This section will detail what personal information we collect about you and use if you are a named beneficiary under a corporate insurance policy.

• Your name, date of birth, title and gender.
• Contact information, including telephone number, postal address and email address.
• Financial information such as your bank details and salary information.
• ID documents such as your passport.
• Any information about you contained in a death certificate, legal report or police report which we have been provided to us for claim purposes.
• Information about your job, such as your job title, salary, CV and employment contract.

Information about your physical and mental health, and in particular any information contained in a medical report, if relevant to an insurance policy (of which you are a beneficiary) or to a claim you are making. Depending on the type of insurance policy you are a beneficiary of and if relevant to the cover and/or any claim made, we will also process any details about criminal convictions you have, for example any previous motor convictions you have if you are a beneficiary of a corporate motor fleet policy.

We will collect information directly from you when:

• you provide information to us when making a claim;
• you contact us to make a complaint; and
• you contact us by email or telephone, and when making any other written or verbal communication.

As well as obtaining information directly from you, we will also collect information from:

• medical experts and other experts if there is a claim;
• the policyholder (corporate entity); and
• other insurance market participants (see the Insurance Market Core Uses Information Notice for more information).

We may use your personal information for a number of different purposes.  In each case, we must have a legal ground to do so. We will rely on the following legal grounds when we process your personal information:

• Where we have a legal or regulatory obligation to use your personal information. For example, our regulator requires us to maintain records of all dealings with you.
• Where we need to use your personal information for a legitimate business need (e.g. to keep business records, to administer a claim and to keep records of the corporate policy taken out and all beneficiaries).When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your right to privacy to ensure that we are protecting your rights.

When we use your special categories of personal information, we need to have an additional legal ground. We will rely on the following legal grounds when we process special categories of your personal information:

• As a beneficiary of a corporate policy, we have an insurance purpose (to arrange cover and/or handle and administer claims) and a substantial public interest to use your special categories of personal information.
• We need to use such special categories of personal information to establish, exercise or defend legal rights, such as when we are facing legal proceedings or want to bring legal proceedings ourselves or when we need to respond to regulatory investigations.

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

• Other third parties involved in an insurance process such as insurers, brokers and reinsurers.
• Other third parties involved in the administration of handling claims such as lawyers, claims handlers, third party claimants, witnesses, loss adjusters and experts.
• Regulatory bodies including the Financial Conduct Authority.
• Selected third parties in connection with any sale, transfer or disposal of our business.
• Our insurers.
• Third parties including self-employed contractors with whom we have entered into contractual arrangements to provide services we need in order to carry out our everyday business activities such as business administration, document management providers, IT suppliers,  auditors, lawyers, outsourced business process management providers, our subcontractors and tax advisers.

This section will detail what personal information we collect about you and use if you have taken out or requested a quote for a UIBL insurance policy in your own name, for example where you are a sole trader or director requiring D&O insurance.

• Your name, date of birth, title and gender.
• Contact information, including telephone number, postal address and email address.
• Financial information such as your bank details and salary information.
• ID documents such as your passport.
• Any information about you contained in a death certificate, legal report or police report which have been provided to us for claim purposes.
• Information about your job, such as your job title, salary, CV and employment contract.
• Any information relevant to the insurance policy we are placing/have placed and/or any claims made under the policy.
• Information obtained from requests for mid-term adjustments which may provide additional information about changes in your personal circumstances.

Information about your physical and mental health, and in particular any information contained in a medical report, if relevant to your insurance policy or to a claim you are making. Depending on the type of your insurance policy and if relevant to the cover and/or any claim made, we will also process any details about any criminal convictions you have.

We will collect information directly from you when:

• you provide information to us when requesting a quote/making a claim/arranging renewal of your policy submitted via application forms, proposal forms or requests for mid-term adjustments;
• you contact us to make a complaint; and
• you contact us by email or telephone, and when making any other written or verbal communication.

As well as obtaining information directly from you, we will also collect information from:

• medical experts and other experts if there is a claim; and
• other insurance market participants (see the Insurance Market Core Uses Information Notice for more information).

We may use your personal information for a number of different purposes.  In each case, we must have a legal ground to do so. We will rely on the following legal grounds when we process your personal information:

• Where we have a legal or regulatory obligation to use your personal information. For example, our regulator requires us to maintain records of all dealings with you.
• We need to use your personal information to enter into or perform our contract with you. For example, we need to use your personal information to arrange and place appropriate insurance cover.
• Where we need to use your personal information for a legitimate business need (e.g. to keep business records, to administer a claim and to keep records of the policy taken out and all beneficiaries).When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your right to privacy to ensure that we are protecting your rights.

When we use your special categories of personal information we need to have an additional legal ground. We will rely on the following legal ground when we process special categories of your personal information:

• As a prospective or existing policyholder, we have an insurance purpose (to arrange cover and/or handle and administer claims) and a substantial public interest to use your special categories of personal information.
• We need to use such special categories of personal information to establish, exercise or defend legal rights, such as when we are facing legal proceedings or want to bring legal proceedings ourselves or when we need to respond to regulatory investigations.

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

• Other third parties involved in an insurance process such as insurers, brokers and reinsurers.
• Other third parties involved in the administration of handling claims such as lawyers, claims handlers, third party claimants, witnesses, loss adjusters and experts.
• Regulatory bodies including the Financial Conduct Authority.
• Selected third parties in connection with any sale, transfer or disposal of our business.
• Our insurers.
• Third parties including self-employed contractors with whom we have entered into contractual arrangements to provide services we need in order to carry out our everyday business activities such as business administration, document management providers, IT suppliers, auditors, lawyers, outsourced business process management providers, our subcontractors and tax advisers.

This section details what personal information we collect about you and use if you make a claim against a third party who has an insurance policy with a client of ours, or if you are a witness to an incident which has now become the subject of a claim.

• Your name, date of birth, title and gender.
• Contact information, including telephone number, postal address and email address.
• Financial information such as your bank details, salary information, and hospital invoices you have incurred.
• ID documents such as your passport.
• Any information about you arising out of a claim (if you are a claimant) including information contained in an insured company check, which could include information about individual shareholdings.

If you are a claimant, information about your physical and mental health if relevant to the claim you are making and in particular any information contained in a medical report.

We will collect information directly from you when:

• you provide information to us when making a claim;
• you contact us to make a complaint; and
• you contact us by email or telephone, and when making any other written or verbal communication.

As well as obtaining information directly from you, we will also collect information from:

• medical experts and other experts (where you are a claimant); and
• the policyholder (corporate entity); and
• other insurance market participants (see the Insurance Market Core Uses Information Notice for more information).

We may use your personal information for a number of different purposes.  In each case, we must have a legal ground to do so. We will rely on the following legal grounds when we process your “personal information”:

• When we have a legal or regulatory obligation to use your personal information. For example, our regulator requires us to maintain records of all dealings with you.
• When we need to use your personal information for a legitimate business need (e.g. to keep business records and to administer a claim). When using your personal information for these purposes we will always assess our need to use your personal information for these purposes against your right to privacy to ensure that we are protecting your rights.

When we use special categories of your personal information we need to have an additional legal ground. We will rely on the following legal grounds when we process your special categories of personal information:

• We have an insurance purpose (to handle and administer claims) and substantial public interest to use your special categories of personal information.
• We need to use such special categories of personal information to establish, exercise or defend legal rights, such as when we are facing legal proceedings or want to bring legal proceedings ourselves, or when we need to respond to regulatory investigations.
• We have your explicit consent.

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

• Other third parties involved in an insurance process such as insurers, brokers and reinsurers.
• Other third parties involved in the administration of handling claims such as solicitors, claims handlers, third party claimants, witnesses, loss adjusters and experts.
• Regulatory bodies including the Financial Conduct Authority.
• Selected third parties in connection with any sale, transfer or disposal of our business.
• Our insurers.
• Third parties including self-employed contractors with whom we have entered into contractual arrangements to provide services we need to carry out our everyday business activities such as business administration, document management providers, IT suppliers, auditors, lawyers, outsourced business process management providers, our subcontractors and tax advisers.

This section will detail what personal information we collect about you if you are a business contact of ours as a prospective, existing or new client, an insurance market participant or introducer.

The extent and nature of  personal data that we will collect from you will depend on our relationship with you and what personal information we need to engage/contract with you but can include:

• Your name, address, date of birth, title and country of residence.
• Contact information, including telephone number, postal address and email address.
• Any information obtained about you as part of know your client (KYC) anti-money laundering and other regulatory checks, including details of any legal action, regulatory fine, politically exposed person, specially designated nationals for sanctions purposes or bankruptcy.
• Information about your job title.
• Copy ID documents such as passports and utility bills.
• Bank account details.
• Any information about you contained in an agreement covering our business relationship.
• Any information required to arrange and sponsor your visa for a business visit with us, for example to discuss a new insurance programme or to attend training sessions or seminars we have invited you to.

Whilst we do not actively request any special categories of personal information from you, we do seek answers to due diligence questionnaires and carry out know-your-client (KYC) screening checks on third parties we engage or contract with. This may therefore mean that you may provide (as part of your due diligence responses), or we may receive, special categories of personal information about you, such as information relating to ethnicity (particularly if we are arranging your visa) or details of your criminal convictions.

We will collect your personal information directly from you when:

• you visit our offices;
• you use our website;
• you request information about our services; and
• you contact us by email or telephone, and when making any other written or verbal communication.

We will also collect your personal information from:

• work colleagues of yours;
• third parties we engage to provide KYC screening checks;
• publicly available sources such as Google, your website, LinkedIn and third parties who introduce business to us; and
• other insurance market participants (see the Insurance Market Core Uses Information Notice for more information).

We may use your personal information for a number of different purposes.  In each case, we must have a legal ground to do so. We will rely on the following legal grounds when we process your personal information:

• We need to use your personal information for a legitimate business need (e.g. to keep business records, to maintain business working relationships and to create new business opportunities). When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your right to privacy to ensure that we are protecting your rights.
• We have a legal or regulatory obligation to use your personal information. For example, our regulators and governing bodies require us to keep and hold certain records of our dealings with you.
• We need to use your personal information to arrange, enter into or perform a contract with you or a company you work for or on behalf of, for example an introducer agreement or a client agreement.

When we use special categories of your personal information we need to have an additional legal ground. We will rely on the following legal grounds when we process your special categories of personal information:

• We have your explicit consent.
• We need to use such special categories of personal information to establish, exercise or defend legal rights, such as when we are facing legal proceedings, a regulatory investigation, or we want to bring legal proceedings ourselves.

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

• Other insurance market participants (see the Insurance Market Core Uses Information Notice for more information).
• Regulatory bodies including the Financial Conduct Authority.
• Third party service providers, such as when facilitating your visit to our offices.
• Third parties undertaking KYC/screening checks.
• Third parties we engage to assist with the visa application process.
• Selected third parties in connection with any sale, transfer or disposal of our business.
• Our insurers.
• Third parties including self-employed contractors with whom we have entered into contractual arrangements to provide services we need in order to carry out our everyday business activities, such as business administration, document management providers, IT suppliers, auditors, lawyers, outsourced business process management providers, our subcontractors and tax advisers.

If you are a sole trader third party supplier, or a contact at one of our corporate third party suppliers, this section details what personal information we collect about you and use.

• Your name and contact information, including telephone number and email address.
• Bank account details (so we may make payment to you if you are a sole trader third party supplier).

Whilst we do not actively request any special categories of personal information from you, we do seek answers to due diligence questionnaires and carry out know-your-client (KYC) screening checks on third parties we engage or contract with. This may therefore mean that you may provide (as part of your due diligence responses), or we may receive, special categories of personal information about you, such as details of your criminal convictions.

We will collect information directly from you when:

• you complete documentation such as agreeing to our terms of business with you;
• you visit our offices; or
• you contact us by email or telephone, and when making any other written or verbal communication.

We will also collect your personal information from third parties we engage to provide KYC screening checks.

We use your personal information for a number of different purposes.  In each case, we must have a legal ground to do so. We will rely on the following legal grounds when we process your personal information:

• When we need to use your personal information to enter into or perform the contract that we have with you or your company. For example, as a sole trader third party supplier we need to use your personal information to engage your services.
• When we need to use your personal information for a legitimate business need (e.g. to keep business records and to maintain business working relationships). When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your right to privacy to ensure that we are protecting your rights.

When we use special categories of your personal information we need to have an additional legal ground. We will rely on the following legal grounds when we process your special categories of personal information:

• We have your explicit consent.
• We need to use such special categories of personal information to establish, exercise or defend legal rights, such as when we are facing legal proceedings, a regulatory investigation, or we want to bring legal proceedings ourselves.

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

• Regulatory bodies including the Financial Conduct Authority.
• Selected third parties in connection with any sale, transfer or disposal of our business.
• Third parties including self-employed contractors with whom we have entered into contractual arrangements to provide services we need to carry out our everyday business activities such as business administration, document management providers, IT suppliers, auditors, lawyers, outsourced business process management providers, our subcontractors and tax advisers.

You are entitled to a copy of the personal information we hold about you and certain details of how we use it.

We will usually provide your personal information to you in writing unless you request otherwise. Where your request has been made electronically (e.g. by email), a copy of your personal information will be provided to you by electronic means where possible.

Where you would like to do so, you can submit requests by email to UIBLDPR@uib.co.uk or by contacting us using the details in section 8.

We always take care to make sure that the information we hold about you is accurate and, where necessary, up to date. If you believe that there are any inaccuracies, discrepancies or gaps in the information we hold about you, you can contact us and ask us to update or amend it.

In certain circumstances you may ask us to stop using your personal information, for example where you think that the personal information we hold about you may be inaccurate or where you think that we no longer need to use your personal information.

Where we rely on your consent in order to process your personal information, you have the right to withdraw your consent to further use of your personal information.

This is sometimes known as the right to be forgotten. It entitles you, in certain circumstances, to request us to delete your personal information. For example, where we no longer need your personal information for the original purpose we collected it, or where you have exercised your right to withdraw consent.

Whilst we will assess every request, there are other factors that we need to take into account. For example, we may be unable to erase your information as you have requested because we have a regulatory obligation to keep it.

You have control over the extent to which we market to you and you have the right to request that we stop sending you marketing messages at any time. You can do this by contacting us using the details set out in section 8.

Please note that even if you exercise this right because you do not want to receive marketing messages, we may still send you service related communications where necessary.

In certain circumstances you can request that we transfer personal information that you have provided to us to a third party.

We do not carry out any automated decision making. If this changes in the future, we will provide you with an updated notice setting out our decision making process.

You have a right to complain to the Information Commissioner’s Office (ICO) or any other local Data Protection Regulator if you believe that we have breached data protection laws when using your personal information.

You can visit the ICO’s website at https://ico.org.uk/ for more information.  Lodging a complaint will not affect any other legal rights or remedies that you have.