Professional Fitness Privacy and Security Notice

Professional Fitness Privacy and Security Notice

The R3: Financial Services Group Limited may share data with Harrison Beaumont Insurance Services Limited, Benefits2U Limited and Victory Financial Solutions Limited who are all part of the same Group.

At R3 we are aware of the trust you place in us when you buy our products and our responsibility to protect your information. This notice describes who we are, why we need to collect your information and how we will use it. We will tell you who we share your information with and how we use it to improve the service we provide to our customers.

Why we need your information

How we will use your information and who will share it with

  • Where we transfer your information
  • Sensitive information
  • Dealing with other people
  • Keeping you informed
  • Fraud prevention and anti-money laundering
  • Financial Sanctions
  • Access to your information
  • Website Security
  • Cookies

1– Privacy

Why we need your information

We need your information and that of others you name on the policy to provide quotations, and manage your insurance policy. Your information comprises all the details we hold about you and your transactions and includes information we may obtain about you from third parties. We will only collect the information we need so that we can provide you with the service you expect from us.

How we will use your information and who we will share it with

Where we act for you as an insurance broker and you give us your information, it will be used and shared with insurers, loss adjusters and reinsurers. We will do that in order to provide you with the best possible products and service experience.

During the course of our dealings with you we may need to use your information to:

  • Assess risks
  • Prevent and detect crime including anti money laundering and financial sanctions
  • To comply with our legal and regulatory obligations
  • Develop our products, services, systems and relationships with you
  • Record your preferences in respect of products and services
  • Recover any debt

In carrying out the actions above we may:

  • Use the information we hold in our system about you and that of others named on the policy, [for example joint policy holders]
  • Disclose some of your information and that of others named on the policy to insurers, third party intermediaries we use to access certain Insurers, reinsurers, fraud prevention, regulators and law enforcement agencies and other companies that provide a service to us or you.
  • Retain your data after ceasing to be your insurance broker in order to comply with our legal and regulatory responsibilities after which we will then delete your data

We do not disclose your information to anyone outside R3 except where:

  • We have your permission,
  • We are required or permitted to do so by law,
  • We may transfer rights and obligations under this agreement.

Where we transfer your information

Your information may be used to service any insurance cover which may be arranged or to administer claims or where Forces Travel needs to advise travel suppliers. For these purposes information may be passed to insurers, reinsurers, loss adjusters and travel suppliers and may involve the transfer of your information to countries that do not have data protection laws.

Sensitive Information

Some of the personal information we ask you for may be sensitive personal information, as defined by the Data Protection Act 1998 (such as information about medical conditions or criminal convictions) which is necessary to process your insurance application. Any sensitive information you provide about another insured person will be processed by us on the basis that you gave us this information with their explicit consent and as an agent of the insured person. We will not use such sensitive personal data about you or others except for the specific purpose for which you provide it and to provide the services described in your policy documents.

Dealing with other people

Please note that we will only cancel your policy or change your address on your instruction. No one else can do this on your behalf

Keeping you informed

From time to time we may contact you with special offers or suggest products which may be of interest to you by email, telephone, post or other means but only if you have given us your permission. If you would like not to receive any of these updates you can ask us to stop at any time. You can do that by simply calling us on 0345 450 8547.

From time to time we may need to change the way we use your information. Where we believe you may not reasonably expect such a change we will write to you. When we do so, you will have 60 days to object to the change but if we do not hear from you within that time you consent to that change.

Fraud Prevention and Anti-Money Laundering

We may share information with selected insurers to prevent fraudulent claims and for them to assess whether they wish to offer insurance.

Your information may be shared with the Claims and Underwriting Exchange Register to help prevent claims fraud and the misrepresentation of claims histories to keep down premiums for honest policyholders. In dealing with your application for insurance the register may be searched.

We may share information with the Financial Conduct Authority and the Financial Ombudsman Service.

Financial Sanctions

We will use information about you and that of others named on policy to ensure compliance with financial sanctions in effect in the UK and internationally. This will include the checking of your information against the HM Treasury list of financial sanctions targets as well as other publicly available sanctions lists. Your information and that of others named on policy may be shared with HM Treasury and other international regulators where appropriate. You may also be contacted in order to provide further details in order to ensure compliance with Financial Sanctions requirements.

Access to your information

You have the right to see the information we hold about you. This is called Subject Access Request. If you would like a copy of your information, please write to us at Pond Hall, Pond Hall Road, Hadleigh, Suffolk IP7 5PP.

A fee may be payable.

2 – Website Security

This website offers an online enquiry facility. If you choose to use this, you will be asked to complete a form and submit it to us through a Secure Socket Layer. Here is some information about this system:

Any information that you enter through this website is done in a secure environment that prevents anyone from reading or changing your information. We use a ‘Secure Socket Layer’ (SSL) as a safety precaution, and this is certified by VeriSign. VeriSign is a leading Internet security company.

We will only ask you for the information that we need to process your application. This information is then kept safely on a mainframe computer with coded security systems, and we are very strict about keeping it confidential.

Professional Fitness is obliged to act in accordance with the Data Protection Act 1998.

View this act online here.

Fraud Warning

From time to time fraudsters may try to pass themselves off as Professional Fitness. Such frauds may involve email communications purporting to come from Professional Fitness, or referring potential victims to a website purporting to belong to Professional Fitness.

If you have any doubts at all about the authenticity of any persons purporting to represent Professional Fitness, we recommend that you thoroughly check out their credentials. Alternatively, you can contact the regulatory authorities in the country of jurisdiction.

You may also wish to refer to the Consumer Information page of the Financial Conduct Authority website in the United Kingdom for details of the latest known frauds.

Cookies

For information on cookies please refer to our Cookies Notice.

R3: Financial Services Group Limited is registered in England & Wales No. 4153083. The registered address for all the R3 Group companies is Pond Hall, Pond Hall Road, Hadleigh, Suffolk IP7 5PP and includes Harrison Beaumont Insurance Services Limited (No. 4582221), Benefits2U Limited (No. 4224318), Victory Financial Solutions Limited (No. 5665073), R3: Affinity Alliance Limited (No. 3821275) and The Tourist Trail Limited (No. 07890387).

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