Introduction
We are dedicated to safeguarding your privacy. This document outlines how we will process (collect, use, share, transfer) and store your information. Please share this notice with all relevant parties regarding any service or insurance arrangement. If you provide information about someone else, you confirm you have their permission.
If you have any questions or need further information, email us at insurance@oakwood.uk.com or write to our Data Protection Officer, Oakwood Consultants 2015 Ltd, Oakwood House, 13 High Street, Market Deeping, Peterborough, PE6 8ED.
Who We Are
We are Oakwood Consultants 2015 Ltd, company registration number 09338511, ICO reference ZA130721, operating as an Insurance Intermediary. We handle all personally identifiable information by the UK General Data Protection Regulations (“UK GDPR”) and the Data Protection Act 2018 (“DPA 2018”). For more information on the Jensten Group of companies, visit Oakwood Insurance Brokers.
How We Collect Your Data
We collect data through direct interactions, such as phone calls, emails, letters, or face-to-face communication.
What Information We Collect and How We Use It
We collect, use, process, store, and transfer various personal data categories to arrange your insurance contracts and premium finance upon request. The data we collect includes:
– Identity Data: Full name, previous names, title, date of birth, gender, NI number, passport number, driving licence number.
– Contact Data: Email address, residential address, telephone numbers.
– Financial Data: Bank details, payment card details.
-Insurance Data: Claims history, occupation, and special categories of personal information such as medical history and any offences.
Failure to provide necessary personal data may result in our inability to perform the contract and possibly cancelling your insurance.
Lawful Basis
We process data lawfully, fairly, and transparently, ensuring appropriate security measures against unauthorised or unlawful processing, accidental loss, destruction, or damage. If you provide personal data on behalf of a third party, you must share this privacy notice with them and obtain their consent where necessary.
Decision-Making and Profiling
We may use automated decisions to assess whether we can provide insurance arrangements. Individuals can object to automated decisions, which may affect our ability to offer insurance. When profiling, we ensure fair processing, accurate data, and appropriate safeguards to minimise errors and prevent discrimination. External data from credit agencies and electoral rolls may be used for pricing and risk decisions.
Marketing
We may contact you about new products or services based on your prior consent or legitimate interest. You can opt out of marketing communications anytime by contacting the DPO. We may share limited information with third parties based on legitimate interest in service feedback.
Data Controller & Data Processor
Our contracts with suppliers (e.g., insurance companies and software providers) define data processing responsibilities according to UK GDPR requirements.
Use & Storage of Your Information Overseas
We will not transfer your information outside the EEA unless necessary and compliant with GDPR conditions. Adequate data protection measures will be in place.
What We Will Not Do With Your Information
We will not share your personal information without legal basis or necessary safeguards unless required by law. Your consent will be sought for any other purposes.
How Long We Will Keep Personal Data
We retain personal data only as long as necessary for our services or legal obligations, typically for a minimum of 7 years after the cessation of a product or service. Certain data may be retained indefinitely for specific business needs.
Changes to the Privacy Notice and Your Duty to Inform Us of Changes
This Privacy Notice will be updated periodically. It was last updated on 23rd May 2023. Please keep us informed of any changes to your data during your relationship with us.
Your Data Protection Rights
Under data protection law, you have rights including:
– Right of access: Request copies of your personal information.
– Right to rectification: Correct inaccurate or incomplete personal information.
– Right to erasure: Request to delete personal information in certain circumstances.
– Right to restrict processing: Request restriction of your personal information processing in certain circumstances.
– Right to object to processing: Object to processing your personal information in certain circumstances.
Right to data portability: In certain circumstances, you can request the transfer of your personal information to another organisation or yourself.
No charge is typically required to exercise your rights. For complex requests, we will respond within one month, which is extendable by two months.
To exercise your rights, contact our Data Protection Officer:
– Address: Oakwood Consultants 2015 Ltd, Oakwood House, 13 High Street, Market Deeping, Peterborough, PE6 8ED
– Email: insurance@oakwood.uk.com
If you are unhappy with our data use, you can also complain to the ICO.