In accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and related UK data protection legislation, we are committed to protecting the confidentiality and security of the personal data we hold about you.

This Privacy Notice is designed to help you understand how we collect and use your information.

We may collect information from you about other people, for example, family members who may drive your car or who may be included on a travel or household insurance policy. If you give us information about another person it is your responsibility to ensure and confirm that:

• you have told the individual who we are and how we use personal information, as set out in this Privacy Notice; and
• you have permission from the individual to provide that personal information to us and for us to use it, as set out in this Privacy Notice.

If you have any questions or queries about this policy please contact us.

Who we are

“All Media” (also referred to in this Notice as “we”, “us”, or “our”) means All Media Insurance Services. All Media Insurance Services is a trading style of All Sport Insurance Services Limited. All Sport Insurance Services Limited is an appointed representative of Riviera Insurance Services Limited, which is authorised and regulated by the Financial Conduct Authority (FCA) under Firm Reference Number 786116. For the purposes of this Privacy Notice, Riviera Insurance Services Limited is the data controller for the personal data described in this Privacy Notice, unless we tell you otherwise.

How to contact us:

For any questions or concerns relating to this Privacy Notice or our data protection practices, or to make a subject access or any other request regarding the information we hold, please contact us at:

All Media Insurance Services

234-236 Union Street,

Torquay,

TQ2 5QS

Tel: 01803 659124; email: enquiries@allmediainsurance.co.uk

Website: https://allmediainsurance.co.uk/

Why we need and how we use your personal information

We collect, use and share your personal data only where we have a lawful basis to do so under UK data protection law. Depending on the purpose for which we use your data, these lawful bases may include:

• taking steps at your request before entering into a contract, or performing a contract with you;
• complying with our legal and regulatory obligations;
• our legitimate interests (or those of a third party), including administering our business, improving our products and services, fraud prevention, information security, staff training, debt recovery and ensuring appropriate insurance underwriting, provided those interests are not overridden by your rights and freedoms; and
• your consent, where consent is required.

We collect, use and store your personal information in order to fulfil requests for quotes, products and services as part of our insurance broking, claims handling and risk management business. It may also be used to verify your identity, to administer payments and to enable us to carry out anti-money laundering and other financial crime checks where required. If you pay by instalments your information may also be used to arrange credit.

The use of your data is essential for us to check your identity, to enable you to enter into an insurance contract and for the insurance to operate (in the event of a claim, for example). We may also use it to keep our records up to date, to notify you about changes to our service and to help us develop new products and services.

If you do not provide the information required we are unlikely to be able to arrange your insurance and may not be able to provide certain services to you.

We may monitor calls, emails, text messages and other communications with you.  When you contact us we may keep a record of that correspondence and any information provided to us during that or any subsequent communication.

We regularly review and update this Privacy Notice to ensure that it remains current and complies with applicable data protection laws and regulatory requirements. We have defined roles and responsibilities for the implementation, oversight and management of this Privacy Notice and our wider data protection practices. We also maintain appropriate technical and organisational security measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

Marketing

Where permitted by law, we may contact you about products and services which may be of interest to you by post, telephone, email or SMS.

Where required under the Privacy and Electronic Communications Regulations (PECR), we will obtain your consent before sending electronic marketing communications. You may withdraw your consent or opt out of marketing communications at any time by contacting us or by using the unsubscribe options included in our communications.

Nature of personal information

Personal data is any information that may identify a living individual.

We collect personal information such as name, contact details, date of birth, gender, marital status, financial details, employment details and other personal details depending on the nature of the insurance and other services we offer.

We may collect and use special category personal data, such as information about your health, where necessary for arranging, underwriting or administering insurance or handling claims. Where we process special category data, we do so under Article 9(2) UK GDPR and Schedule 1 of the Data Protection Act 2018, including where necessary for insurance purposes, establishing or defending legal claims, preventing fraud, or where you have given explicit consent.

We may also process personal data relating to criminal convictions or offences where this is relevant to the insurance product or service we provide. Such processing is carried out in accordance with Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018.

Sharing information

We will only supply your personal information to other parties where such a transfer is a necessary part of the activities that we undertake, where you give us consent or where we are required to do so by law or regulation (e.g. where the disclosure is necessary for the purposes of the prevention and/or detection of crime).

As an intermediary we must disclose personal information to insurance companies, underwriting agencies, business partners and other parties in order to provide our products and services and to enable you to enter into insurance contracts. Examples of other parties include other insurance intermediaries, loss adjusters, regulatory bodies, legal and accountancy firms involved in the claims handling process. We may also share your personal information with fraud prevention agencies such as the Claims and Underwriting Exchange Register and Motor Insurance Anti-Fraud and Theft Register.

We, and fraud prevention agencies may use your personal information to prevent fraud and money laundering and to verify your identity. If false or inaccurate information is provided and fraud is identified, details may be passed to fraud prevention agencies and law enforcement bodies. Fraud prevention agencies may retain your information for different periods of time and may use it to detect and prevent fraud and money laundering.

For motor insurance, we share relevant information with the Motor Insurers’ Bureau (MIB), including the Motor Insurance Database, for purposes including confirming insurance status, preventing and detecting fraud, and meeting legal or regulatory obligations. Further information about how MIB processes personal data is available in the MIB Privacy Notice – https://www.mib.org.uk/privacy-policy/

We may also disclose your information to service providers engaged to perform services on our behalf. Such service providers are contractually restricted from using or disclosing the information we give them except as necessary to perform services on our behalf or to comply with legal requirements.

We only share your information if we are satisfied that our partners or suppliers have sufficient measures in place to protect your information in the same way that we do.

We may also disclose personal information to new owners of our business in the event that we are subject to a merger or acquisition. Disclosure may also be made to enable company audits, regulatory inspections or to investigate a complaint, suspicion of fraud or a security threat.

We do not sell or share your personal information to third parties for marketing purposes.

We may disclose personal information to relevant third parties where necessary for the purposes described in this Privacy Notice.

Transfer of personal data outside the UK

Certain personal information held on our Information Technology systems may be transferred across geographical borders in accordance with applicable law.

Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place in accordance with UK data protection law. These safeguards may include adequacy regulations, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or other legally approved mechanisms.

How long we keep information about you

We will keep your information for as long as it is required to enable us to provide quotations, administer your insurances, offer renewal and respond to any claims or complaints (which may arise after the period of insurance has expired). In most cases, insurance records are retained for a minimum of seven years after the end of the customer relationship or settlement of any claim. In some circumstances, we may retain information for longer periods where required by law, regulation, court order, limitation periods or where claims or complaints may arise. Once we have determined that we no longer need your information it will be securely and confidentially destroyed.

Your data protection rights

You have certain legal rights under UK data protection law and regulations, summarised as follows:

• The right to be informed about our data processing activities, including through Privacy Notices such as this.
• The right of access to the personal information we hold about you. To request a copy of this information, you may make a subject access request by contacting us using the details provided in this Privacy Notice.
• The right of rectification. You may ask us to correct any inaccurate or incomplete data within one month.
• The right to erasure and to restrict processing. You have the right to have your personal data erased and to prevent processing except where we have a legal obligation to process your personal information. You should bear in mind that by exercising this right you may hinder or prevent our ability to provide products and services.
• The right to data portability. On your request, we will provide you with your personal data in a structured format.
• The right to object. You have rights in relation to automated decision-making and profiling. If we carry out automated decision-making that produces legal or similarly significant effects, you have the right to request human intervention, express your point of view and challenge the decision. You can object to your personal data being used for profiling, direct marketing or research purposes.

If you want to invoke any of these rights please write to us at:

All Media Insurance Services

234-236 Union Street,

Torquay,

TQ2 5QS or email: customerservice@rivierainsurance.co.uk

Withdrawal of consent

Where you have provided your specific consent to the use of personal data, you may withdraw that consent by contacting us:

All Media Insurance Services

234-236 Union Street,

Torquay,

TQ2 5QS

Tel: 01803 659124 or email: enquiries@allmediainsurance.co.uk

How to make a complaint

If you wish to make a complaint about how we hold or use your data, please contact us:

All Media Insurance Services

234-236 Union Street,

Torquay,

TQ2 5QS

Tel: 01803 659124 or email: enquiries@allmediainsurance.co.uk

If you are dissatisfied with how we deal with your complaint, you may contact the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time if you are unhappy with how we have used your data:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

Website: https://ico.org.uk/

Information from other sources

We may obtain information about you from publicly available sources such as the electoral roll and other sources of personal information which may include insurers, other insurance intermediaries, credit reference agencies, fraud prevention agencies, public databases, the DVLA, and sanctions screening providers, for example, to verify your identity or check your credit history.

In some cases, you will have previously submitted your personal information to them and given them approval to pass this information on for certain purposes.

Such information will only be obtained from reputable sources which operate in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

We and/or other parties may use your information for purposes such as statistical and trend research and analysis which may include computerised processes which profile you. Automatic profiling helps us understand, predict and forecast customer preferences and to improve the products and services we offer and to assess which products might be most suitable for you.

If you have downloaded our app:

In addition to our Privacy Notice, if you use our mobile application, the app may collect additional information from your device where you have granted the relevant permissions. This may include:

• Your contact details such as name, email addresses, phone numbers
• Further personal details such as marital status, employment status, income information, proof of residency
• Your claims history
• Location information to assist in the event of a car claim
• Information on your vehicle or property to be used for quotation purposes only

You can manage app permissions through your device settings at any time.

Examples of special category data we collect for quotation purposes only may include

• Your medical history
• Criminal convictions and county court judgements

Where we process criminal offence data, we do so in accordance with Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018.