data: For certain types of product and service, you will need to disclose "Sensitive Personal Data" or “Special Category Data” to us. This includes data relating to health and medical conditions.

Data relating to criminal offences: Data relating to criminal offences and convictions will be required to be disclosed to us for certain products and services.

Where your data comes from

You will be the primary source of the information that we hold that forms part of your personal data, and this data would be provided to us via one or more of the following methods:

• Verbal conversations
• Proposal Forms
• Website enquiries and quotations
• Written correspondence

Dependant on the service and product we are providing to you, additional information relating to you will be gathered from third party sources. These include:

• Insurance Companies
• Other Insurance Brokers
• Insurance Claims databases
• Fraud Prevention databases
• DVLA Licence Information database
• Sanctions Checks database
• Credit Reference Agencies
• Companies House database
• Reputation referrals

Why you provide data to us

Our advisors, documentation, and any correspondence that is issued to you will advise what data is required in order to fulfil your (and our) contractual requirements. Failure to provide information when requested would result in us being unable to offer and create an insurance contract, or it would invalidate a previously created contract.

How long your data will be kept for

We will keep your data until you exercise your right to erasure. Please note that we are legally required to keep your data for a minimum period of 10 years following the expiry of an insurance policy. If no cover has been in place with us there is no legal requirement for us to keep your data.

How we use your data

We will process your data in order to provide you with the products or services that we offer.

For certain products we will require you to provide us with documentation that provides further data to us, or gives evidence to confirm data previously provided.

For certain products we will need to process your “special category” data, such as medical information and information regarding convictions.

When consent has been provided to us, we may use your data to send you marketing information relating to other products and services that we provide.

Who will use your data

H&R Insurance Services, its management and its staff will use your data in order to administer your insurance contracts and any additional services you use through us. This includes (but is not limited to) staff in our Personal Lines, Commercial, Claims, Accounts, and Administration teams.

At the appropriate times the following third parties will also process your data:

• Insurance Companies: For the purposes of administering insurance contracts that you have created with us.
• Other Insurance Brokers: For the purposes of creating and administering an insurance contract, and providing assistance to you.
• Credit Reference Agencies: For the purposes of obtaining a credit rating used to determine what products and services are made available to you.
• Payment Processors: For the purposes of processing card, cheque, and direct debit payments.
• Fraud Prevention Agencies: For the purposes of fulfilling our legal responsibilities regarding the prevention of fraud related activities.
• Sanction Checking Agencies: For the purposes of fulfilling our legal requirements to ensure we do not conduct business with anyone who is subject to financial sanctions in the UK.
• Claims Assistance Companies: For the purposes of organising assistance following a claim.
• Solicitors: For the purposes of assistance with legal matters relating to a contract or service you use.
• Auditing Agencies: For the purposes of auditing our financial statements and regulatory compliance.

Additional third parties may be provided with your personal data under the following circumstances:

• Where a countries legal system requires us to
• In connection with any legal proceedings or prospective legal proceedings
• To establish, exercise or defend our legal rights

Last updated: 29/05/2018

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