Privacy Policy

About us

Abbeygate Insurance Brokers Ltd ("Abbeygate Insurance") is committed to protecting the privacy and confidentiality of all individuals, and takes its responsibilities regarding the security of data very seriously. We abide by the rules of the General Data Protection Regulation (GDPR) upheld by the Information Commissioner's Office (ICO) and are authorised and regulated to advise on and arrange insurance products. This includes processing any personal data lawfully, fairly and in a transparent manner.

What information do we collect about you, and why?

As a brokerage, and as part of our service, we will only collect information from you so that we can advise on and arrange products that may be suitable for you. In the financial services industry we call this fact-finding — it provides us with the information we need to recommend a product that meets your circumstances and requirements.

When obtaining information from you we will do so by phone, email or post, and will confirm the accuracy of the data collated. It is important that all the data we hold on you is accurate so that we can advise on and arrange suitable products.

The types of information we collect include: contact details, occupation, income and expenditure, credit details, insurance requirements, existing policies, bank details. In addition, we may collect sensitive personal data such as medical conditions or criminal offence data where required to arrange a policy on your behalf.

Where you provide your personal data on our website it will be taken as a positive action that you would like us to contact you for the purpose set out on our website.

Contact details received from a third-party lead generator

Occasionally we may receive your contact details from a third-party lead generator to whom you have expressed an interest in the products or services we offer. Where we use lead generators we will require that they have obtained your consent and have made it clear to you that they will pass your details on to a firm such as ours, and that you will be expecting us to contact you.

Information from other sources

We may obtain information from other sources, such as public records, if required. This is to enable us to verify who you are, or facts that you have told us, are accurate.

How will we use this information?

We will only use your data in ways that you would reasonably expect us to.

• We use the information you provide to research the market on your behalf to find a suitable policy that meets your circumstances and needs.
• Once we have carried out research we provide you with a personalised quotation detailing the product information. Whilst you consider the quotation we remain in touch to answer any questions you may have.
• If you are happy to proceed we use your data to complete an application form which is then forwarded to the relevant insurer. We then liaise with them on your behalf until the policy has been arranged.
• We will contact you at renewal or when your policy is due to be reviewed so that we can continue to ensure the policy you have in place remains suitable. Where your circumstances or personal information change we will update our records and notify the insurer to do the same.
• We will also use your data to assist you in pursuing any claim you have on your policy, or any complaint if you are not happy with the service you have received.
• As part of our service we like to keep our customers up to date with new products or offers that are available and may be of interest. Therefore, we may contact you from time to time through email marketing, phone, text or other types of marketing material. If you wish to opt out of this at any point, please let us know.

In the interest of improving our services, telephone calls may be monitored and/or recorded for training purposes and to assist us in handling a complaint. Where we record the call you will be informed.

The lawful basis on which we use this information

How we use your information (detailed above) is done so using the lawful basis of "legitimate interests". We have decided upon this basis as it allows us to meet ICO and regulatory rules, and is the most suitable lawful basis for processing data with a view to arranging a policy.

Who will it be shared with?

As stated above, if you wish to proceed to take out a policy then we will pass your details on to the insurer the policy will be arranged with. The information we pass on will be detailed within the application we complete on your behalf.

Where we assist you with a claim on your policy then we will liaise with the insurer and the loss adjuster appointed to your case.

Where required we may forward your details to regulatory authorities or fraud agencies where we have a legal obligation to do so to comply with our regulatory requirements, or where fraud is suspected. We may do this under the lawful basis of "legal obligation".

What we do to ensure the security of personal information

We will not share any of the information you provide with third parties for marketing purposes, or store any of your information outside of the European Economic Area. The information you provide will be held securely by us regardless of whether the information is in electronic or physical format. We use leading technologies and security measures to safeguard your information, and keep strict security standards to prevent any unauthorised access to it.

How long will we retain your data?

We will only hold data for no longer than is necessary. Where we have arranged a policy on your behalf we will keep your file, including your personal data and any call recording, on record for a minimum of six years, in line with our regulatory obligations. Where we need to hold your file for longer than this, we will inform you.

What are your rights?

You have the right to:

• Be informed about how we use, share and store your personal information;
• Request access to the personal data we hold on you (also known as a Subject Access Request). Where a SAR is requested we will respond promptly and within one month from the date we receive the request;
• Request your personal data be amended if inaccurate or incomplete;
• Request your personal data be erased where there is no compelling reason for its continued processing and we don't have a legitimate interest to retain it;
• Request that the processing of your data be restricted;
• Object to your personal data being processed;
• Rights in relation to automated decision-making and profiling.

Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time by contacting us by phone or email. We do not use automated decision-making or profiling systems.

Marketing

Where we need your consent we will ask for this separately. We do not use pre-ticked boxes or make assumptions that you have given your consent. Your consent must be freely given by positively opting in or making a clear affirmative action. We will do our very best to ensure you know exactly what you are consenting to, and remind you that you may withdraw your consent at any time by contacting us by email or phone. Where consent is obtained, a record of this will be made confirming what you have consented to, the time and date, and how consent was obtained.

Customers: Our customers are important to us, however we appreciate that on some occasions you may wish to look elsewhere. If you do, we would like to stay in touch and therefore will ask for your consent to do so.

Potential customers: Where you have expressed an interest in a product but have decided not to proceed, we would like to keep in touch and therefore will ask for your consent.

Non-customers: We will only send you information about regulated products or services if we have obtained your consent to do so.

Right to complain

We hope the service you receive from us is to the high standard you would expect. If at any point you are unhappy with the way we have used your data, please notify Andrew Francis by email, post or phone (details below). If you remain concerned about the way we collect or use your personal data you can raise your concern with the Information Commissioner's Office (ICO).

We will tend to disclose the complainant's identity to whoever the complaint is about, however if you wish your identity to remain anonymous, we will try to respect that. We will keep your complaint on record for two years once closed, or six years if it also relates to how we arranged a policy and falls under the regulator's ruling.

Changes to this Privacy Notice

We regularly review and, where necessary, update our Privacy Notice. If we plan to use personal data for a new purpose, our Privacy Notice will be updated and you will be notified.

How to contact us

If you wish to contact us about the above or any other matter, please contact:

Andrew Francis
Abbeygate Insurance
1 Mesogi Avenue
Mesogi
Paphos 8280
Cyprus
Tel: +357 26 819 175
Email: info@abbeygate.cy
Website: www.abbeygate.com/cyprus