Website Privacy Policy

Privacy policy

At EC Insurance Services Ltd (ECIS, Our, We, Us), we respect your privacy and are committed to protecting your personal information. This policy explains how we collect information, what we do with it and what controls you have over your personal information when interacting with ECIS.

Your Privacy

ECIS take our duty to process your personal information very seriously.

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated at the end of the policy.

Refer to the sections below for more details on how and why we use your personal information.

Website Usage

When you are browsing our website, we have cookies in place to ensure that the website works well and provide information on how you navigate the site and the pages you visit. Cookies are small files which ask permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. A cookie does not give us access to your computer or any information about you, other than the data you choose to share with us.

When you contact us via email

When you make an enquiry via email, the information in the email will only be used to respond to your request or question. We try to respond to email queries as promptly as possible but it can take the team up to 48 hours to respond to email queries especially at busy times, so please be patient with us. If your email relates to a policy or claim, we will retain the email as part of our policy communications for 6 years in line with our retention policies.

When you contact us by Phone

We record all incoming and outgoing phone calls. This is for training and monitoring purposes. The information you discuss over the phone will be recorded and retained for a period of 6 years.

When you contact us for a quote

When you ask for a quote from us, we will collect personal and other information in order to be able to respond to your request. When you use the “Request a Quote” form, we will contact you, usually via telephone on the number you have provided, to gather the information we require to provide you with a quote. Depending on the type of insurance that is being quoted for, the information requested may include personal information about other individuals who would be included on the policy as well as information about any insurance history that would be applicable to the proposal for the new policy. All information provided as part of the quotation process should be accurate and up to date.

When you take out insurance or another product with us

When you become a customer, we will process your personal information, and that of any individuals included on the policy, to be able to provide services, support and information. If you have to make a claim on an insurance policy or wish to make amendments, we will ask for information to be able to facilitate this and find out what has happened. This may include collecting personal information about relevant third parties, which may include minors.

When you become a customer of ECIS, we will automatically provide you with news and updates on our products and services by post, telephone, SMS, email or other electronic means. You can choose to unsubscribe at any time.

When a policy covers employee’s personal information

Where we have products which provide cover for your employees, in order to facilitate any claims process or quotes we will require the personal information of the insured employees. It is your responsibility to ensure that you have the appropriate consent or lawful basis in place under data protection legislation to share the relevant personal information with us.

When you take part in research or surveys

Occasionally, we ask for feedback on your interaction with the website, our services and your experience of working with us. We will use a Market Research Agency to undertake the research and gather your responses which may include your name and contact details in case we need to contact you to follow up on your answers. We may provide the Market Research Agency with contact information about customers in order to facilitate the research – You can find out more in the sharing your information section.

Publicly Available Information

In order to reach a wider group of people, we may also collect personal information about people or companies who are not currently customers with a view to providing a quotation. We will gather this information from publicly available sources such as websites, public lists or advertisements. Following our initial contact if we do not immediately provide you with a quotation, we may choose to store your data for future contact unless you ask us to not contact you again.

Our Partners

We work closely with other organisations supporting our industry, including the Electrical Contractors Association (ECA), SELECT and JIB. These organisations may share information about their members with us to facilitate their membership obligations.

Links to other websites

In order to be able to provide you with additional information or services, we occasionally provide links to websites outside of ecins.co.uk. We suggest that you review the privacy policies for any third-party websites you visit as we cannot accept any liability for the way they manage your personal information.

The information we need

ECIS is what’s known as the ‘data controller’ of the personal information you provide to us. Your relationship with us determines how much information we collect from you. We will only ever collect the information needed to provide you with quotes and insurance services.

We will be very clear with you about the reason for collecting information and how we intend to use, share and store that information at the point we collect it.

Collecting your personal information

We collect personal information about you as part of providing and marketing our services. The information we collect will depend on your relationship with us but may include:

• names (your name and the names of any other insured persons)
• email address
• postal address
• telephone number
• date of birth
• information you may provide to us by filling in forms (such as proposal forms or claim forms) or by telephoning us
• photographs
• copies of correspondence with you
• details of products you buy from us and
• details of your visits to our website and your membership space on Canopy.

Generally we collect the above information directly from you.

We also collect information from other sources which may include:

• ECA, JIB, SELECT, SJIB
• third party databases available to the insurance industry
• firms, loss adjuster and/or suppliers appointed in the process of handling a claim.

When your personal information changes

If your personal details change, please help us to keep your information up to date by notifying us in writing at ECIS, ECA Court, 24-26 South Park, Sevenoaks, Kent, TN13 1DU, by telephoning 0303 123 1113 or emailing us at ecis@ecins.co.uk.

Special Category Information

Some of the personal information we ask you for may be Special Category Information as defined by data protection legislation (such as information about your health). We will not use special category personal information about you or others except for the specific purpose for which you provide it and to provide the services described in your policy documents, such as in claims resolution where it may be necessary to pass this information on to our insurers, legal advisors, private medical providers or medical experts.

Children and Minors

The ECIS website is not intended for anyone under 18.

Where is your information stored?

Wherever possible, all the personal information we process is processed within the UK or European Economic Area (EEA).

If we have to transfer your personal information outside of the UK or EEA, we do our best to make sure a similar degree of security for personal information by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information by the European Commission or ICO; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission or ICO which give personal information the same protection it has in UK.

If you fail to provide the information requested

If you fail to provide the information requested where we need the personal information for either legal or accounting purposes or to fulfil our contract with you, we will not be able to provide you with an insurance product. We will notify you that you are required to provide the missing information and give you a further reminder to ensure that the information is provided as part of your insurance contract.

Sharing your personal information

In order to provide you with quotes, services and additional support we need to share your personal information with other organisations such as underwriters, reinsurers or approved suppliers. We may need to disclose some of your information and that of others named on the policy to credit reference or fraud prevention agencies, regulators or law enforcement agencies where we are required to do so by law.

To gain feedback on our services and products, we may pass your name and contact information to a Market Research Agency to facilitate feedback from current or past customers. You can request that you are not included in the research at any time.

Fraud Prevention and Anti-Money Laundering Requirements

To prevent and detect fraud we may at any time:

• Share information with other organisations and public bodies including the police although we only do so in compliance with data protection legislation.
• Check and/or file details with fraud prevention agencies and databases and if we are given false or inaccurate information and we identify fraud, we will record this.

We and other organisations may also use and search these agencies and databases from the UK and other countries to:

• Help make decisions about the provision and administration of insurance, credit and related services for you and your business.
• Trace debtors or beneficiaries, recover debt, prevent fraud, and to manage your insurance policies.
• Check your identity to prevent money laundering, unless you provide us with other satisfactory proof of identity.

We and other organisations may also access and use this information to prevent fraud and money laundering, for example when:

• Checking applications for, and managing credit and other facilities and recovering debt.
• Checking insurance proposals and claims.
• Checking details of job applicants and employees.

Law enforcement agencies may also access and use this information. We, and other organisations that may access and use information recorded by fraud prevention agencies, may do so from other countries.

We can provide the names and addresses of the agencies we use if you would like a copy of your information held by them.

Financial Sanctions

We will use information about you and that of others named on your policy to ensure compliance with financial sanctions in effect in the UK and internationally. This will include the checking of your information against the HM Treasury list of financial sanctions targets as well as other publicly available sanctions lists. Your information and that of others named on the policy may be shared with HM Treasury and other international regulators where appropriate. You may also be contacted in order to provide further details to ensure compliance with Financial Sanctions requirements.

Other circumstances when we may share your information

There are rare circumstances when we may need to share your information, for example, where we are obliged to by law, for purposes of national security, taxation or criminal investigations. We will never sell or rent your personal information to other organisations.

Retaining your information

We hold your information only as long as necessary for each reason that we use it.

For expired insurance policies, the information related to the policy is retained for 6 years from the date the policy lapsed.

If we collect personal information about Prospects, we will only retain this information for a period of 2 years unless you give us consent to keep it for longer. You can withdraw this consent at any time by contacting us.

We delete records of telephone calls after 6 years.

Securing your information

We have put in place security measures to prevent your personal information from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We ensure that only those employees and partners, who need access to your personal information as part of their business role, are given access. They will only process your personal data on our instructions and our contracts ensure that the information is kept confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we need to.

What are your rights?

You have a number of rights about how the personal information you provide can be used. These are:

• Transparency over how we use your personal information (right to be informed).
• The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
• Update or amend the information we hold about you if it is wrong (right of rectification).
• Ask us to stop using your information (right to restrict processing).
• Ask us to remove your personal information from our records (right to be ‘forgotten’).
• Object to the processing of your information for marketing purposes (right to object).
• Obtain and reuse your personal information for your own purposes (right to data portability).
• Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you wish to exercise any of your rights, please contact us at ECIS on 0330 221 0241 or ecis@ecins.co.uk or by writing to ECA Court, 24-26 South Park, Sevenoaks, Kent, TN13 1DU.

If you would like to know more about your rights under data protection law, you can find out more at the Information Commissioners Office website.

Complaints

If you wish to raise a complaint on how we have handled your personal information, please contact us by telephoning 0330 221 0241, emailing us at ecis@ecins.co.uk or in writing to ECA Court, 24-26 South Park, Sevenoaks, Kent, TN13 1DU so that we may investigate the matter. If following our investigation you are not satisfied with our response or believe we are not processing your personal information in accordance with the law, you can complain the Information Commissioner’s Office (ICO) by telephoning 0303 123 1113 or using the website www.ico.org.uk.

How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact our Data Protection Officer, Lesley Cooley, by emailing ecis@ecins.co.uk and she will be happy to help.

About Us

ECIS (EC Insurance Services Limited) is registered with the Information Commissioner’s Office as a Data Controller. Our registration number is Z5743998

EC Insurance Services Ltd. is a company registered in England and Wales, registered company number 01534505, whose registered office is ECA Court, 24-26 South Park, Sevenoaks, Kent, TN13 1DU, United Kingdom.

ECIS is regulated by the Financial Conduct Authority.

Last updated: July 2023