Devon Bay Adjusting is dedicated to ensuring your personal information remains secure, private, and confidential. We understand the importance of correctly and legally handling personal data to maintain trust and ensure successful business operations. This policy outlines how we collect, store, and process personal information from our customers, suppliers, and other third parties.

Company Information

For the purposes of UK data protection laws, the data controller is Devon Bay Adjusting Limited, located at:

The Data Protection Officer
Devon Bay Adjusting Limited,
8 Pinkers Court
Briarlands Office Park Gloucester Road,
Rudgeway, Bristol,
England, BS35 3QH

Data Protection Principles

When processing your information, we adhere to six enforceable principles of good practice:

• Lawfulness, fairness, and transparency.
• Purpose limitation.
• Data minimisation.
• Accuracy.
• Storage limitation.
• Integrity and confidentiality.

All information you provide is stored on secure servers in the UK or secure cloud services within the European Economic Area (EEA). We take reasonable steps to ensure your data is treated securely, including implementing entry controls, secure storage, proper disposal methods, equipment security, firewall and encryption technologies, training, password protection, and secure overseas transfers.

Information Collection and Use

We collect and process personal data for various reasons:

• Insurance Claims: We need your information and that of others named on your insurance policy to process your claim efficiently. This includes details provided by your insurance company, information collected directly from you, and data obtained from third parties.
• Recruitment: If you apply for a vacancy at Devon Bay Adjusting, we will use the personal information in your CV solely for recruitment purposes. If unsuccessful, your CV will be retained for twelve months before being deleted.

Types of Personal Information Processed

We may collect and process the following personal data:

• Individual Details: Name, address, contact details, gender, marital status, family details, date and place of birth, employer, job title, employment history, and relationship to the policyholder or claimant.
• Identification Details: Driver’s license number.
• Financial Information: Bank account details.
• Criminal Records Data: Criminal convictions, including driving offences.
• Policy Information: Quotes and policies obtained.
• Credit and Anti-Fraud Data: Credit history, fraud convictions, crime allegations, and sanctions details.
• Previous and Current Claims: Information about past and present claims, including health data and other sensitive categories of personal data.

Sensitive Personal Data

For some claims it may be necessary to collect and process information which GDPR defines as “sensitive” (such as criminal convictions or health information) at the point of when a claim is made or throughout the claim process.

We will hold, use, disclose, and process special categories of personal data (e.g. your health data) where:

• You have given us your explicit consent;
• The processing is necessary to protect your or another's vital interest;
• You have manifestly made your personal data publicly available;
• The processing is necessary for the establishment, exercise, or defence of legal claims; or
• Necessary for reasons of substantial public interest on the basis of law.

In these cases, we will always explain what information we require and why it is needed, and you will be asked to consent to it being processed.

Data Collection Methods

We collect personal information through direct interactions, such as:

• Claim applications from clients.
• Correspondence via phone, email, letters, or meetings.

We also obtain personal information from third parties or publicly available sources, such as other parties involved in claims, witnesses, experts, insurers, credit reference agencies, anti-fraud databases, government agencies, and social media sites.

Use and Sharing of Information

We only use your personal information for legitimate business interests, primarily in handling claims under an insurance policy. Special category information is only used with your explicit consent, for legitimate interests, or to comply with legal obligations.

How We Share Your Information

In order to provide our services, comply with legal obligations, and pursue our legitimate interests, we may from time to time disclose your personal details to third parties, including:

• Our key partners such as business partners, brokers, intermediaries, insurers, and reinsurers.
• Third parties who provide services to us to help us administer our claims and services.
• Regulatory bodies, fraud prevention, and law enforcement bodies (where we are required to do so to comply with a relevant legal and regulatory obligation).
• Legal, financial, medical, and other professional advisers.
• Our insurer’s affiliates assisting with the operations of the Insurer.
• Our insurer’s reinsurers who provide reinsurance services to the insurer.

Your information may be disclosed when we believe in good faith that the disclosure is:

• Required by law;
• To protect the safety of our employees, the public, or our property;
• Required to comply with a judicial proceeding, court order, or legal process; or
• In the event of a merger, asset sale, or other related transaction.

We may disclose your information to group companies, affiliates, third-party suppliers, or service providers to conduct business, for example, to help manage and store data, provide data analytics, and handle claims. This may include any online partners we work with so we or our online partners on our behalf can communicate with you through their platforms.

Dealing with Others

We may discuss your claim with your spouse or partner if they are named on the policy. For others to act on your behalf, we need your consent. Notify us if you prefer to handle your claim personally.

Fraud Prevention and Anti-Money Laundering

To prevent and detect fraud, we may:

• Share information with organisations and public bodies, including the police, in compliance with data protection law.
• Check details against fraud prevention databases.
• Ensure compliance with financial sanctions, including checking information against HM Treasury’s sanctions list.

Consequences of Not Providing Information

If you refuse to provide requested personal information, we may be unable to process your claim.

Information Disclosure

We may share your personal information with:

• The insurer holding the relevant policy.
• Professional advisors and business networks.
• Outsourced IT service providers.
• Credit reference and fraud prevention agencies.
• Regulatory bodies and authorities.
• Business partners, suppliers, and subcontractors.
• Potential buyers or partners in business transactions.

We ensure all third parties respect the security of your personal information and comply with the law, processing it only for specified purposes under our instructions.

Data Storage and Security

Your information is stored securely within the UK or on cloud services within the EEA. Security measures include entry controls, locked storage, proper disposal, equipment security, firewalls, encryption, staff training, and password protection. Overseas data transfers ensure equivalent protection through appropriate safeguards.

Data Retention

The duration of data storage depends on its legal basis:

• Compliance with legal obligations: as long as necessary.
• Legitimate business interests: as long as necessary, or until you request deletion, unless overriding legitimate interests exist.

We consider the nature, sensitivity, potential harm, and purposes for processing personal information to determine retention periods.

Your Rights

You have various legal rights regarding your personal information:

• Access: Request access to your personal data and information about its use.
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data under certain circumstances.
• Restriction: Ask us to stop using your data in specific situations.
• Portability: Request transfer of your data to another entity.
• Objection: Object to data processing based on legitimate interests.

To exercise your rights, contact our Compliance Manager, Rebecca Lilley, at rebecca.lilley@legalprotectiongroup.co.uk or by writing to the address at the top of this policy. You can also lodge complaints with the Information Commissioner’s Office.

Automated Decision-Making

We do not use automated decision-making processes.

Third-Party Link

Our website may contain links to third-party websites. We are not responsible for their privacy policies. We encourage you to read the privacy notices of any websites you visit.

Cookies and Similar Technology

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

We may use both ‘session’ cookies and ‘persistent’ cookies on the website. We will use the session cookies to keep track of you whilst you navigate the site. We will use the persistent cookies to enable our website to recognise you when you visit.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information.

You can disable cookies by activating the relevant settings on your browser. However, if you do so, you may not be able to access all the information on our sites. If you continue using our sites and do not change your browser settings, we will assume that you approve of us using cookies as described above.

Policy Changes

Any future changes to our policy will be posted on our website and, where appropriate, notified via email or social media. Please check our website regularly for updates.

Contact

For questions or comments regarding this policy, contact our Compliance Manager at compliance@devonbayadjusting.co.uk or by writing to the address at the top of this policy.   All in the same font and size as the rest of the text please.