Privacy Policy

How we collect and process data about individuals.

About Us

Protek Group Limited is authorised and regulated by the Financial Conduct Authority. In order to provide our services, we will collect and use data about individuals. This means that we are a ‘data controller’ and we are responsible for complying with data protection laws.

Protek, which provides the insurance intermediary service offered to you, is primarily responsible for the personal data collected in relation to that service. Information on Protek and their services is available at the Legal and Regulatory page.

We have appointed a Data Protection Officer to oversee our handling of personal information. If you have any questions about how we collect, store or use your personal information, you may contact our Data Protection Officer using the details set out in the “Contacting Us” section.

About the Insurance Market

The personal information that we collect and process will be shared with other participants in the insurance market, some of which you will not have direct contact with. You can identify relevant data controllers through the insurance market life-cycle in the following ways:

• Where you took out the insurance policy yourself: intermediaries such as Protek will be the initial data controller. The insurer will also be a data controller. Our Data Protection Officer can advise you of the identities of other insurance market participants that have been provided with your personal data.
• Where your employer or another organisation took out the policy for your benefit: you should contact your employer or the organisation that took out the policy who should provide you with details of intermediaries such as Protek that they provided your personal data to. Our Data Protection Officer can advise you of the identities of other insurance market participants that have been provided with your personal data.
• Where you are not a policyholder or an insured: you should contact the organisation that collected your personal data who should provide you with details of the relevant data protection contact.

For a more detailed description of how your personal data will be disclosed to insurance market participants by Protek please see the current version of the London Market Core Uses Information Notice which forms a part of our Privacy Policy.

Our Processing of Your Personal Information

The personal information that we collect will depend on our relationship with you. Please click on the section below that best describes your relationship with us. For example, we will collect more detailed information about you if you are a client than we would if you simply made an enquiry about the services that we offer.

Sometimes we will ask for or obtain special categories of information (information relating to your health, genetic or biometric data, criminal convictions, sex life, sexual orientation, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership) because it is relevant to your insurance policy or claim (for example, health information which relates to an accident policy) or information regarding criminal convictions for the purposes of preventing, detecting and investigating fraud.

If you provide personal information to us about other people you must provide them with a copy of this Privacy Policy and obtain any consent where we indicate that it is required for the processing of that person’s information in accordance with this Privacy Policy.

3.1 Prospective Customers or Parties Covered Under an Insurance Policy We Will Be Placing

This section details what personal information we collect about you and use if you are a prospective customer and have submitted your personal information so that we can provide you with a quote for the placing of an insurance policy or if you are a party and would be covered under an insurance policy we will be placing.

3.1 Prospective Customers or Parties Covered Under an Insurance Policy We Will Be Placing

This section details what personal information we collect about you and use if you are a prospective customer and have submitted your personal information so that we can provide you with a quote for the placing of an insurance policy, or if you are a party who would be covered under an insurance policy we will be placing.

3.1.1 What personal information will we collect?

• General information such as your name, date of birth, gender, relationship to the customer (where you are not the prospective policyholder), identification information such as national insurance number, passport number or driving licence number
• Contact details including address, telephone number and email address
• Information about your job including job title, business description, education, employment history and professional certifications
• Information relating to the advice that you request or the services that we are providing. For example, we might need information relating to your previous insurance policies and claims history in order to advise on your future needs
• Financial information such as your financial history and needs, income, bank details, payment details and information obtained as a result of our credit checks
• Information obtained when we carry out checks of sanction lists
• Information obtained through our use of cookies. Please see our cookies policy for more information
• Information captured during recordings of our telephone calls
• Your marketing preferences

3.1.2 What special categories of information will we collect?

• Details of your current or former physical or mental health – for example details about a medical claim you made under a previous travel policy when you provide details of your claims history, or details about your current health because it is relevant to the insurance policy you want Protek to place
• Information relating to criminal sanctions (including offences and alleged offences and any caution, court sentence or criminal conviction). We may receive this information as a result of carrying out checks of sanctions lists
• Information relating to any professional disciplinary action that you are or have been the subject of
• Your political opinions, religious or philosophical beliefs or trade union membership

3.1.3 How will we collect your personal information?

• We will obtain your personal information directly from you or from someone else on your behalf in a number of ways including where it is submitted in application forms, initial disclosure documents and more generally during any forms of communication such as email and telephone
• From other third parties who might introduce customers to us such as another broker and insurers
• Via publicly available sources such as internet search engines and social media sites
• Through customer satisfaction surveys and market research
• From credit reference agencies
• Via insurance industry fraud prevention and detection databases and sanctions screening tools
• From government agencies such as the DVLA or HMRC and from professional regulators

3.1.4 What will we use your personal information for?

We may process your information for a number of different purposes. For each purpose we must have a legal ground for such processing and we will rely on the following legal grounds:

• We need to use your personal information to enter into or perform our contract with you, for example, in order to fulfil our obligations under our contract and place appropriate insurance cover, we need to use your personal information to provide you with a quote and determine market placement.
• We have a legitimate business interest to use your personal information such as maintaining our business records and keeping records of insurance policies we place and analysing and improving our business model and services. When using your personal information for these purposes, we have considered your rights and ensured that our business need does not cause you harm.
• We have a legal or regulatory obligation to use your personal information. For example, our regulators impose certain record-keeping rules which we must adhere to.

When the information that we process is classed as a special category of information, we must have one of the following additional legal grounds for such processing:

• It is necessary for an insurance purpose and it is in the substantial public interest. This will apply where we are advising or arranging an insurance policy, assisting with any claims under a policy, and undertaking any activities to prevent and detect fraud.
• Where the use of your special categories of information is necessary to establish, exercise or defend our legal rights, for example legal proceedings are being brought against us or we want to bring a legal claim ourselves.

Please see below for further details of the different ways we use your personal information and the legal grounds we rely on when doing so.

3.1.5 Who will we share your personal information with?

We share personal information with the following third parties for the purposes set out above:

• Our insurance partners such as other insurance intermediaries, insurers, reinsurers or other companies who act as insurance distributors
• Other brokers who act directly for you and who have approached us to facilitate the placement of an insurance policy for you
• Other third parties who assist in the administration of insurance policies such as accountants, auditors, lawyers and other experts
• Fraud detection agencies and other third parties who operate and maintain fraud detection registers
• Our regulators
• The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime
• Other insurers who provide our own insurance
• Industry bodies
• Debt collection agencies
• Credit reference agencies
• Our third party services providers such as IT suppliers, finance and payment providers, actuaries, auditors, lawyers, marketing agencies, document management providers, tax advisers and insurance software providers
• Selected third parties in connection with the sale, transfer or disposal of our business

If you would like further information regarding the disclosures of your personal information, please see the “Contacting us” section below for our contact details.

3.2 Customers or Parties Covered Under an Insurance Policy We Place

This section details what personal information we collect about you and use if you are a customer or an individual covered by an insurance policy we have placed.

3.2.1 What personal information will we collect?

• General information such as your name, date of birth, gender, relationship to the customer (where you are not the prospective policyholder), identification information such as national insurance number, passport number or driving licence number
• Contact details including address, telephone number and email address
• Information about your job including job title, business description, education, employment history and professional certifications
• Information relating to the advice that you request or the services that we are providing. For example, we might need information relating to your previous insurance policies and claims history
• Information which is relevant to the insurance policy we have placed or any claims made under it (for example, property details or individuals living there)
• Information obtained from requests for mid-term adjustments which may reveal changes in your personal circumstances
• Financial information such as your financial history and needs, income, bank details, payment details and information obtained as a result of our credit checks
• Financial information obtained if you request cancellation of your insurance policy and any information relating to the cancellation
• Information obtained when we carry out checks of sanction lists
• Information obtained through our use of cookies (see our cookies policy for more information)
• Information captured during recordings of our telephone calls
• Your marketing preferences

3.2.2 What special categories of information will we collect?

• Details of your current or former physical or mental health – for example where we have placed workers’ compensation insurance for you, we may have details about accidents and injuries
• Information relating to criminal sanctions (including offences and alleged offences and any caution, court sentence or criminal conviction)
• Information relating to any professional disciplinary action that you are or have been the subject of
• Any other special categories of information you provide when communicating with us (processed only where necessary or with your explicit consent)

3.2.3 How will we collect your personal information?

• Directly from you or someone acting on your behalf (via forms, disclosure documents, proposals, renewals, adjustments, claims, email or phone)
• From other third parties who introduce customers to us such as another broker and insurers
• From other brokers acting for you who have approached us to place a policy
• From other third parties involved in the policy or claim such as claimants, witnesses, loss adjusters, claims handlers and medical experts
• Via publicly available sources such as internet search engines and social media sites
• Through customer satisfaction surveys and market research
• From credit reference agencies
• Via insurance industry fraud prevention and detection databases and sanctions screening tools
• From government agencies such as the DVLA or HMRC and from professional regulators

3.2.4 What will we use your personal information for?

We may process your information for a number of different purposes. For each purpose we must have a legal ground for such processing and we will rely on the following legal grounds:

• We need to use your personal information to enter into or perform our contract with you.
• We have a legitimate business interest to use your personal information such as maintaining records and analysing and improving our services.
• We have a legal or regulatory obligation to use your personal information.

When the information that we process is classed as a special category of information, we must have one of the following additional legal grounds:

• It is necessary for an insurance purpose and it is in the substantial public interest.
• You have provided your consent (we will notify you when consent is required and why).
• It is necessary to establish, exercise or defend our legal rights.

Please see below for further details of the different ways we use your personal information and the legal grounds we rely on when doing so.

3.2.5 Who will we share your personal information with?

We share personal information with the following third parties for the purposes set out above:

• Insurance partners such as other intermediaries, insurers, reinsurers or companies acting as insurance distributors
• Other brokers who act directly for you and who have approached us to facilitate the placement of an insurance policy for you
• Third parties who assist in the administration of insurance policies such as accountants, auditors, lawyers and other experts
• Fraud detection agencies and other third parties who operate and maintain fraud detection registers
• Investigative firms engaged to look into claims in relation to suspected fraud
• Our regulators
• The police and other law-enforcement agencies where reasonably necessary for crime prevention or detection
• Other insurers who provide our own insurance
• Industry bodies
• Debt-collection agencies
• Credit-reference agencies
• Our third-party service providers such as IT suppliers, finance and payment providers, actuaries, auditors, lawyers, marketing agencies, document-management providers, tax advisers and insurance-software providers
• Selected third parties in connection with the sale, transfer or disposal of our business

If you would like further information regarding the disclosures of your personal information, please see the “Contacting us” section below for our contact details.

3.3 Third-Party Claimant

This section details what personal information we collect about you and use if you have made a claim against a customer for whom we have placed insurance cover.

3.3.1 What personal information will we collect?

• General information such as your name, date of birth, gender, relationship to the customer, and identification details (national insurance number, passport number or driving licence number)
• Contact details including address, telephone number and email address
• Information about your job, education, employment history and professional certifications (if relevant to your claim)
• Financial information such as income, bank details and payment information
• Information obtained when we carry out checks of sanction lists
• Information gathered through cookies (see our cookies policy)
• Information captured during recordings of our telephone calls

3.3.2 What special categories of information will we collect?

• Details of your physical or mental health if relevant to your claim (for example, injuries following a motor accident)
• Information relating to criminal sanctions (offences, alleged offences, cautions or convictions) where relevant to your claim
• Information which reveals race, ethnicity, religious or philosophical beliefs, political opinions, trade-union membership, sex life or sexual orientation, if relevant to the claim
• Any other special category data you provide when communicating with us (processed only where necessary or with your explicit consent)

3.3.3 How will we collect your personal information?

• Directly from you
• From our customer who is the policyholder
• From other brokers or insurers involved in the insurance process
• From other third parties involved in the claim such as claimants, witnesses, loss adjusters, claims handlers and medical experts
• Via publicly available sources such as internet search engines and social-media sites
• Via fraud-prevention and sanctions-screening databases
• From government agencies and professional regulators

3.3.4 What will we use your personal information for?

We may process your information for the following purposes:

• To assist in any claims made under an insurance policy we placed
• To comply with legal or regulatory obligations
• For the prevention and detection of fraud
• To improve training, quality and security
• For business-operations purposes (accounting, audits, professional advice)

3.3.5 Who will we share your personal information with?

• Insurance partners (intermediaries, insurers, reinsurers)
• Other brokers who act for you
• Loss adjusters, claims handlers, accountants, auditors, lawyers and other experts
• Fraud-detection and investigative agencies
• Our regulators and law-enforcement agencies
• Industry bodies and debt-collection agencies
• Credit-reference agencies
• Third-party service providers (IT, finance, legal, marketing, document management, tax, and software providers)
• Selected third parties in connection with the sale or transfer of our business

3.4 Experts Instructed in Relation to Claims

3.4.1 What personal information will we collect?

• Name and identification details (national insurance, passport or licence number)
• Contact details including address, phone and email
• Professional information such as job title, qualifications and work history

3.4.2 How will we collect your personal information?

• Directly from you
• From other parties in the insurance or claims process
• Via publicly available sources such as search engines and social media

3.4.3 What will we use your personal information for?

3.4.4 Who will we share your personal information with?

• Insurance partners (intermediaries, insurers, reinsurers)
• Claims administrators, loss adjusters, auditors, lawyers and experts
• Investigative firms for suspected fraud
• Regulators and third-party service providers (IT, finance, legal, marketing, tax, software)

3.5 Witnesses to an Accident

3.5.1 What personal information will we collect?

• Name, date of birth, gender and occupation
• Contact details including address, phone and email
• Information relevant to the incident you witnessed

3.5.2 What special categories of information will we collect?

Special categories will only be collected where relevant (for example, a health condition related to your statement).

3.5.3 How will we collect your personal information?

• Directly from you
• From our customer who is the policyholder
• From other brokers or insurers
• From claimants, other witnesses, loss adjusters, claims handlers and medical experts
• Via publicly available sources

3.5.4 What will we use your personal information for?

3.6 Brokers, Insurers and Reinsurers

3.6.1 What personal information will we collect?

• Name and identification information (national insurance, passport or licence)
• Contact details including address, phone and email
• Professional details including job title, education, employment history and qualifications
• Information from sanctions and due-diligence checks
• Preferences or records about how you do business with us

3.6.2 What special categories of information will we collect?

• Information relating to criminal sanctions (offences, alleged offences, cautions or convictions)
• Any other information recorded that is relevant to doing business with us

3.6.3 How will we collect your personal information?

• Directly from you
• From other brokers or insurers
• From publicly available sources
• Via fraud-prevention and sanctions-screening databases

3.6.4 What will we use your personal information for?

3.6.5 Who will we share your personal information with?

• Our insurance partners such as other insurance intermediaries, insurers, reinsurers or other companies who act as insurance distributors
• Other third parties who assist in the administration of insurance policies and claims such as loss adjusters, claims handlers, accountants, auditors, lawyers and other experts
• Fraud detection agencies and other third parties who operate and maintain fraud detection registers
• Our regulators
• The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime
• Other insurers who provide our own insurance
• Industry bodies
• Our third-party service providers such as IT suppliers, finance and payment providers, actuaries, auditors, lawyers, marketing agencies, document management providers, tax advisers and insurance software providers
• Selected third parties in connection with the sale, transfer or disposal of our business

3.6.4 What will we use your personal information for?

3.7 Users of Our Protek Websites3.7.1 What personal information will we collect?

• General information collected via the website such as your name
• Contact details including telephone number and email address
• Your marketing preferences
• Information obtained through our use of cookies (see our cookies policy for details)

3.7.2 How will we collect your personal information?We will collect your information directly from you via the Protek websites you use.3.7.3 What will we use your personal information for?3.7.4 Who will we share your personal information with?How do we protect your personal information when sending it abroad?Sometimes we (or third parties acting on our behalf) will transfer personal information that we collect about you to countries outside of the European Economic Area (EEA). Our regular transfers include:Where other transfers to countries outside of the EEA take place, this will be subject to appropriate mechanisms to ensure they have an adequate level of protection.Marketing ActivitiesIf you have provided consent for marketing, we may send you information about our products, services, or those of our partners. You can unsubscribe at any time by clicking the “unsubscribe” link in our emails or contacting dataofficer@protekwarranty.co.uk. We may continue to send you necessary non-marketing service communications.How Long Do We Keep Personal Information For?We only retain personal information for as long as necessary to fulfil the purposes set out in this Privacy Policy and comply with legal obligations. Below are standard retention periods:Automated ProcessingWe may use automated processes to make certain decisions about your insurance policy, such as whether your application can be accepted or what premium applies. These decisions may use data you provide, as well as information like postcode and local crime rates. You may request a review of any automated decision by an individual decision-maker.Your RightsUnder data protection law, you have rights in relation to the personal information we hold about you. These include:

• The right to access your personal information: You can request a copy of your data and details of how we use it.
• The right to rectification: You can ask us to correct or update inaccurate or incomplete information.
• The right to erasure: You can ask us to delete your data where it is no longer necessary, though we may retain it if required by law.
• The right to restrict processing: You can ask us to stop using your data in certain circumstances.
• The right to data portability: You can ask us to transfer your data to another organisation.
• The right to object to marketing: You can opt out of marketing communications at any time.
• Rights relating to automated decision-making: You can request a review of decisions made using automated systems.
• The right to withdraw consent: You can withdraw consent at any time where processing relies on consent.
• The right to lodge a complaint with the ICO: You can contact the Information Commissioner’s Office (https://ico.org.uk/) if you believe your rights have been breached.

How We Protect Your InformationWe use a range of technical and organisational measures to protect your information. Access is restricted to authorised staff, and we use secure servers and firewalls to prevent unauthorised access. If you are given a password, you are responsible for keeping it confidential.Contacting UsYou may contact our Data Protection Officer if you have any questions about how we collect, store or use your personal information:Data Protection Officer
Unit 2 Enterprise Way
Edenbridge, Kent TN8 6HF
Email: dataofficer@protekwarranty.co.ukUpdates to This Privacy PolicyWe may update this Privacy Policy periodically due to legal, technological or regulatory changes. You will be provided with the most up-to-date version, and it can also be viewed on our website.Last updated: 23rd December 2022Cookies PolicyThe cookies we use on this website include:

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