Fair Processing Notice

The following Notice sets out how we use your information. You should read this Notice carefully and you should show it to anyone insured to drive the vehicle covered under the policy.

We may use your information for credit scoring, customer profiling, research, credit checking, system testing and, to manage your insurance policy: administration, underwriting, renewal and claims handling. We may also use your information to send you information about products and services we offer. We may also pass your information to other companies within our group and their agents and service providers and to other selected companies to use for the same purposes. Your information may continue to be used for these purposes and in order to comply with statutory obligations after your insurance policy has ended. You may be contacted by mail, telephone or e-mail. If you do not want us to send you information about other products and services, or to pass your details to other companies, you should request that we do not do so, in writing, addressed to ‘Customer Service Groups’ at the address shown overleaf.

By applying to us for insurance you give explicit consent to us processing sensitive data such as health and criminal conviction details for the purposes stated above. We may monitor and record any communication with us for training, administrative, dispute resolution and quality purposes.

To assess your insurance application/renewal and the terms on which cover may be offered, we may obtain information about you from Credit Reference Agencies. They will keep a record of our enquiries. We may also pass to Credit Reference Agencies information we hold about you and your payment record with us. Credit Reference Agencies share information with other organisations, enabling applications for financial products to be assessed and to assist in the tracing of debtors or to prevent fraud.

Information relating to your insurance policy will be added to the Motor Insurance Database (MID), managed by the Motor Insurers’ Bureau (MIB). The police, the DVLA, the DVA, the Insurance Fraud Bureau and certain other authorised organisations may use the MID and the information stored on it for purposes including:

• Electronic licensing.
• Continuous insurance enforcement (to reduce the number of people driving without insurance).
• Enforcing the law (preventing, detecting, cautioning or prosecuting offenders)
• Providing government services or other services aimed at reducing the number of uninsured drivers.

If you are involved in a road traffic accident (either in the UK, the EEA or certain other territories), insurers and the MIB may search the MID for relevant information.

People (including citizens of other countries) making an insurance claim following a road traffic accident (and their appointed representatives) may also get relevant information which is held on the MID. You can find out more about this from us, or at www.mib.org.uk.

To prevent and detect crime, fraud and prevent money laundering we may, at any time, share information about you with other organisations and public bodies including law enforcement agencies and check and/or file your details with fraud prevention agencies and databases. If you give false or inaccurate information, we will record this and details will be passed to fraud prevention agencies to help prevent fraud and money laundering. We and other organisations may also search these agencies and databases to help make decisions about the provision of credit or credit-related services or motor, household, credit, life or any other insurance proposals and associated claims. It may also be used to trace debtors, recover debt, prevent fraud, manage your accounts and insurance policies and for statistical analysis, claims assessment and checking details of job applications and employees. We and other organisations may access from other countries and use the information recorded by fraud prevention agencies. If you wish to receive details of the fraud prevention agencies and other third parties to whom your data has been disclosed please contact our Customer Relations team whose contact details are below.

Under the conditions of your policy, you must tell us about any incident (such as an accident or theft) which may or may not give rise to a claim. When you tell us about an incident we will pass information relating to it to these databases. We may search these databases when you apply for insurance, in the event of any incident or claim, or at the time of renewal to validate your claims history or that of any other person or property likely to be involved in the policy or claim.

For the purpose of settling your claim or administering your insurance, we may pass your details to our service providers including repair companies and personal injury claims handlers so that, if you have a claim, they may be able to provide a service for you such as commencing repair work without first contacting us.

We and the other companies noted above may from time to time need to undertake some of the processing of your data in countries outside of the European Economic Area and in such cases we or they will ensure that there is an agreement in place relating to the processing of your data which gives equivalent assurances relating to the processing of data as found in the Data Protection Act 1998.

You have the right to request that we correct any inaccuracies in the information that we hold about you and, on payment of a fee, you have the right to request a copy of the information we hold about you. If you have any questions about this or about any other information in this notice, or if you want more details of the databases we access and contribute to, please ask our Customer Relations team whose contact details you will find below.

If you have a complaint we will be pleased to send you a copy of our internal complaint handling procedures on request. These procedures do not affect your legal rights. If you are not satisfied with our service please telephone us on 01422 331166 or write to our Customer Relations Officer at our address shown overleaf. Fax: 01422 438488.

Email: Customer.Relations@ProvidentInsurance.co.uk

We are covered by the Financial Ombudsman Service, South Quay Plaza, 183 Marsh Wall, London E14 9SR - telephone 0845 080 1800. We are members of the Association of British Insurers.

You and we have the right to choose the law which will govern the insurance contract. We have chosen English Law and unless we agree differently in writing, English Law will apply. We reserve the right to decline any proposal or impose special terms. No liability is undertaken by us (except for the period of any insurance cover note delivered to you) until we have accepted your proposal.

How we use the data that is collected by the Ingenium Dynamics device

Collection, processing and storage of data.

Data is collected and processed by the Ingenium Dynamics device in respect of every vehicle journey made. This data is transferred to the Ingenium Dynamics provider and approved third parties and is securely stored for a period of ten years.

All data will be stored in a secure manner by the receiving parties and may be stored outside of the EU if required. Should information be stored outside the EU it will meet EU data security standards.

The data collected will include a broad range of data relating to your vehicle (location, mileage, speed, braking, accelerating, cornering, etc). Data relating to your vehicle's location may be collected on a real-time basis and the information made available to you by the Ingenium Dynamics provider. In the event of your vehicle being stolen you can provide that information to us, the police or other third parties to assist in the recovery of your vehicle.

Disclosure and use of the data

By choosing this insurance you are giving written authorisation for the data to be disclosed and used as follows:

• The Ingenium Dynamics provider will:
  • analyse the data to determine driving risk scores
  • pass reports on the use of your vehicle to the broker and to us
  • have visibility of high risk driving incidents
  • carry out de-personalised analysis of all data collected
• The broker will:
  • receive and process information relating to the use of your vehicle from the Ingenium Dynamics provider
  • provide reports to us
• We will:
  • receive and process information relating to the use of your vehicle from the broker and Ingenium Dynamics provider
  • receive and analyse data relating to your vehicle in the event of a claim
• General processing and storage by approved third parties in relation to providing this service to you

Further details of the interpretation and use of data is set out in the policy booklet.