Privacy notice / Data Protection 2018
AIB (Airsports Insurance Bureau Limited) are required to provide you with the information in this Privacy Notice under applicable law which includes (but is not limited to):
• General Data Protection Regulation (EU) 2016/679 from 25 May 2018 (the “GDPR”), and
• Data Protection Act 2018, and
• The Privacy and Electronic Communications (EC Directive) Regulations 2003.
We are registered with the Information Commissioner as Data Controller and Processor. Details of the Data Protection Act can be viewed on the Information Commissioner’s website at www.ico.gov.uk. Our ICO registration number is Z827878X.
AIB (Airsports Insurance Bureau Limited) is an independent intermediary offering insurance to meet the needs of a wide range of individuals and companies.
You have legal rights under data protection laws in relation to your personal information.
We provide the following rights for individuals:
• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling.
We may ask you for proof of identity when making a request to exercise any of these rights. We do this to ensure we only disclose information where we know we’re dealing with the right individual.
You can read more about these rights here – https://ico.org.uk/your-data- matters/
AIB have a legal reason to collect and use your personal information in order to provide you with quotations and policies. When you contact us, we collect either verbally or through our web site your name, address, telephone number, and email address.
To form a policy, we process information about your health and criminal convictions, the validity and extent of potential claims and to detect and prevent fraud. We ask you about your health and unspent criminal convictions, so we can assess the right insurer to place your policy with. We process this data under our legitimate interest.
Personal information is information that identifies you as an individual personally. Personal information includes information such as credit history, income, policies or claim information.
Some personal information provided may be sensitive for example, motoring or criminal convictions, physical health and the physical health of others who will be insured.
Personal information may be obtained by Airsports Insurance Bureau Ltd t/as AIB from the person and from other insurance providers e.g. current or past insurer.
We will use your information to manage your insurance policy; including administration and providing renewal quotations. Additionally, we may source or purchase data from GDPR compliant data providers and online resources in the public domain.
We will share your data with the following third parties in order to provide quotations and policies to you:
• Insurers who provide your insurance Quotation, they may perform a credit check, which will appear on your credit history, before providing a quotation. (see Identity and Credit Searches)
• The Insurance companies named on your insurance policies. They will also share your data with
• Fraud prevention organisations such as, Insurance Fraud Register; CUE and the Motor Insurance Anti-Fraud and Theft Register when:
• Checking details on proposals and claims
• Checking details on applications for credit facilities
• Completing credit and fraud searches, such as a driving licence check
• Suppliers acting on our and your insurer’s behalf e.g. vehicle repairers or car hire providers.
• Our regulator the Financial Conduct Authority (FCA), the Financial Ombudsman Service (FOS); the Police should they contact us.
We will share your data with other GDPR compliant companies to collect and recover any monies that are owed to us. We process this data under our legitimate interests.
We may collect information about other people in order to provide your insurance. If you give us information about a third person e.g. a named driver for inclusion in your motor policy or someone in your household, it is your responsibility to make sure they:
• Have given their permission for you to use their data (including any sensitive personal data).
• Have been told about who we are and how their data will be used
We may also use your information for customer profiling, research, marketing, statistical, and system testing purposes, and to send you information about products and services we offer.
All personal information supplied to Airsports Insurance Bureau Ltd t/as AIB either directly or through a third party will be treated in accordance with the Data Protection Act 2018 as amended.
If you withdraw your consent to us processing your data, we may have to cancel any policies you have with us.
We may record the sending, delivery, opening and use of any links in emails, including the time and date of these actions. This helps confirm the successful delivery of the emails we send.
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government guidelines. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Retention of your data.
This section outlines how long we retain your data for:
Quotations: three years from the date of Quote
Insurance policies: for the duration of your policy and for up to seven years afterwards for the following reasons:
• To respond to any queries complaints
• To deal with claims against your policy.
We will not retain your data for longer than necessary.
Subject Access Request
You have the right to ask for a copy of the personal information held about you. You also have the right to ask for inaccuracies in information to be corrected.
A copy of the information held about you by us can be requested at firstname.lastname@example.org or by writing to Airsports Insurance Bureau Ltd, 10 Fleming Court, Leigh Road, Eastleigh, Hampshire, SO50 9PD.
You can complain to the Information Commissioners Office (ICO), the UK supervisory authority for data protection issues.
Information Commissioner’s Office
Tel: 0303 123 1113
Security and performance
Airsports Insurance Bureau Ltd uses a third-party service to help maintain the website. To deliver this service it processes the IP addresses of visitors to the website but does not store them.
When you visit our web site or contact us through the web site, we may collect your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use.
When you visit https://www.aib-insurance.co.uk/, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone.
You can learn more about cookies in general, and how to set your Internet browser so that cookies are not downloaded, at http://www.allaboutcookies.org
If you continue to use the site without setting your browser so that it does not download cookies, we will assume you agree that we may download them.
Links to other websites
This notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit. You will need to write to the relevant third parties to obtain details regarding the information they may hold about you.
Job applicants, Current and former employees
We have a legitimate interest in processing personal information during the recruitment process and for keeping records of the process.
Airsports Insurance Bureau is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at email@example.com
a) What will we do with the information you provide to us?
All the information you provide during the process will only be used for progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
b) What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You are under no obligation to provide the information requested but this may affect your application.
c) Application stage
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our Managers will have access to all this information and will shortlist applications for interview.
We might ask you to attend an interview, we might take interview notes. This information is held by Airsports Insurance Bureau. If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
• Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
• Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
• You will be asked to complete a criminal records declaration to declare any unspent convictions.
• We may provide your email address to the Government Recruitment Service who will contact you to complete an application for an Enhanced Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.
• We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
• Bank details – to process salary / expense payments
• Emergency contact details – so we know who to contact in case you have an emergency at work.
d) How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
Information generated throughout the assessment process, for example interview notes, is retained by us for one year. Equal opportunities information is also retained for one year.
e) How we make decisions about recruitment?
Final recruitment decisions are made by Managing Director. All the information gathered during the application process is considered.
f) Information held during the course of employment.
We will also hold yearly reviews, appraisals and one to one meeting notes for the duration of your employment plus 6 years following the end of your employment.
Please contact our Data Protection Officer, if you have any queries about this privacy notice, in any of the following ways:
• Write to – 10 Fleming Court, Leigh Road, Eastleigh, Hampshire, SO50 9PD
• Telephone – 02380 268 351
• Email – firstname.lastname@example.org