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Retention Standards

A key principle of GDPR is that data is retained for only as long as is reasonable, and is retained in accordance with the uses for which the data is collected.

Underwriting Insurance

In the business context of underwriting insurance, we have identified 6 uses which we collect and retain personal data. These are:

  1. For the purposes of providing a quotation for insurance and related services
  2. For the purpose of administering the contract of insurance, including the purchase of a policy, renewal of a policy and cancellation or lapse of a policy
  3. For the purpose of handling claims made against a policy
  4. For the purpose of detecting and preventing fraud
  5. For carrying out analysis to support the pricing of insurance products and related services
  6. To market additional products and services to you

For each of these uses it is necessary for us to retain personal data for different periods:

  1. Providing quotations
    We will hold personal data for a maximum of 7 years from the date that the quote expires
  2. Administering the contract of insurance
    We will hold personal data for a maximum of 7 years from the expiry date of the policy
    We will hold details of any complaints for 7 years following the closure of the complaint
  3. Handling claims
    In most cases we will hold personal data for a maximum of 7 years after the settlement of any claim, except where there is the potential for claims to be made after this period or where legal requirements or industry commitments require us to keep the data for longer.
    a) Where there is Employers Liability cover provided this would be for up to 61 years after the expiry of the policy
    b) Where there has been or is the potential to have claims from minors we will hold that data for 21 years and 3 months
  4. Detection and preventing fraud
    We will hold personal data for a maximum of 7 years after the expiry of a policy.
  5. Analysis to support the pricing of insurance products
    We will hold personal data for a maximum of 7 years after the expiry of a policy.
  6. Marketing additional products and services
    We will hold personal data for a maximum of 3 years after the expiry of the policy, unless you opt out or change your marketing permissions.

Job applicants, current and former employees

We have identified 4 uses for which we collect and use personal data:

  1. Recruitment of Employees
    We will hold your personal data for 1 year after your application.
  2. Managing Employees
    We will hold your personal data for 8 years after your employment has been terminated.
  3. Compliance with legal and regulatory obligations
    We will hold your personal data for as long as is required to comply with legal and regulatory obligations.
  4. Marketing
    We may use your details along with photographs for bother our internal and external marketing, we will hold and use this data for 1 year, unless the employee opts out of using their data for marketing purposes.

Visitors to our websites

When you visit our website we use Google to collect analytics, such as number of visitors to the site and what pages they visit. We will hold on to this data for 12 months.

People who contact us via social media

If you contact us via social media we will hold the data you share with us for 3 years, unless you provide us with information relating to an insurance policy you hold with us, in these instances our underwriting insurance retention rates would apply.

People who call us

If you call us we will retain recording of the call for 7 years, unless you provide us with information relating to an insurance policy you hold with us, in these instances our underwriting insurance retention rates would apply.

People who email us

If you email or write to us we will retain the correspondence for 7 years, unless you provide us with information relating to an insurance policy you hold with us, in these instances our underwriting insurance retention rates would apply.

Brokers

If you are a broker we will hold your data for 7 years following the closure of your account with us.