Privacy Policy

Who we are

ERS Syndicate Management Limited and ERS Administration Services Limited (“ERS” or “we”) are data controllers in respect of your personal information. Our registered office is at 52-54 Leadenhall Street, London, EC3A 2BJ.

ERS Syndicate Management Limited (registered in England and Wales No. 426475) is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulatory Authority, registered number 204851. ERS Syndicate Management Limited and ERS Administration Limited (registered in England and Wales No. 170558) are both subsidiaries of ERS Insurance Group Limited, a Lloyd’s underwriting business (Syndicate 218) which has been a leading motor insurer for more than 70 years. For more information, click here: ers.com/about-us 

This privacy policy expands on the Data Protection Notice included in our policy documents. It describes the way in which we use your personal information and provides details of your rights. It contains important information so please make sure you read it carefully.

Introduction to the insurance market

Insurance involves the use and disclosure of your personal data by various insurance market participants such as intermediaries, insurers and reinsurers. The London Insurance Market Core Uses Information Notice sets out those core necessary personal data uses and disclosures. Our core uses and disclosures are consistent with the London Market Core Uses Information Notice. We recommend you review that notice as well as this privacy policy.

Link to LMA website page: http://www.lmalloyds.com/LMA/N...

Link to current version of the notice: http://lma.informz.ca/LMA/data...

Who does this privacy policy apply to?

This privacy policy describes how we handle personal information about the following people:

  • People who request a quote, either directly or via a broker
  • Insurance policyholders
  • Named drivers and others covered by an ERS insurance policy
  • People who make a claim against one of our policyholders
  • Witnesses and other third parties whose information we may receive

We process personal information in line with the UK’s Data Protection laws and other relevant laws that apply.

The personal information we may collect about you

Types of personal data

Details

Individual details

Name, address (including proof of address), other contact details such as email and phone numbers, gender*, marital status, date and place of birth, nationality, employment status, job title, details of family members including their relationship to you

*This is used for identification purposes, demographic analysis, modelling and forecasting only

Identification details

National insurance number, passport number, driving licence number, other relevant licences

Financial information

Bank account and/or payment details, income and other financial information

Risk details

Information to assess risk and provide insurance quotes, including data relating to your health, disabilities and criminal convictions (including motoring offences)

Policy information

Information about the quotes you receive and policies you take out

Telematics (if you use this technology)

Driving behaviour, location, frequency of vehicle use, time of use, mileage

Credit and anti-fraud information

Credit history, credit score, sanctions and criminal offences, including information received from external databases about you

Previous and current claims

Information about previous and current claims (including under other insurance policies) which may include data relating to your health, disabilities, criminal convictions (including motoring offences) and in some cases surveillance reports; dashcam recordings where this technology is used; includes information about you from external databases

Special categories of personal data

Information about health, disability, criminal convictions (including motoring offences)

Where we collect your personal information

We may collect personal information about you from:

  • You
  • Your broker
  • Your family members
  • Your employer or their representative
  • Other companies in the insurance market, including providers of black box (telematics) services
  • Credit reference agencies
  • Anti-fraud databases, claims registers, sanctions lists, court judgement and similar databases
  • Government agencies such as the DVLA (to check licence and vehicle information) and HMRC
  • The publicly available electoral register
  • In the event of a claim, third parties including the other party to the claim, witnesses, experts, loss adjusters, legal advisers and claims handlers


How we use and disclose your personal information

Below is a summary of the different stages of the insurance relationship. Further details about how we use and disclose your personal information are set out in the subsequent sections of this privacy policy.

Quotation/inception:

  • Setting you up as a client, including possible fraud, sanctions, credit and anti-money laundering checks
  • Evaluating the risks to be covered and matching to appropriate policy/premium
  • Payment of premium where the insured/policyholder is an individual

Policy administration:

  • Client care, including communicating with you and sending you updates
  • Payments to and from individuals

Telematics:

  • Determining driving behaviour and driving patterns
  • Developing flexible telematics rating models

Claims processing:

  • Managing insurance and reinsurance claims
  • Defending or prosecuting legal claims
  • Investigating or prosecuting fraud

Renewals:

  • Contacting the insured/policyholder to renew the insurance policy
  • Evaluating the risks to be covered and matching to appropriate policy/ premium
  • Payment of premium where the insured/policyholder is an individual

Other purposes outside of the insurance lifecycle but necessary for the provision of insurance throughout the insurance lifecycle period:

  • Complying with our legal or regulatory obligations
  • General risk modelling and testing
  • Transferring books of business, company sales and reorganisations

Disclosing and sharing your information:

To assess the terms of your insurance contract, or to deal with any claims, we may need to share information like your name, address, date of birth and details such as medical conditions or criminal convictions. The recipients of this information could include (but are not limited to) credit reference agencies, anti-fraud databases, other insurers, underwriters and other group companies who provide administration or support services. For claims handling, the recipients could include (but are not limited to) external claims handlers, loss adjusters, legal and other expert advisers, and third parties who are involved in the claim. More information about these disclosures is set out below.

The Data Protection laws classify information about your medical conditions, disabilities and criminal convictions as ‘special category’ personal data which warrants extra protection. We will only share this kind of personal data where it is essential to administer your insurance contract or deal with any claims, or for anti-fraud purposes.

Accepting and administering your policy

If you pay your premiums via a credit facility, we may share your information with credit reference agencies and other companies for use in credit decisions, to prevent fraud and to find people who owe money. We share information with other insurers, certain government organisations and other authorised organisations. We may verify driving licence and vehicle information with the DVLA and may check No Claims records against an external database.

If you ask us to transfer your policy to another broker, we will disclose details of your policy (including any other people covered by the policy), any claims made and any other related information to the new broker at your request.

Insurance underwriting

We look at the possible risk in relation to your prospective policy (or anyone else involved in the policy) so that we can:

  • Consider whether to accept a risk
  • Make decisions about providing and dealing with insurance and other related services for you and members of your household
  • Set price levels for your policy
  • Confirm your identity to prevent money laundering and
  • Check the claims history for you or any person or property likely to be involved in the policy or a claim at any time. We may do this:
    • When you apply for or change your insurance
    • If there is an accident or a claim or
    • At the time you renew the policy

Profiling

When calculating insurance premiums, we may compare your personal details against industry averages. Your personal information may also be used to create the industry averages going forwards. This is known as profiling and is used to ensure premiums reflect risk. Profiling may also be used to assess the information you provide so we can understand risk patterns.

Special categories of personal data may be used for profiling where this is relevant, such as medical history or past motoring convictions (including motoring offences).

We may also make some decisions (for example about whether to offer cover or what the premiums will be) without any intervention by our staff. These are known as automated decisions. We rely on the information you provide to your broker and you can discuss the outcome of any automated decisions with your broker. See “Your Rights” below for further information.

Motor Insurance Database

Information about your insurance policy will be added to the Motor Insurance Database (MID) which is managed by the Motor Insurers’ Bureau (MIB). Certain government or authorised organisations including the police, the DVLA, the DVLNI, the Insurance Fraud Bureau and other organisations allowed by law may use the MID and the information stored on it for purposes including:

  • Continuous Insurance Enforcement (you can get information about this from the Department of Transport)
  • Electronic vehicle licensing
  • Law enforcement for the purposes of preventing, detecting, catching or prosecuting offenders and
  • Providing government services or other services aimed at reducing the level of uninsured driving

If you are involved in a road-traffic accident (either in the UK, the EEA or certain other territories), insurers or the MIB (or both) may search the MID to gather relevant information. Anyone making a claim for a road-traffic accident (including their appointed representatives and citizens of other countries) may also gather relevant information which is held on the MID.

It is vital that the MID holds your correct registration number. If it is not shown correctly on the MID, you are at risk of having your vehicle seized by the police. You can check that your correct registration number details are shown on the MID at www.askmid.com.

You can find out more about how the MIB uses personal information here: www.mib.org.uk/privacy-and-coo...

Managing claims

If you make a claim, we may need to release information to another person or organisation involved in that claim. This includes, but is not restricted to, others involved in the incident, their insurer, their solicitor or representative and medical teams, authorised repairers, the police or other investigators. We also may have to investigate your claim and conviction history. This may involve external claims handlers, loss adjusters, legal and other expert advisers.

Under the conditions of your policy, you must tell us about any incident (such as an accident or theft) which may or may not result in a claim. When you tell us about an incident, we will pass information relating to it to centrally managed claims registers which are operated on behalf of the insurance industry.

Call recording

You should note that some telephone calls may be recorded or monitored, for example calls to or from our claims department, customer services team or underwriting department.  Call recording and monitoring may be carried out for the following purposes:

  • Training and quality control
  • As evidence of conversations and/or
  • For the prevention or detection of crime (e.g. fraudulent claims)

Preventing or detecting fraud and other criminal offences

We will check your information against a range of registers and databases for completeness and accuracy. We may also share your information with law enforcement agencies, other organisations and public bodies.

If we find that false or inaccurate information has been given to us, or we suspect fraud, we will take appropriate action. If fraud is identified, details will be passed to fraud prevention agencies including the Claims Underwriting Exchange (CUE), the Motor Insurance Anti-Fraud and Theft Register (MIAFTR) run by the Motor Insurance Bureau (MIB) and the Insurance Fraud Register (IFR) run by the Insurance Fraud Bureau. Law enforcement agencies may access and use this information.

We and other organisations, including those from other countries, may also access and use this information to prevent fraud and money laundering, for example, when:

  • Checking details on applications for credit and credit related or other facilities
  • Managing credit and credit related accounts or facilities
  • Recovering debt
  • Checking details on proposals and claims for all types of insurance
  • Checking details of job applicants and employees

Details of the registers, databases and fraud prevention agencies we use may be requested from the Company Secretary at:

ERS Insurance Group Limited, 52-54 Leadenhall Street, London EC3A 2BJ.

Cheat line

To protect our policyholders, we are members of the Insurance Fraud Bureau (IFB). If you suspect insurance fraud is being committed, you can call them on their confidential cheat line on 0800 422 0421.

Consent and the Legal Basis for Processing Your Personal Information

Most of the personal information you provide to us is needed for us to assess your request for insurance, to enter into the insurance contract with you and then to administer that contract. Some of the information is collected for fraud prevention purposes, as described above.

If we need your consent to use any specific information, we will make that clear at the time we collect the information from you. You are free to withhold your consent or withdraw it at any time, but if you do so it may impact upon our ability to provide insurance or pay claims.

Further details about the legal basis for our processing of personal information, and the disclosures we may make, can be found in the Appendix below.   

Suppliers

Like most organisations, ERS uses a variety of companies to provide services on our behalf. We enter into contracts with those service providers to make sure they protect your personal information using appropriate security measures and we prohibit them from using your personal data other than as instructed by us.

Below is a list of service providers that have access to personal information to help service policies and subsequent claims:

Third Parties

Reason

Brokers

Brokers are the interface between ERS and policyholders. They provide information to ERS about policyholders, named drivers and other relevant individuals and we may share information with them about claims. Some of our brokers are located in Jersey, Guernsey and/or Isle of Man.

Insurance software houses

Software houses operate a trading platform which brokers can use to obtain quotations and insurance premiums for policies underwritten by insurers such as ERS.

Fraud organisations

We share data with fraud organisations to meet our regulatory requirements and to protect ERS, our policyholders and claimants. This includes various providers used to support pricing decisions.

Fraud investigators

Where additional information is required in relation to a reported or alleged incident, we may instruct claims investigators to carry out additional services such as interviews, reports and evidence review in order to validate the information presented. They need access to personal details to conduct a thorough investigation.

Out of hours suppliers

These are contracted parties to handle claims notification and indemnity enquiries outside of the ERS normal operating hours. They may have remote access to ERS Policy and Claims systems.

Claims suppliers (Repairers, Engineers, Salvage Agents, Loss Adjusters, etc.)

These providers service claims as outlined in the insurance policy. The third party will need access to personal details to allow the claim to be reviewed and concluded.

Motor Insurance Bureau (MIB)

Motor Insurers have a regulatory requirement to submit some personal information about policyholders to the Motor Insurance Database (MID).

Administrative support

ERS employs third party suppliers to manage inbound and outbound correspondence (i.e. scanning, referencing post, cheque processing, printing and postal services) and other administrative tasks. One of our administrative support providers is located in India.

Document management

Document storage, tape storage, document destruction.

Professional advisers

Legal advisers, accountants, auditors, project managers and other professional advisers.

IT and related providers

Software licenses/subscriptions, outsourced infrastructure support, ERS insurance systems, payment platform providers, telephony infrastructure and recordings.

Facilities

Cleaning and security services.

International transfers

Some of the partner organisations and service providers we work with may be located in other countries. ERS uses service providers located in the USA, India and Israel. As a result, your information may be processed outside the European Economic Area. In all cases we will make sure that your information is adequately protected.

If you travel abroad, your information may need to be transferred to or from other countries in order to administer your insurance and deal with any claims, for example to provide recovery and repatriation services if your vehicle breaks down or you have an accident in another country.

Any other transfers of personal information outside Europe will be subject to the provisions of the US Privacy Shield, standard contractual clauses approved by the European Commission or other contracts which provide equivalent protection.

Other disclosures

In addition to the disclosures described elsewhere in this privacy policy, we may also disclose your personal information in the following circumstances: (i) if required by law; (ii) in connection with a reorganisation, sale or transfer of all or any part of our business; (iii) if we believe that the disclosure is necessary to enforce or apply the terms of our contracts or otherwise to exercise or defend our rights; (iv) in order to comply with a judicial proceeding, court order or other legal obligation, or a regulatory or government inquiry.

Retention

We will keep your personal data only for as long as is necessary for the purpose for which it was collected. In particular, we will retain your information for as long as there is any possibility that either you or we may wish to bring a legal claim under or relating to your insurance, or where we are required to keep your information for legal or regulatory purposes. We have various different retention periods for different types of claims and other records. If you would like more information about this, please contact us at the address shown below.

We may keep anonymised data for longer periods for analysis and modelling purposes.

Your rights

You have rights under the Data Protection laws including the right to access the information we hold about you and receive a copy of that information (subject to any legal restrictions that may apply), to have the information corrected if it is inaccurate, and to have it updated if it is incomplete.

You can also find out about any automated decisions we make that affect your insurance or premiums.

We may ask for proof of your identity before we can respond to your request.

We will ask your permission before carrying out any marketing. You have the right to opt out of receiving marketing at any time. You can use the unsubscribe option that is included in all our marketing emails or contact us using the details given below.

In certain circumstances you may also have the following rights:

  • The right to have your data deleted
  • The right to restrict or object to the processing of your personal data
  • Where you have provided personal data voluntarily, or otherwise consented to its use, the right to withdraw your consent
  • The right to receive a copy of the personal information which you have provided to us, in a structured, commonly used and machine-readable format or to request that we transfer that information to another party (known as “data portability”)

If you wish to exercise any of your rights, please contact us at:

Compliance Officer

ERS

52-54 Leadenhall Street

London

EC3A 2BJ

Email: compliance@ers.com

If you are not satisfied with our use of your personal data or our response to any request by you to exercise your rights in relation to your personal data, please contact compliance@ers.com

You also have a right to make a complaint to the Information Commissioner:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545745 (national rate)

Email: casework@ico.org.uk

Appendix – Legal basis for processing personal information

Purpose

Categories of data

Legal grounds

Disclosures

QUOTATION/INCEPTION

Setting you up as a client, including fraud, credit and anti-money laundering and sanctions checks

Personal data:

• Individual details

• Identification details

• Financial information

Personal data:   

• Performance of our contract with you

• Compliance with a legal obligation

• Legitimate interests (to ensure that the client is within our acceptable risk profile)

• Group companies providing administration

• Credit reference agencies

• Anti-fraud databases

Special categories of personal data:

• Credit and anti-fraud data

Special categories of personal data:

• In the substantial public interest

• Consent

QUOTATION/INCEPTION

Evaluating the risks to be covered & matching to appropriate policy/premium

Personal data:

• Individual details

• Identification

• Policy information

Personal data:

• Perform contract

• Legitimate interests (to determine the likely risk profile and appropriate insurance product and premium)

 

Special categories of personal

data:

• Risk details

• Previous claims

• Credit and anti-fraud data

Special categories of personal data:

• Consent

QUOTATION/INCEPTION

and POLICY ADMINISTRATION

Collection or refunding of Premium

• Individual details

• Financial information

• Perform contract

• Legitimate interests (to recover debts due to us)

Banks

 

 

 

 

POLICY ADMINISTRATION

General client care, including communicating with you regarding administration and requested changes to the insurance policy. Sending you updates regarding your insurance policy.

Personal data:

• Individual details

• Policy information

Personal data:

• Perform contract

• Legitimate interests (to correspond with clients, beneficiaries and claimants in order to facilitate placing of and claims under insurance policies)

 

Special categories of personal data:

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

Consent

 

 

 

 

CLAIMS PROCESSING

Managing insurance claims including fraud, credit and anti-money laundering and sanctions checks

Personal data:

• Individual details

• Identification details

• Financial information

• Policy information

Personal data:

• Perform contract

• Legitimate interests (to assess the veracity and quantum of claims)

• Claims handlers

• Solicitors

• Loss adjustors

• Experts

• Third parties involved in the claim

Special categories of personal data:

• Credit and anti-fraud data

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

• Legal claims

CLAIMS PROCESSING

Defending or prosecuting legal claims

Personal data:

• Individual details

• Identification details

• Financial information

• Policy information

Personal data:

• Perform contract

• Legitimate interests (to defend or make claims)

• Claims handlers

• Solicitors

• Loss adjustors

• Experts

• Third parties involved in the claim

Special categories of personal data:

• Credit and anti-fraud data

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

• Legal Claims

CLAIMS PROCESSING

Investigating & prosecuting fraud

Personal data:

• Individual details

• Identification details

• Financial information

• Policy information

Personal data:

• Perform contract

• Legitimate interests (to assist with the prevention and detection of fraud)

• Solicitors

• Private Investigators

• Police

• Experts

• Third parties involved in the investigation or prosecution

• Other insurers

• Anti-fraud databases

Special categories of personal data:

• Health data

• Criminal records data

• Other sensitive data

• Credit and anti-fraud data

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

• Legal claims

• Substantial Public Interest

 

 

 

 

RENEWALS

Contacting you in order to renew the insurance policy

Personal data:

• Individual details

• Policy information

Personal data:

• Perform contract

• Legitimate interests (to correspond with clients, beneficiaries and claimants in order to facilitate the placing of and claims under insurance policies)

 

Special categories of personal data:

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

 

 

 

 

THROUGHOUT THE INSURANCE LIFECYCLE

Transferring books of business, company sales and reorganisations

Personal data:

• Individual details

• Identification details

• Financial information

• Policy information

Personal data:

• Legitimate interests (to structure our business appropriately)

• Legal obligation

• Courts

• Purchaser

Special categories of personal data:

• Credit and anti-fraud data

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

• Substantial Public Interest

THROUGHOUT THE INSURANCE LIFECYCLE

General risk modelling & underwriting

Personal data:

• Individual details

• Identification details

• Financial information

Policy information

Personal data:

• Legitimate interests (to build risk models that allow accepting of risk with appropriate premiums)

 

Special categories of personal data:

• Credit and anti-fraud data

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

 

THROUGHOUT THE INSURANCE LIFECYCLE

Complying with our legal or regulatory obligations

Personal data:

• Individual details

• Identification details

• Financial information

• Policy information

Personal data:

• Legal obligation

• PRA, FCA, ICO and other regulators

• Police

• Other insurers (under court order)

Special categories of personal data:

• Credit and anti-fraud data

• Risk Details

• Previous claims

• Current claims

Special categories of personal data:

• Consent

• Substantial Public Interest