Cookies Notice and Privacy Policy

INSURANCE DATA SOLUTIONS (IDS) PRIVACY POLICY

Our contact details
Name: Insurance Data Solutions Ltd.
Address: Moor Gardens Offices, Maldon Road, Hatfield Peverel, Chelmsford, Essex, CM3 2JP.
Phone Number: +44 (0)1245 608253
E-mail: ENQUIRIES@InsuranceDataSolutions.co.uk

Website: https://www.InsuranceDataSolutions.co.uk/
Latest Update 01/08/2024

Insurance Data Solutions (IDS) is committed to ensuring that your privacy is protected and respected in accordance with relevant data protection laws including the Data Protection Act 2018 (DPA2018) and the UK General Data Protection Regulation (UK-GDPR).

This privacy policy sets out when, why and how Insurance Data Solutions (IDS) the trading name for New City Software Ltd. collects personal data, which you provide to us, through our interactions and through our products and services and how we process and use that data. It also includes the limited conditions under which we may disclose it to others and how we keep it secure.

We are established in the United Kingdom and registered with the UK Information and Commissioners Office (ICO) as a data processor for the processing of our customer’s data, and we also act as a data controller in relation to information that we gather from job applications and our own employees and for the data we gather from marketing activities i.e. through our website.

Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. We do not sell or trade email lists with other companies and businesses, for marketing purposes.

If we need to change our privacy policy, we will always update this page and it will be reflected in the version date 14/12/22. You should check this page from time to time to ensure that you are happy with any changes.

If you have any queries regarding this Privacy Notice, you should first contact our Data Protection Officer via email: enquries@insurancedatasolutions.co.uk. If you do not receive a reply within two working days, please telephone us on UK +44 (0)1245 608253 and request to speak to our Data Protection Officer.

VISITORS TO OUR WEBSITE WWW.INSURANCEDATASOLUTIONS.CO.UK

(For example: Customers and potential customers who work within the insurance sector, job applicants, or potential partners.)

If you contact us through our website using chat or the contact forms and buttons where contact details are requested - you will be asked to provide your business contact details such as your email address and telephone number. This information will then be passed to the relevant department i.e. our HR or sales teams to contact you to assist you with your inquiry. By entering your information, you are consenting to us holding this information for that purpose.

In the course of assisting you with your inquiry, we may ask for your consent to use your details for further purposes such as marketing. When we do this, you will be clearly advised and your specific consent will be required before we can use your information for any other purpose. By default, no consent is assumed.
You are able to remove your consent at any time. You can do this by contacting our Data Protection Officer by email: enquiries@insurancedatasolutions.co.uk

DIRECT MARKETING OR SHARING OF RELEVANT BUSINESS NEWS

We do not send marketing material to members of the public (Business to Consumer). Our Marketing Team may send product-relevant marketing material or product news to our business customers or potential business customers (Business to Business) on the lawful basis of our legitimate interests. In all cases, you are provided with a link to this privacy notice and a clear means of opting out of this material.

At IDS, we procure data in various ways, according to the lawful basis of ‘Legitimate Interests'

We currently collect and process the following information:
Personal identifiers, contacts and business characteristics for example: name and contact details including email addresses, business financial information, employee data and website user statistics.

If you have received correspondence from us, we will have procured your data in one of the following ways:
• You have requested information from IDS on a previous occasion.
• Someone has sent us your e-mail address requesting information about our articles and services to be sent to you.
• You or someone else has expressly shared your contact details to receive information now and in the future.
• We have previously met at an event, and your business card or contact details were handed to us willingly.
• You or a business colleague has visited our website, and we believe there is a genuine legitimate interest in our services.
• You have previously connected with a team member via LinkedIn and discussed our services.
• A team member has found your business and your contact details online, believing that your business would genuinely be interested in an IDS solution. Based upon your job function aligning with our typical customer profiles, they have made contact to introduce you to our solutions.
• Your data has been purchased by a registered third-party data supplier, which will have been segmented by industry, organisation size and job function based on our typical customer profiles. (Due diligence checks around UK GDPR compliance will have been conducted accordingly).

JOB APPLICANTS

On our website or through third parties (recruitment sites or agencies) you may apply for a position in our organisation – https://www.insurancedatasolutions.co.uk/about/career-opportunities/
If you decide to do this, then you will be required to submit your personal details including previous employment experience and qualifications. This information is used for the specific purpose of assessing your suitability for a position in our business and we do this under the lawful basis of our legitimate interest. By applying for a position at IDS, you are consenting to the use of your personal data for this purpose. We will retain this information for 2 years for matching to future roles. You are able to remove your consent at any time. You can do this by contacting our Data Protection Officer by email: enquiries@insurancedatasolutions.co.uk

CLIENTS OF OUR CUSTOMERS IN THE INSURANCE SECTOR

We also receive personal information indirectly, from the following sources in the following scenarios:
As the Suppliers of the service that we provide (as data processors) to our customers (data controllers) we are required to collect, process or store the personal information of clients of our customers (e.g., Insurance policyholders, which may contain criminal convictions data).
All information is processed strictly in accordance with the instructions of our customers, under a legal contract and all data is stored securely on servers located within the United Kingdom.
Our Customers (The Data Controllers) shall ensure that it has in place all necessary consents and notices required to enable the lawful transfer of personal data to the Data Processor (IDS).

For any “subject access requests” (SAR’s), these must be made directly to our customers - your insurance provider.

As the Data Processor, we will assist our customers in responding to any request from a data subject and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, breach notifications, and consultations with supervisory authorities or regulators.  We will notify the Customer without undue delay on becoming aware of a personal data breach.
As the Supplier (Data Processor), we shall not sub-contract any of our obligations to a sub-processor with respect to the processing of this personal data without the prior written consent of the Customer (Data Controller).

EMPLOYEES OR PARTNERS OF OUR CUSTOMERS

As an employee or partner of our customers, if you create an account on/in our Apps, you will be asked to provide personal data about you, for example: Name, email address, password, telephone number. IDS processes such personal data for purposes of securely providing our products and services to our customers under the lawful basis of contractual obligations. Your activity on our Apps is monitored and this information is analysed and retained for auditing purposes and to help us improve the performance of our solutions.

SHARING YOUR INFORMATION

We will only share your information with parties that you have agreed we can share it with. There are, however, certain scenarios where we may have to share your data with other parties only where this is required to comply with applicable laws and government or regulatory bodies’ lawful requests for information. Examples of these scenarios are:
• For legal reasons, we may be required to share your data with law enforcement agencies, governments, etc. This may be as part of an investigation, or it may be as part of service such as fraud prevention.
• Where your data may be required to protect against harm to the rights of property or person as permitted by law.
• Where your data may be required to prevent or protect serious physical harm to an individual.
• If IDS is involved in an acquisition, a merger, sale of assets, or liquidation.
• In order to provide the services that we offer as efficiently as possible, IDS may use third parties to perform certain functions (HR, IT, Cloud Storage, Payroll and Accounting) and in doing so, they may process customer data or employee personal data under our instruction. In all cases, IDS maintains full control of the data it is processing and has entered into a contract with each of the third parties to regulate their use of the data and to ensure compliance with all relevant legislation.

SECURITY

We are committed to ensuring that your information is secure. to prevent unauthorised access, alteration, destruction, disclosure or use, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect:
• Ensuring that any data that moves across an untrusted network (such as the Internet), will be encrypted using strong methods. Though the transmission of information via the internet cannot be guaranteed, we will do our best to protect your personal data but cannot guarantee the security of your data whilst in transit to our site(s). Any transmission to us is at your own risk. Once we have received your information, we use strict procedures and security features to protect it against unauthorised access or disclosure as best we can.
• Ensuring that all our employees who may come into contact with your data or the systems that process your data have sufficient knowledge and training to handle it in a confidential and secure manner.
• Ensuring that we have appropriate policies and procedures in place which instructs our employees or third parties on how to handle your data securely.
• Ensuring that we minimise access to your information to only those who need access in order to perform the service we are offering you.
• Any information that we receive from you will be stored depending on the service, but in all cases, it will be within the United Kingdom, and within highly secured data centres with multiple layers of technical and organisational controls.
• We regularly test our apps and systems for vulnerabilities which allows us to better protect your information.
• We have very strict contractual and non-disclosure agreements with any third parties we use.

HOW LONG DO WE KEEP YOUR PERSONAL DATA?

Our internal IDS Data Retention Policy sets a framework around retention to ensure we hold your data for only as long as is necessary for a specified purpose and to ensure we are not storing data that we no longer need.
Your personal data will be retained as long as necessary to provide you with the services and products requested. Once our relationship has come to an end, we will either delete your personal data or anonymize your personal data, unless statutory retention requirements apply (such as for taxation purposes).
Some of the information we collect via our website is submitted to us by electronic mail. Our policy states that we retain all emails for a 7-year period after which time they are automatically deleted.
If you wish to exercise your ‘right to be forgotten or erasure’, we will need to retain basic information to avoid potentially sending you unwanted correspondence at a later date..

INTERNATIONAL TRANSFERS

All data we collect from you here and subsequently process will be done so in the United Kingdom. If it becomes necessary to process data outside the European Economic Area (EEA), IDS will take all necessary measures to ensure that transfers out of the EEA are adequately protected as required by applicable data protection law together with binding and enforceable commitments of the recipient.
The European Commission has granted the United Kingdom an adequacy decision allowing the free movement of personal data between the EU and the UK.

LINKS TO EXTERNAL WEBSITES

Our website www.insurancedatasolutions.co.uk may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control of other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. This Privacy Notice only applies to this website. You should exercise caution and look at the privacy statement applicable to the website in question.

CONTROLLING YOUR PERSONAL INFORMATION

You have the right to ask us for a copy of the personal information we hold on you via a “data subject access request” You also have the right to have any inaccuracies corrected or removed, or to instruct us to cease processing your data if no longer relevant, or if there are no other legal or contractual obligations for us to do so. There is no fee for this. However, subsequent copies of such information within an unreasonably short period may be chargeable.
To request a copy of the personal data that we hold on you please contact our Data Protection Officer by email: enquiries@insurancedatasolutions.co.uk
To respond in a faster time, it would help if you were to identify exactly what data or which particular area you are looking for. For example, all personal data we hold on you about your marketing preferences or all data you have given us in relation to job opportunities at IDS.
Please do not send us personal or sensitive data over and above the minimum requirements (such as your name and contact details) via email without prior notification and agreement, or unless explicitly requested.
Please note that unless specifically instructed, your information will be sent using the same format as that of the request. i.e., if the request was received via email, the information will normally be sent back to you via email unless you explicitly request otherwise.
Your information will be returned within one (1) month, and in a secure manner. No information will be released, and the clock will not start until your identity has been confirmed.
Please be aware that some exceptions exist in data privacy laws. This means that some data may not be able to be shared with you. An example would be any data that identifies another individual apart from yourself. Other exceptions exist such as management forecasting, information on legal proceedings, and several others. We will engage with our external legal team at all times to ensure the information we provide you (or cannot provide you) is fair and lawful. You can of course dispute what we provide and are within your rights to complain to the Information Commissioner (The ICO) if you feel you have been treated unfairly or in an unlawful manner. However, we encourage you to discuss any concerns with us in the first instance.
Please contact our Data Protection Officer by email:
enquiries@insurancedatasolutions.co.uk

Your data protection rights

Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
All requests can be verbal or written.
Please contact us at:
Email: ENQUIRIES@INSURANCEDATASOLUTIONS.CO.UK
Phone Number: +44 (0)1245 608253
Address: The Data Protection Officer, Moor Gardens Offices, Maldon Road, Hatfield Peverel, Chelmsford, Essex, CM3 2JP.
if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at
Email: ENQUIRIES@INSURANCEDATASOLUTIONS.CO.UK
Phone Number: +44 (0)1245 608253
Address: The Data Protection Officer, Moor Gardens Offices, Maldon Road, Hatfield Peverel, Chelmsford, Essex, CM3 2JP.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk