Privacy Policy

https://www.phyinsurance.co.uk ('Website') is provided by PHY Insurance Services Ltd ('we'/'us'/'our'). In doing so, we may be in a position to receive and process personal information relating to you. As the controller of this information, we're providing this Privacy Policy to explain our approach to personal information gathered through our website and through providing our services to you. This Policy forms part of our Terms and Conditions, which govern the use of this Website.

We intend only to process personal information fairly and transparently as required by data protection law including the UK General Data Protection Regulation (UK GDPR). In particular, before obtaining information from you (including through use of cookies) we intend to alert you to this Policy, let you know how we intend to process the information (including through use of cookies) and that we'll only process the information as permitted by law. The UK GDPR also defines certain 'special categories' of personal information that's considered more sensitive. These categories require a higher level of protection, as explained below.

Of course, you may browse parts of this Website without providing any information about yourself and without accepting cookies. In that case, it's unlikely we'll possess and process any information relating to you.

We'll start this Policy by setting out the conditions we must satisfy before processing your data. However, you may wish to start with the table at clause 5, which summarises what we intend to collect, or the table at clause 9.5, which summarises our use of cookies. The Policy also explains some of the security measures we take to protect your personal information, and tells you certain things we will or won't do.

Sometimes, when you take a new service or product from us, or discuss taking a new service or product but decide against it, we might wish to provide you with further information about similar services or products by email or other written electronic communication. In that situation, we'll always give you the opportunity to refuse to receive that further information and you can change your mind at any point (opt-out) by contacting our Data Protection Officer (DPO) as set in clause 1.4. We'll endeavour to remind you of your right to opt-out on each occasion that we provide such information.

1. Identity and contact details

1.1 Registered number: 11213489

1.2 Registered office: Ground Floor, Sutherland House, 70-78 West Hendon Broadway, London, England, NW9 7BT

1.3 Email address: info@phyinsurance.co.uk

1.4 Our Data Protection Officer (DPO) would welcome communication from you regarding any matter relating to data protection, and can be contacted by email at info@phyinsurance.co.uk.

2. When we're allowed to collect information from you

We will only collect personal information relating to you if one of the following conditions has been satisfied:

2.1 You have clearly told us that you are content for us to collect that information for the particular purpose or purposes that we will have specified.

2.2 The processing is necessary for the performance of a contract that we have with you.

2.3 The processing is necessary so that we can comply with the law.

2.4 The processing is necessary to protect someone's life.

2.5 The processing is necessary for the performance of a task that's in the public interest.

2.6 The processing is necessary for our or another's legitimate interests - but in this case, we'll balance those interests against your interests.

3. How to consent

3.1 If we need your consent to collect and use certain information, we'll provide you with the opportunity to tell us that you're happy to provide that information at the point of collecting it.

3.2 If at any point in time you change your mind and decide that you want to withdraw your consent, please let us know and we'll endeavour to stop processing your information in the specified manner, or we'll delete your data if there is no continuing reason for possessing it.

3.3 If you don't consent to a particular bit of processing, we'll endeavour to ensure that the Website and our service continue to operate without the need for that information.

4. Sensitive information

4.1 Certain information we collect may be considered to be in special categories of personal information. In particular, it may:

a. reveal racial or ethnic origins

b. relate to your health

c. relate to your sex life or sexual orientation

4.2 If we do collect such information as specified in clause 4.1, we'll also ensure that one of the additional reasons for processing outlined in the UK GDPR applies.

4.3 It's likely that we'll need to process information relating to criminal convictions or offences or related security measures. If we do so, we'll make sure we comply with the extra conditions set out in the UK GDPR. This will normally be where we're legally required to process such data, where you've consented or where it's clear that you've made the information public.

5. Information we expect to collect from you

5.1 We envisage collecting the following types of information from you:

5.2 We may collect personal information about you from a number of sources, including the following:

a. From you when you agree to take a service or product from us, in which case this may include your contact details, date of birth, how you will pay for the product or service and your bank details.

b. From you when you contact us with an enquiry or in response to a communication from us, in which case, this may tell us something about how you use our services.

c. As you interact with this Website, we may automatically collect technical information about your equipment, browsing actions and patterns (such as your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Website). We may collect this personal information by using cookies and other similar technologies.

d. From documents that are available to the public, such as the electoral register.

e. From third parties to whom you have provided information with your consent to pass it on to other organisations or persons - when we receive such information we will let you know as soon as is reasonably practicable.

5.3 If you refuse to provide information requested, then if that information is necessary for a service we provide to you we may need to stop providing that service.

5.4 If at any point you think we've invited you to provide information without explaining why, feel free to object and ask for our reasons.

6. Using your personal information

6.1 Data protection, privacy and security are important to us, and we shall only use your personal information for specified purposes and shall not keep such personal information longer than is necessary to fulfil these purposes.

a. To help us to identify you when you contact us.

b. To help us to identify accounts, services and/or products which you could have from us or selected partners from time to time.

c. To help us to administer and to contact you about improved administration of any accounts, services and products we have provided before, do provide now or will or may provide in the future.

d. To allow us to carry out marketing analysis and customer profiling (including with transactional information), conduct research, including creating statistical and testing information.

e. To help to prevent and detect fraud or loss.

f. To allow us to contact you by written electronic means (such as email, text or multimedia messages) about products and services offered by us where: (i) these products are similar to those you have already purchased from us, (ii) you were given the opportunity to opt out of being contacted by us at the time your personal information was originally collected by us and at the time of our subsequent communications with you, and (iii) you have not opted out of us contacting you.

g. To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us and selected partners where you have expressly consented to us doing so.

h. We may monitor and record communications with you (including phone conversations and emails) for quality assurance and compliance.

i. When it's required by law, we'll check your details with fraud prevention agencies.

6.2 We will not disclose your personal information to any third party except in accordance with this Policy.

6.3 Where you give us personal information on behalf of someone else, you confirm that you have provided them with the information set out in this Policy and that they have not objected to such use of their personal information.

6.5 We may allow other people and organisations to use personal information we hold about you in the following circumstances:

a. If we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party.

b. If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.

c. We may employ companies and individuals to perform functions on our behalf and we may disclose your personal information to these parties for the purposes set out above. Third parties we may share your personal information with include:

• Our Principal, Movo Partnership Ltd
• Insurers and finance houses, to try and source a suitable insurance policy and related premium financing
• Third parties who may assist in the handling/resolution of any insurance claims you make
• IT Service Providers / software providers, where we use their software in the course of our operations
• External consultants/agencies such as solicitors, accountants, IT/Compliance Consultants, debt collection agencies, marketing agencies
• Any parent company, subsidiaries, joint ventures, other entities under a common control or third-party acquirers
• Her Majesty's Revenue and Customs, Financial Conduct Authority, Financial Ombudsman Service, Information Commissioners Office, or other regulatory body as the need arises

7. Protecting information

7.1 We have strict security measures to protect personal information.

7.2 We work to protect the security of your information during transmission by using appropriate technology to encrypt information you input.

7.3 We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information.

7.4 It is important for you to protect against unauthorised access to your password and to your computer.

8. The internet

8.1 If you communicate with us using the internet, we may occasionally email you about our services and products.

8.2 Please remember that communications over the internet, such as emails and webmails, are not secure unless they have been encrypted.

9. Cookies and other internet tracking technology

9.1 When we provide services, we want to make them easy, useful and reliable. This sometimes involves placing small amounts of information on your device, which is sent back to us at a later time. These are called 'cookies'.

9.2 This Website does not set any cookies, and does not use any advertising, profiling or cross-site tracking technology.

9.3 We use Cloudflare Web Analytics to understand which pages of this Website are visited and how visitors find us. Cloudflare Web Analytics is a privacy-focused service that does not use cookies or any other client-side storage, does not track visitors across websites, and does not create persistent identifiers or device fingerprints. It does not track visitors over time using IP addresses, user agent strings or any other immutable attributes. All data is aggregated and cannot be used to identify you. Because no personal information is processed and no information is stored on or retrieved from your device, no consent is required for this analytics.

9.4 Because we set no cookies, there is no cookie banner on this Website and there are no cookie settings for you to change. If you wish to block cookies generally, you can do so through your browser settings.

9.5 This Website uses, or allows use of, the following cookies:

10. Your legal rights

10.1 Under certain circumstances, you have rights under data protection laws in relation to your personal information, including the right to: request access, request correction, request erasure, object to processing, request restriction of processing, request transfer, and withdraw consent.

10.3 You will not have to pay a fee to access your personal information. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

10.5 We try to respond to all legitimate requests within one month.

11. Further information

11.1 If you would like any more information or you have any comments about this Policy, or if you wish to exercise any of your legal rights, please write to our Data Protection Officer as detailed in clause 1.4.

11.3 You can ask us for a copy of this Policy by emailing us at info@phyinsurance.co.uk.