Data Privacy Notice

We capture and process a variety of different types of personal data depending on the nature of the services involved. This includes but is not limited to:

Sometimes we may need to process special categories of personal data. These are certain types of personal data which require additional privacy protection. The special categories are:

• Racial or ethnic origin;
• Political opinions;
• Religious or philosophical beliefs;
• Trade union membership;
• Genetic or biometric data;
• Health data;
• Sex life or sexual orientation.

Personal data and special category data may be required to allow us to provide a quote, underwrite your policy, consider your claim or provide other insurance and ancillary services.

We collect your personal data to help us with advising on, arranging, underwriting or administering an insurance contract or administering a claim under an insurance contract. Specifically:

a.      Advising on, arranging and underwriting your policy, including:

• Performing credit or money laundering checks
• Understanding your insurance requirements to offer you a product that matches your needs and circumstances
• Gaining a reasonable understanding of the nature of the risk to be covered by the policy
• Providing competitive and appropriate pricing
• Contacting you to renew your policy for another year

b.      Administering your policy, including:

• Managing any changes to your policy
• Providing and improving client services as appropriate
• Maintaining contact with you, for issues relating to your policy and general customer contact

c.       Administering your claims, including:

• Registering your claims
• Assessing your claims, including any liaison with third parties potentially involved in your claims, e.g. communications regarding car repairs or health information
• Running due diligence checks e.g. money laundering
• The investigation of fraudulent claims
• The defence of or prosecution of valid and legal claims

d.      Further reasons, including:

• Any sale or transfer of our policies to another company due to restructuring
• To allow us to perform the essential practice and process of underwriting
• Analysing our clients and the products they select
• To ensure we comply with any legal or regulatory obligations
• The testing of our systems and processes where imitation data is unavailable. Testing which uses personal data will only by carried out in limited circumstances and only when appropriate safeguards and controls have been put in place

We process personal data where necessary in order to: 

• Engage with you when you or someone acting on your behalf asks us for a quote and are considering entering into a contract;
• Satisfy our obligations under a contract with a client or customer;
• Comply with a legal obligation;
• Process data as may be required in the public interest, such as detecting and preventing fraud;
• Pursue our legitimate interests in providing clients and customers with insurance services.

We may need to process your special category data when we:

• Advise, arrange, underwrite or administer an insurance policy or administer a claim under an insurance policy; 
• Protect, investigate, and defend legal claims;
• Process data for reasons of substantial public interest.

If your claim is processed in Belgium, MS Amlin may require your consent to use your special category personal data in order to process, administer and settle the claim. This is due to differing data protection law. You may withdraw your consent at any time, but in doing so, MS Amlin may be unable to complete the claim. You may withdraw your consent by emailing the Data Protection Officer at dataprotectionofficer@msamlin.com or writing to the Data Protection Officer.

To allow us to meet our obligations and effectively provide our services to you, it may be necessary to pass your personal data onto external parties. These external parties may include:

• Credit reference agencies
• Anti-fraud databases
• Banks
• Claims handlers
• Lawyers and Solicitors
• Loss adjustors
• External parties involved in the claim
• Private investigators
• The police and law enforcement
• The Motor Insurers’ Bureau
• External parties involved in the investigation, defence or prosecution of claims
• Other insurers (under court order or to prevent and detect fraud)
• The Prudential Regulatory Authority, the Financial Conduct Authority, the Information Commissioner’s Office and other regulators as required by law
• Companies that are part of the MS Amlin
• Our suppliers and sub-contractors for the performance of any contract we have with them
• Reinsurers

Your data will be shared securely, and only when absolutely necessary. It will never be sold on to external parties or organisations for marketing purposes.

As MS Amlin is a global insurer, we may transfer or share your data outside the European Economic Area for our operational procedures. It may also be processed by staff operating outside the EEA who are working for us or one of our suppliers. We will always take steps to ensure your data is treated and transferred securely with appropriate safeguards and controls in place.

We will not keep personal data for longer than necessary for the purpose for which it is processed.  It will be retained in accordance with our Data Retention Standard. Laws or regulations may require us to keep records for specific periods of time. We may also need to keep records in order to administer the insurance relationship, to fulfil our contractual or statutory obligations or to resolve queries or disputes which may arise.

We will store your personal data based upon the following criteria:

• Whether the personal data is actively required for the purposes stated in this Data Privacy Notice
• Whether there is a legal or regulatory reason to continue to retain the personal data

Under Data Protection regulation you have the right to:

• Obtain a copy of your personal data held by MS Amlin
• Have any incorrect personal data updated
• Request the erasure of any of your personal data
• Restrict the use of your personal data
• Object to the use of your personal data
• Request the personal data you provided to MS Amlin to be moved to another organisation

If you wish to exercise any of these rights please write to the below address stating your request and contact details. In order for MS Amlin to respond to your requests effectively and efficiently, please provide any further information you feel is necessary.

The Data Protection Officer
MS Amlin
MS Amlin Corporate Services
The Leadenhall Building
122 Leadenhall Street
London
EC3V 4AG

If you contact us regarding the exercise of these rights, we will seek to implement your wishes. In some cases (particularly where the request relates to the restriction of use of personal data or the objecting to the use of personal data) there may be reasons why we are not able to fully comply with your request, particularly where we are required to keep and use that data to comply with legal or regulatory requirements.

Personal data is processed in accordance with the Code of Conduct for the Processing of Personal Data by Insurers.

MS Amlin is committed to providing high quality products and services. If you feel that we have not met your expectations, we'd like to know so we can put things right for you. You can submit a complaint through our website here or via post at the below address.

Complaints
MS Amlin
MS Amlin Corporate Services
The Leadenhall Building
122 Leadenhall Street
London
EC3V 4AG

We would expect that any complaint can best be dealt with by contacting us in the first instance, and we will take complaints made to us seriously. However, if you wish to complain about our use of your personal data, and do not wish to contact us first, you also have the right to complain directly to the supervisory authority. Full details on this can be found on the following websites:

We might collect your personal data from various sources including:

• You;
• Your family members, employer or representative;
• Other insurance market participants such as, authorised agents, service providers, reinsurers, other insurers, legal advisers, loss adjusters and claims handlers;
• Credit reference agencies;
• Anti-fraud databases, sanctions lists, court judgements and other databases;
• Government agencies such as DVLA and HMRC;
• Open electoral register; or
• In the event of a claim, third parties including any other party to the claim (such as a claimant/defendant), witnesses, experts (including medical experts), loss adjustors, lawyers and solicitors, and third party claims handlers.

Which of the above sources apply will depend on your particular circumstances.

In some cases we use an automated decision making process to generate a quote to provide you with an insurance service; this process will only use the information which you have provided to us and will make an overall assessment of your application. This assessment will consider the level of risk involved and if applicable, generate a quote for the insurance service. The automated decision making process is regularly tested to ensure it remains fair, effective and unbiased. If you object to the use of automated decision making, please call us on the telephone number displayed on the quote generation page or contact the MS Amlin Data Protection Officer.