Data Protection Notice
In this notice the following definitions shall apply:
‘Insurer’ which is stated in your policy wording documents.
‘We/us/our’ means Motorplus Limited t/a Coplus.
‘You/your’ means the named holder of the insurance policy together with anyone insured under that policy.
Please make sure that you read and understand this Data Protection notice as it explains to you what we will do with the personal information that you give us.
Your personal information means information we hold about you and any information you give us about anyone else. You should show this notice to anyone else insured under your policy as it also applies to them. It explains how we use all the information we have about you and the other people insured under your policy.
Please note that if you give us false or inaccurate information this could give us the right to void your insurance policy or it could impact your ability to make a claim.
Special Categories of Data
Some of the information we may ask you to provide is known as “special categories of data”. This will include information relating to health issues, race and religion. We may need to use special categories of data to arrange and manage your policy and to provide the services mentioned in your policy document (including claims handling).
How we use your personal information
We may collect the following personal information about you (where applicable):
- Name
- Address
- The address for the insured property
- Date of Birth
- Vehicle Details
- Email Address
- Phone Number
- Information regarding the item you are insuring
- Information necessary to facilitate a claim under the policy
This information may be collected directly from you or from your insurance broker who you purchased the policy through.
We process personal information and special categories of data about you in order to fulfil the terms of the policy.
We will use your personal information:
- to arrange and manage your insurance policy, including underwriting and claims;
- for management information purposes;
- to prevent or detect crime, including fraud (see below); and/or
- if we are required or permitted to do so by law (for example if we require a legitimate request from the police or another authority).
We may share your personal information with our insurer and with other companies in our group or our insurer’s group for any of the purposes set out in this notice.
We and our insurer may have to share your personal information with other insurers, statutory bodies, regulatory authorities, our suppliers or agents providing services on our behalf and other authorised bodies.
You can ask for further information about our use of your personal information or the use of your personal information by our insurer. If you require such information, please write to our Data Protection Officer at the address or email address shown below.
In relation to the use of personal information and special categories of data this will be kept for a maximum period of 7 years, any data relating to special categories of data will only be kept for the period of time the data is required.
Preventing and Detecting Crime
In order to prevent and detect fraud we may at any time:
- share information about you with other organisations and public bodies including the police;
- check and/or file your details with fraud prevention agencies and databases, and if you give us false or inaccurate information and we suspect fraud, we will record this.
We and other organisations may also search these agencies and databases to:
- help make decisions about the provision and administration of insurance, credit and related services for you and members of your household;
- trace debtors or beneficiaries, recover debt, prevent fraud and to manage your accounts or insurance policies;
- check your identity to prevent money laundering, unless you provide us with other satisfactory proof of identity;
- undertake credit searches and additional fraud searches.
Monitoring and recording
We may record or monitor calls for training purposes, to improve the quality of our service and to prevent and detect fraud.
Further information
You are entitled to receive a copy of any of your personal information we hold. If you would like to receive a copy, or if you would like further information on, or wish to complain about the way that we use personal information, please write to:
Data Protection Officer
Coplus
Floor 2
Norfolk Tower
48-52 Surrey Street
Norwich
NR1 3PA
or by email to: dpo@coplus.co.uk
Please include your name, address and policy number with your request. We will supply the information within one month of your request.
You have the right to:
- have personal data rectified if it is inaccurate or incomplete;
- request erasure of your personal data and to prevent processing where certain circumstances apply;
- object to the processing of your personal data where certain circumstances apply;
- request restriction of the processing of your personal data where certain circumstances apply;
- data portability.
If we change the way that we use your personal information, we will write to you to let you know. If you do not agree to that change in use, you must let us know as soon as possible.
You have the right to complain to the Information Commissioner’s Office at any time if you object to the way we use your personal information.
You can contact the Information Commissioner’s Office on 0303 123 1113 or by visiting their website https://ico.org.uk
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
This version was updated on 2nd February 2023