Who we are
We are Insurance Administration Services Limited (“IAS”), We are an
Administration Company. We are a data processor handling the administration,
including claims handling service for Insurers and Syndicates at Lloyd's of
London.
This Privacy Policy applies to IAS.
Information we collect and use
Information about you that we collect and use includes:
• Information about who you are e.g. your name, date of birth and contact
details
• Information connected to your product or service with us
• Information about your contact with us e.g. correspondence, letters, emails,
phone calls (which may be recorded)
• Information provided to us by your Insurer or Lloyd's Syndicate to assist us in
the performance of your product
• Information that is automatically collected for example cookies when you visit
our website
• Information classified as ‘sensitive’ personal information e.g. relating to
your health, marital or civil partnership status. This information will only be
collected and used where it’s needed to provide the product, service and/or
claims arising out of the product or quotation you have requested or to comply
with our legal obligations
• Information you may provide us about other people e.g. joint applicants or
beneficiaries for products you have with us
• Information on children e.g. where a child is named as a beneficiary on the
policy taken out by a parent, guardian, school or other person/group for the
purposes of a group travel policy on their behalf. In these cases, we will
normally only collect and use only the information required to identify the
child (such as their name, age, gender) however medical information may be held
but only where required in performance of an insurance quotation or policy.
What are cookies?
A cookie is a small file – it’s saved onto your computer or other device when
you visit our website. Cookies store pieces of information, for example - they
will remember you have visited our websites or performed a certain action.
We use cookies to help us improve your experience when you visit our website.
For example, a cookie might store information so you don't have to keep entering
it.
Cookies also let us know which pages of our websites you have visited; they
help us develop and market our products, services and sales.
Persistent cookies - these stay valid, and will work until their expiry date
(unless you delete them before they expire)
Session cookies - these expire when you close your web browser
IAS operates various different platforms and a website, where we use, store
and process your information in a way that is specific to each application.
Where we collect your information
We may collect your personal information directly from you, from a variety of
sources, including:
• an application form for a service
• Information provided to us by your Insurer or Lloyd's Syndicate to assist us in
the performance of your product
• phone conversations with us
• emails or letters you send to us
• our online services such as websites, social media and mobile device
applications ('Apps')
We authorise certain companies, including tour operators, travel agents to
offer and sell our products. If you have requested a quotation or purchased an
insurance cover via one of these sources, the information we collect and use
will most likely have been provided by them on your behalf.
We may also collect personal information on you from places such as
commercially or publicly available sources
What we collect and use your information for
We take your privacy seriously and we will only ever collect and use
information which is personal to you where it is necessary, fair and lawful to
do so. We will collect and use your information only where:
• you have given Insurers, Syndicates at Lloyd's of London and ourselves your
permission [consent]
• it’s necessary to provide the product or service you have requested we will
require some personal information including your name, address, date of birth,
and may include bank account details
• it’s necessary for us to meet our legal or regulatory obligations, tell you
about changes to Terms and Conditions or for the detection and prevention of
fraud
• it’s in the legitimate interests of IAS e.g. to deliver appropriate
information and guidance so you are aware of the options that will help you get
the best outcome from your insurance product
• where we need to process your information to better understand you and your
needs so we can send you more relevant communications about the products you
have with us and to develop new products and services
• it’s in the legitimate interests of a third party
• If you do not wish us to collect and use your personal information in these
ways, it may mean that we will be unable to provide you with our products.
We sometimes use systems to make automated decisions based on personal
information we have - or are allowed to collect and use from others – about you.
These automated decisions can affect the products, services or features we offer
you now or in the future. We use automated decisions in the following ways:
• Assessing on Insurer’s behalf the insurance risk for the type of cover
requested.
• Tailoring products and services
• Designing and enhancing our online services to help meet your requirements
Who we may share your information with
We may share your information with third parties for the reasons outlined in
'What we collect and use your information for.'
These third parties include:
• Insurers and their authorised suppliers for the purposes of fulfilment of
insurance quotations, contracts, renewal or claims service.
• Supervisory Authorities e.g. the Financial Conduct Authority (FCA), The
Financial Ombudsman Service, the Information Commissioner’s Office for the UK
(the ICO)
• Law enforcement, credit and identity check agencies for the prevention and
detection of crime
Whenever we share your personal information, we will do so in line with our
obligations to keep your information safe and secure. We will never sell your
details to someone else.
Where your information is processed
The majority of your information is processed in the UK and European Economic
Area (EEA).
However Insurers may process information outside of the EEA. If and when your
information is being processed outside of the EEA, the Insurers will take
additional steps to ensure that your information is protected to at least an
equivalent level as would be applied by UK / EEA data privacy laws.
How we protect your information
We take information and system security very seriously and we strive to
comply with our obligations at all times. Any personal information which is
collected, recorded or used in any way, whether on paper, online or any other
media, will have appropriate safeguards applied in line with our data protection
obligations.
Your information is protected by controls designed to minimise loss or damage
through accident, negligence or deliberate actions. Our employees also protect
sensitive or confidential information when storing or transmitting information
electronically and undertake regular training.
Our security controls are in accordance with industry standards and good
practice; providing an environment that effectively manages risks to the
confidentiality, integrity and availability of your information.
How long we retain your information
We will keep your personal information only where it is necessary to provide
you with our products or services while you are a customer.
We may also keep your information after this period but only where required
to meet our legal or regulatory obligations. The length of time we keep your
information for these purposes will vary depending on the obligations we need to
meet.
Your individual rights
You have several rights in relation to how IAS uses your information. They
are:
Right to be informed
You have a right to receive clear and easy to understand information on what
personal information we have, why and who we share it with – we do this in our
Privacy Policy and privacy notices.
Right of access
You have the right of access to your personal information. If you wish to
receive a copy of the personal information we hold on you, you may make a data
subject access request (DSAR).
Right to request that your personal information be rectified
If your personal information is inaccurate or incomplete, you can request
that it is corrected.
Right to request erasure
You can ask for your information to be deleted or removed if there is not a
compelling reason for IAS to continue to have it.
Right to restrict processing
You can ask that we block or suppress the processing of your personal
information for certain reasons. This means that we are still permitted to keep
your information – but only to ensure we don’t use it in the future for those
reasons you have restricted.
Right to data portability
You can ask for a copy of your personal information for your own purposes to
use across different services. In certain circumstances, you may move, copy or
transfer the personal information we hold to another company in a safe and
secure way. For example, if you were moving your insurance to another insurance
provider.
Right to object
You can object to IAS processing your personal information where: it’s based
on our legitimate interests (including profiling); for direct marketing
(including profiling); and if we were using it for scientific/historical
research and statistics.
Rights related to automatic decision making including profiling
You have the right to ask IAS to:
• give you information about its processing of your personal information
• request human intervention or challenge a decision where processing is done
solely by automated processes
• carry out regular checks to make sure that our automated decision making and
profiling processes are working as they should.
How to contact us
If you have any questions about our Privacy Policy or the information we
collect or use about you, please contact;
Data Protection Officer
Insurance Administration Services Limited,
Suite 6, Birch House
Ransom Wood Business Park
Southwell Road West,
Mansfield
Nottinghamshire
NG21 0HJ
E-Mail dataprotectionofficer@ergo-ias.co.uk
How to make a complaint
We will always strive to collect, use and safeguard your personal information
in line with data protection laws. If you do not believe we have handled your
information as set out in our Privacy Policy, please email paul@ias-health.com
or telephone via our switchboard and ask for Paul Allum Data Protection
Compliance Officer. We will do our utmost to assist.
If you are still unhappy, you can complain to our Supervisory Authority. Their
contact details are:
https://ico.org.uk/