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Terms of Business & Legal Notices

Being open and transparent is incredibly important to Plan Insurance Brokers. For that reason, we aim to make relevant information readily available to our customers. The following links should prove useful if you require details of relating to any of our terms, data and/or privacy policies:

Accepting our Terms of Business

By asking us to quote for, arrange or handle your insurances, you are providing your informed agreement to these Terms of Business. We draw your particular attention to:

  • The section headed ‘Use of personal data’ and specifically the paragraph explaining how ‘sensitive personal data’ will be used; and
  • The section headed ‘Handling money’, which explains our terms for handling client money in a Non-Statutory Trust account

For your own benefit and protection, you should read these terms carefully. If you are unsure about any aspect of our Terms of Business or have any questions regarding our relationship with you, please contact us at the address overleaf

The Financial Conduct Authority

Chauffeur Plan Insurance Services, Commercial Plan Insurance, Plan Assist, Plan Insurance Services, Taxi Plan Insurance Services, Trade Plan Insurance Services, Plan Insurance Brokers, are trading names of The Plan Group Ltd which is authorised and regulated by the Financial Conduct Authority (FCA). Our FCA Register number is 307249. Our permitted business is introducing, advising, arranging, dealing as agent and assisting in the administration and performance of general insurance contracts and credit broking which is limited to the broking of credit agreements related to insurance premiums. You may check this on the FCA register by visiting the FCA website, www.fca.gov.uk/register or by contacting the FCA on 0800 111 6768.

Our service

Our role is to advise you and, after we have assessed your needs, to make a suitable recommendation. We will not in any circumstance guarantee the solvency of any insurer.

Our product range and the range of insurers used

We select personal and commercial insurances from a range of insurers, but for certain products we can only select products from a limited number of insurers or can only offer products from a single insurer. We will give you further information about this before we finalise your insurance arrangements; where we select products from a limited number of insurers you may ask us for a list of the insurers we deal with for these products.

Complaints and compensation

We aim to provide you with a high level of customer service at all times but, if you are not satisfied, please contact the Operations Director in writing at the address shown overleaf or by phone on the number shown overleaf. When dealing with your complaint, we will follow our complaint handling procedures; a summary of these procedures is available on request. If you are still not satisfied, you may be entitled to refer the matter to the Financial Ombudsman Service (FOS). For further information you can visit FOS website www.financial-ombudsman.org.uk.

Access to the FOS is available for complainants coming within one of the following categories at the time we receive their complaint:

  • Consumers (private individuals acting for purposes which are wholly or mainly outside that individual’s trade, business, craft, or profession)
  • Businesses employing fewer than 10 persons and with a turnover or annual balance sheet total not exceeding €2 million
  • Charities with an annual income of under £1 million
  • Trustees of a trust with a net asset value of under £1 million

We are covered by the Financial Services Compensation Scheme (FSCS). You may be entitled to compensation from the scheme if we cannot meet our obligations. This depends on the type of business and the circumstances of the claim. If you are eligible to claim from the FSCS, compensation is available as follows:

  • 90% of the claim, without any upper limit;
  • 100% of the claim without any upper limit for

-compulsory classes of insurance (such as Third Party Motor or Employers Liability); and

-‘pure protection’ contracts, professional indemnity insurance, and general insurance claims arising from the death or incapacity of the policyholder owing to injury, sickness or infirmity, all where the insurance intermediary has failed to pay money to an insurer, pay away money it has received from an insurer, or has failed to take steps to allow the insurer to effect the contract of insurance.

Further information about compensation scheme arrangements is available from the FSCS on 0800 678 1100 (freephone) or 020 7741 4100 or www.fscs.org.uk.

Payment for our Services

We normally receive commission from insurers or product providers. We also charge you for handling your insurances as follows: Any charge applied by us for the arranging of a new policy or the renewal of an existing policy will be clearly identified and shown separately prior to the conclusion of the contract. A charge of up to £65 will be made for each adjustment made to an existing policy and up to £20 for the issue of duplicate documentation. The total balance of all fees charged is due for payment immediately prior to commencement of cover or to the commencement of work undertaken by us and are non- refundable under any circumstance. Any cancellation or voidance will incur a 15% charge of the refunded premium allowable by the Insurers. Full Payment of premium and fees is due before cover commences or as otherwise stated under terms of credit, or in the debit note, invoice or statement issued to you. You will receive a quotation which will tell you the total price to be paid, and which identifies any fees, taxes and charges separately from the premium, before your insurance arrangements are concluded. On request, we will be pleased to provide information about any commission received by us in the handling of your insurances. We also draw your attention to the sections headed ‘Cancellation of insurances’ and ‘Ending your relationship with us’.

Payment methods

We normally accept payment by cleared cheque, BACS or credit and debit cards.

Handling money

Our financial arrangements with most insurance companies are on a ‘Risk Transfer’ basis. This means that we act as agents of the insurer in collecting premiums and handling refunds due to clients. In these circumstances such monies are deemed to be held by the insurer(s) with which your insurance is arranged. You will be notified if Risk Transfer does not apply and such monies will then be held by us in a Non-Statutory Trust account pending payment. The establishment of the Non-Statutory Trust account follows the rules stipulated by the FCA to protect money held by authorised intermediaries. However, you should be aware that, under the Non-Statutory Trust account rules, we are permitted to use such monies temporarily held to advance credit to clients generally. A copy of the Deed of Trust is available on request or may be inspected at our premises during normal office hours. If you object to your money being held in a Non-Statutory Trust account, you should advise us immediately. Otherwise, your agreement to pay the premium together with your acceptance of these Terms of Business will constitute your informed consent to our holding your money in a Non-Statutory Trust account. Interest earned on monies held in such a Non-Statutory Trust account will be retained by us. For the purpose of some transactions, client money may pass through other authorised intermediaries before being paid to the insurer.

Cancellation of insurances

You should make any request for the cancellation of a policy in writing and any relevant certificate of insurance must be returned to us or to the insurer concerned. In the event of cancellation, charges for our services will apply in accordance with the ‘Payment for our services’ section above. The terms of your policy may allow insurers to retain the premium in full or to charge short-period premiums in the event of cancellation before the policy expires.

Ending your relationship with us

Subject to your immediate settlement of any outstanding premiums and fees, you may instruct us to stop acting for you and we will not impose a penalty. Your instructions must be given in writing and will take effect from the date of receipt. In circumstances where we feel we cannot continue providing services to you, we will give you a minimum of 7 days’ notice. Unless otherwise agreed in writing, if our relationship ends, any transactions previously initiated will be completed according to these Terms of Business. You will be liable to pay for any transactions concluded prior to the end of our relationship and we will be entitled to retain commission received for conducting these transactions, together with all fees charged by us for services provided.

Your responsibilities

If you are a consumer, you are responsible for answering any questions in relation to any proposal for insurance cover honestly and to the best of your knowledge, providing complete and accurate information which insurers will require. This also applies to your responses in relation to any assumptions you may agree to in the process of applying for insurance cover.  This is particularly important before taking out a policy but also at renewal or if you make a mid-term amendment to your policy.

If you fail to disclose information, or misrepresent any fact which may influence the insurer’s decision to accept the risk or the terms offered, this could invalidate the policy and mean that claims may not be paid.

If you are a commercial customer you have a duty to give a fair presentation of risk to the insurer. This means that you should disclose every material circumstance relevant to the risk being insured following a reasonable search within your business to identify and verify such information. This should include information which you and where applicable your senior management, persons responsible for arranging your insurance or other relevant third parties know or ought to know and should include all information that would influence the judgement of the insurer or that would put the insurer on notice that it needs to make further enquiries.

Examples of material circumstances are:

  • Special or unusual circumstances relating to the risk;
  • Any particular concerns which led you to seek insurance cover for the risk; and
  • Anything which those concerned with the class of insurance and field of activity in question would generally understand as being something that would be dealt with in a fair presentation of risks for this type of insurance.

The information must be presented in a way which would be reasonably clear and accessible to a prudent insurer. If you are unsure whether to disclose any information you should speak to us. You need to take into account the size & complexity of your business, and allow yourself sufficient time before your renewal date to consider and / or assess your insurance requirements.

Failure to provide a ‘fair representation’ may result in a number of remedies by the insurer. If the breach was deliberate or reckless the insurer can void the contract and keep the premium. If the breach was not deliberate or reckless the insurer can void the contract, proportionately reduce a claim settlement or amend the insurance policy terms and conditions then review the merits of a claim on this basis.

You should therefore always provide complete and accurate information to us when we ask you about the insurance risks your business faces before taking out a policy, at renewal and throughout the life of the policy. This also applies to your responses in relation to any assumptions you may agree to in the process of applying for insurance cover.

Use of personal data

We will process any personal information we obtain in the course of providing our services to you in accordance with the Data Protection Act 1998. In administering your insurances it will be necessary for us to pass such information to insurers and other product or service providers which may also provide us with business and compliance support. We may also disclose details to relevant parties, as necessary, to comply with regulatory or legal requirements. We may contact you or pass your details to other companies associated with us in order to promote products or services which may be of interest to you.

We will not otherwise use or disclose the personal information we hold without your consent. Some of the details you may be asked to give us, such as information about offences or medical conditions, are defined by the Act as sensitive personal data. By giving us such information, you signify your consent to its being processed by us in arranging and administering your insurances. Subject to certain exceptions, you will be entitled to have access to your personal and sensitive personal data for which you will be charged a fee of £10. If at any time you wish us, or any company associated with us, to cease processing any of the personal data or sensitive personal data we hold, or to cease contacting you about products and services, please write to the Operations Director at the address shown here.

In order to maintain up to date records, we may need to perform an electronic identity check. There is nothing that you will need to do, this check is to ensure our data is in order and in turn will help to provide you with an improved service. Credit Reference Agencies who perform this electronic identity check must keep a record when anyone looks at your credit report. This is so that you know who has looked at your report, when and why. The check will only be visible to you and the Credit Reference Agency. Any information you provide may be also be shared with third parties for anti-money laundering, fraud prevention and investigation, identity verification, tracing, debt recovery and asset reunification purposes.

Credit checks

To make sure you get our best deal and to ascertain the most appropriate payment options for you and to protect you from fraud, some insurers use public and personal data from a variety of sources, including a credit reference agency and other organisations. The search will appear on your credit report whether or not your application proceeds.

Conflict of interests

Occasions can arise where we, or one of our associated companies, clients or product providers, may have a potential conflict of interest with business being transacted for you. If this happens, and we become aware that a potential conflict exists, we will write to you and obtain your consent before we carry out your instructions and we will detail the steps we will take to ensure fair treatment.

Claims handling arrangements

You should take note of the required procedures in the event of a claim, which will be explained in the policy documentation. Generally, insurers require immediate notification of a claim or circumstances which might lead to a claim. We will employ due care and skill if we act on your behalf in respect of a claim.

Motor Insurance Database (MID)

In accordance with the 4th European Union Directive (and any subsequent legislation) we will endeavour to assist you in complying with the legislation surrounding notification of vehicles to the MID. We may charge for this assistance. It should be noted that the responsibility of notification of required vehicles remains with you and we cannot accept responsibility for vehicles either incorrectly registered or not registered on the database whether notified to us or not.

Terms of business updated 13.01.2018

 

Our Terms of Use

This site is only directed at UK residents.

By accessing or using the Plan Insurance Broker’s website, you agree to the terms of The Plan Group Limited online Privacy policy as outlined below. If you do not agree to these terms, please do not access or use this site.

The Plan Group Limited, its subsidiaries or associates shall not be liable for any direct, indirect, special or consequential damages whether in contract, tort or otherwise, arising out of the use of this website or the reliance on information in it. The content of this paragraph and its disclaimers and exclusions shall apply to the maximum extent permissible by applicable laws. Any rights not expressly granted herein are reserved.

Information and disclaimers

The Plan Group Limited uses reasonable care to ensure that the information appearing on this website is up to date and accurate. While we take precautions to prevent the occurrence of errors and omissions, the user of this website should not take the accuracy of the information for granted but should check directly with The Plan Group Limited. None of the material contained in this website is to be relied upon as a statement or representation of fact.

The Plan Group Limited has no control over the use to which the information may be put by the user and accordingly shall not be liable for any loss of profits or contracts or any indirect or consequential loss or damage arising out of or in connection with the use of such information.

We make no warranty that the contents of this website are free from computer viruses or anything else which has contaminating or destructive properties and shall have no liability in respect thereof.

The statutory rights of a client dealing with The Plan Group Limited shall remain unaffected.

Links to other websites

It is not possible for The Plan Group Limited to review the content of all of the websites to which this website links and The Plan Group Limited cannot be held liable for their content. Users of this website link to other websites at their own risk and use those websites according to the terms and conditions of use of those websites.

Transmitted information/data

By requesting quotes, registering for updates etc, you agree to your details being used within The Plan Group Limited for the purpose of providing information to you. We would only give these details to carefully selected third parties for the purposes of providing you with an insurance quotation. If at any time you decide you no longer wish to receive updates and invitations in this way please contact us accordingly. Please read our Privacy policy.

Do not post or transmit to or from this website any unlawful, threatening, defamatory, obscene, scandalous, inflammatory, pornographic or profane material or any other material which could give rise to any civil or criminal liability in the territory to which this website relates. English law and jurisdiction applies with respect to the contents of this website.

 

Our Privacy Policy

The purpose of this policy

This policy is designed to help you understand what kind of information we collect in connection with our products and services and how we will process and use this information. In the course of providing you with products and services we will collect and process information that is commonly known as personal data.

This policy describes how we collect, use, share, retain and safeguard personal data.

This policy sets out your individual rights; we explain these later in the policy but in summary these rights include your right to know what data is held about you, how this data is processed and how you can place restrictions on the use of your data.

What is personal data?

Personal data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, their gender and contact details.

Personal data may contain information which is known as special categories of personal data. This may be information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to or sexual orientation. Personal data may also contain data relating to criminal convictions and offences.

For the purposes of safeguarding and processing criminal conviction and offence data responsibly, this data is treated in the same manner as special categories of personal data, where we are legally required to comply with specific data processing requirements.

How do we collect your data?

  • directly from you either on the telephone, through our website or via written correspondence
  • from a third party from whom you have requested an insurance quotation
  • from any party through which you have requested or agreed to receive contact from providers of insurance for the purposes of obtaining a quotation

When do we collect your data?

  • We will gather your data when you or one of the third parties mentioned above obtains or attempts to obtain a quote, when you incept, renew or amend a policy, or, when making a claim.
  • We may also collect personal information about you when you use our websites, enter one of our competitions or use our social channels.

What data will we gather?

We will only gather data that is necessary for us to provide our services to you. This data will include both personal and special category data. The following are examples of the data we will gather:

  • Details of claims on policies held with us
  • Details of all previous insurance quotes that you have requested from us
  • Details of all policies held with us including dates of purchase, lapse and cancellation
  • Your payment history relating to policies held with us and the length of time you have been a customer with us.
  • Data from credit references or debt collection agencies (e.g. your credit rating)
  • Information from insurers, witnesses, third parties and solicitors (e.g. accident details); and
  • Browsing insights, marketing preferences.

We may also need to collect personal data relating to others in order to provide and administer insurance. In most circumstances, you will provide us with this information. Where you disclose the personal data of others, you must ensure you are entitled to do so.

How is your personal information handled by us?

The protection of your information is important to us and we therefore have security measures in place which are appropriate to the nature of the information we hold and to the harm that might result from a breach of security.

  • we do not hold more information about you than is required for the purposes for which it is being processed
  • we endeavour to ensure that any information about you is accurate and kept up to date
  • we do not keep your information for longer than is necessary or as required by law
  • we process your information in accordance with your rights under the relevant Data Protection Laws

We will share your personal data within our group of companies including affiliates and subsidiaries. This is normal practice within the insurance industry where it is necessary to share information in order to place, quantify and underwrite risks, to assess overall risk exposure and to process claims. It is also necessary to determine the premium payable and to administer our business.

We also share personal data with authorised third parties, this is necessary where we are required to do so by law, where we need to administer our business, to quote for, source, place and administer your insurances including arranging insurance premium finance, to perform underwriting activities and to process claims. Some examples follow:

  • Insurers;
  • Underwriters;
  • Premium finance providers;
  • Credit reference agencies;
  • Debt recovery agencies;
  • Claims handling companies;
  • Loss adjusters;
  • Insurance brokers;
  • Reinsurers;

Most of the insurers we deal with have entered into a sharing of information agreement to help prevent insurance fraud. Whenever you arrange your insurance through us, this will be on the basis that you agree to your Insurer passing your claims information onto the Claim Underwriting Exchange. To help prevent fraudulent claims most of the insurers with whom we deal will exchange information with other insurers through various databases. In order to help detect vehicle owners who break the law by not having insurance, your insurer will supply details of your motor insurance to a database which can be accessed by the police or other insurers.

A selection of telephone calls will be recorded for training and quality purposes.

Our lawful bases for processing your information

Below we list the lawful bases under which we may process your personal data

  • Consent: when you give us your clear consent that we can process your data or a specific purpose.
  • Contract: processing is necessary for us to execute a contract
  • Legal obligation: processing is necessary for us to comply with the law
  • Vital interests: processing is necessary to protect someone’s life.
  • Public task: processing necessary to perform a task in the public interest
  • Legitimate interests:  processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate.

In the table below we summarise how we collect data, for what purpose, and our legal bases for processing it:

 

Purpose Type of information How the data is collected Legal basis for processing
To carry out our business:

  • Provide you with a quote
  • Process a renewal
  • Establish a policy
  • Administer your policy
  • Mid-Term Adjustments (MTAs)
  • Handle claims
  • Deal with complaints
  • Training
  • Improve our services and their delivery

 

 

 

  • Basic personal and commercial details
  • Information related to the way you carry out your business, (e.g. licences, vehicles, etc)
  • Information about your other policies (e.g. claims history, quotes history)
  • Information about others (e.g. family members who may drive a vehicle you seek to insure with us).

If you give us information about another person, it is your responsibility to ensure and confirm that these people are aware and agree for you to do so.

  • Special Category data (criminal records, health information)
  • Via a quote form on our website
  • Via a quote form on a comparison website
  • Over the phone
  • In writing
  •  Via Email
  • When you renew or amend a policy
  • When you make a claim
Contract

Our legal obligations

To improve our offer and services

 

 

 

 

 

 

 

 

 

 

  • Online customer behavior insight (e.g. time and general location when you visited our website)
  • Devices you used to interact with our services (e.g. phone model or PC screen size)
  • Pages of our websites or blogs you have visited, links clicked, emails opened
  • Time spent on a page or form
  • Cookies placed on our websites: for example, Google Analytics (sessions and browsing insights), Hotjar (activity on the website),  Google Adwords (remarketing)

More details on our use of cookies can be found on our cookie policy page.

Our legitimate interests

 

  • Questions related to your business, the industry, your vehicles if you fill in a survey we sent you
  • Information you share while leaving your feedback or posting on our social channels
  • Your feedback related to our service and products
  • Surveys
  • Feedback (feefo, google reviews)
  • Social media posts (Facebook, Twitter)
Your consent
Competitions and prize giveaways

 

 

 

 

  • Basic social media profile: twitter handle and name, Facebook profile name
  • Your name, address and phone number in order to send you a prize and to contact you
  • Other ad hoc data, typically if we ask a question (e.g. “what is your favourite people carrier vehicle?”)
  • Social media platforms
  • Our website and blog
  • Emails
  • Surveys

 

Your consent
Marketing and Offers

 

  • Basic details of your business
  • Your basic details (e.g. name, email address)
  • Online forms
  • Over the phone
  • Emails
Our legitimate interests

Your consent

Your rights

Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data.

These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:

  • The right to be informed about the personal data being processed;
  • The right of access to your personal data;
  • The right to object to the processing of your personal data;
  • The right to restrict the processing of your personal data;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data;
  • The right to data portability (to receive an electronic copy of your personal data);
  • Rights relating to automated decision making including profiling.

Individuals can exercise their Individual Rights at any time. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.

In exercising your Individual Rights, you should understand that in some situations we may be unable to fully meet your request, for example if you make a request for us to delete all your personal data, we may be required to retain some data for taxation, prevention of crime and for regulatory and other statutory purposes.

You should understand that when exercising your rights, a substantial public or vital interest may take precedence over any request you make. In addition, where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters.

The flow of data within the insurance sector is complex and we ask you to keep this in mind when exercising your ‘rights of access’ to your information.  Where we may be reliant on other organisations to help satisfy your request this may impact on timescales.

If you require further information on your Individual Rights or you wish to exercise your Individual Rights, please contact our data privacy representative by e-mailing data@planinsurance.co.uk or by writing to Plan Group Ltd, Prospero, 73 London Road, Redhill, RH1 1LQ .

Data retention

We will retain your personal data at the end of any contractual agreement for a period of 7.  We will retain special category and criminal conviction data for a period 7. Where you have submitted a claim, we will retain your data for a period of 7 if it is a non-injury claim; where an individual has been injured (physical and physiological), we will retain your data for 7. Where you have requested a quote, we will retain your personal data for 7 years, where you have contacted us for details of our services and products, we will retain your personal data for 18 months. Where you make a complaint we will retain the data for7.  Where you or law enforcement agencies inform us about any active investigation or potential criminal prosecution, we will comply with legal requirements when retaining this data.

The retaining of data is necessary where required for contractual, legal or regulatory purposes or for our legitimate business interests for statistical analysis (profiling) and product development and marketing purposes

Sometimes we may need to retain your data for longer, for example if we are representing you or defending ourselves in a legal dispute or as required by law or where evidence exists that a future claim may occur.

Data security

We will take all appropriate technical and organisational steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within our business and authorised third parties.

Complaints

If you are dissatisfied with any aspect of the way in which we process your personal data please contact our data privacy representative.  You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office(ICO).  The ICO may be contacted via its website which is https://ico.org.uk/concerns/, by live chat or by calling their helpline on 0303 123 1113.

How to contact us

If you have any questions regarding this policy, the use of your data and your Individual Rights please contact our data privacy representative at: Plan Group Ltd, Prospero, 73 London Road, Redhill, RH1 1LQ or by e-mailing data@planinsurance.co.uk or by telephoning 02086558990.

Privacy Policy updated on the 18th May 2018

 

Privacy Notice for Job Applicants

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as prospective employees of our Company, of the types of data we process about you.

We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

A)  DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

  1. processing is fair, lawful and transparent
  2. data is collected for specific, explicit, and legitimate purposes
  3. data collected is adequate, relevant and limited to what is necessary for the purposes of processing
  4. data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
  5. data is not kept for longer than is necessary for its given purpose
  6. data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
  7. we comply with the relevant GDPR procedures for international transferring of personal data

B)  TYPES OF DATA HELD

We keep several categories of personal data on our prospective employees in order to carry out effective and efficient processes. We keep this data in recruitment files relating to each vacancy and we also hold the data within our computer systems, for example, recruitment logs.

Specifically, we hold the following types of data:

  1. personal details such as name, address, phone numbers;
  2. name and contact details of your next of kin;
  3. your photograph;
  4. your gender, marital status, information of any disability you have or other medical information;
  5. right to work documentation;
  6. information on your race and religion for equality monitoring purposes;
  7. information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter;
  8. references from former employers;
  9. details on your education and employment history etc;
  10. driving licence;
  11. criminal convictions.

C)  COLLECTING YOUR DATA

You provide several pieces of data to us directly during the recruitment exercise.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.

Should you be successful in your job application, we will gather further information from you, for example, your bank details and next of kin details, once your employment begins.

D)  LAWFUL BASIS FOR PROCESSING

The law on data protection allows us to process your data for certain reasons only.

The information below categorises the types of data processing we undertake and the lawful basis we rely on.

Activity requiring your data

Lawful basis

Carrying out checks in relation to your right to work in the UK Legal obligation
Making reasonable adjustments for disabled employees Legal obligation
Making recruitment decisions in relation to both initial and subsequent employment e.g. promotion Our legitimate interests
Making decisions about salary and other benefits Our legitimate interests
Making decisions about contractual benefits to provide to you Our legitimate interests
Assessing training needs Our legitimate interests
Dealing with legal claims made against us Our legitimate interests
Preventing fraud Our legitimate interests

E)  SPECIAL CATEGORIES OF DATA

Special categories of data are data relating to your:

  1. health
  2. sex life
  3. sexual orientation
  4. race
  5. ethnic origin
  6. political opinion
  7. religion
  8. trade union membership
  9. genetic and biometric data.

We carry out processing activities using special category data:

  1. for the purposes of equal opportunities monitoring
  2. to determine reasonable adjustments

Most commonly, we will process special categories of data when the following applies:

  1. you have given explicit consent to the processing
  2. we must process the data in order to carry out our legal obligations
  3. we must process data for reasons of substantial public interest
  4. you have already made the data public.

F)  FAILURE TO PROVIDE DATA

Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract of employment with you. This could include being unable to offer you employment, or administer contractual benefits.

G)  CRIMINAL CONVICTION DATA

We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of legal obligation to process this data.

H)   WHO WE SHARE YOUR DATA WITH

Employees within our company who have responsibility for recruitment will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.

Data is shared with third parties for the following reasons: referencing, credit checks.

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

We do not share your data with bodies outside of the European Economic Area.

I)     PROTECTING YOUR DATA

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

J)   RETENTION PERIODS

We only keep your data for as long as we need it for, which, in relation to unsuccessful candidates, is six months to a year.

If your application is not successful and we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment exercise ends.

If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for nine months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.

If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for employees, which will be provided to you.

 

K)  AUTOMATED DECISION MAKING

Automated decision making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

 L)   YOUR RIGHTS

You have the following rights in relation to the personal data we hold on you:

  1. the right to be informed about the data we hold on you and what we do with it;
  2. the right of access to the data we hold on you. We operate a separate Subject Access Request policy and all such requests will be dealt with accordingly;
  3. the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
  4. the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
  5. the right to restrict the processing of the data;
  6. the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
  7. the right to object to the inclusion of any information;
  8. the right to regulate any automated decision-making and profiling of personal data.

In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact hr@planinsurance.co.uk.

M)  MAKING A COMPLAINT

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

N)   DATA PROTECTION COMPLIANCE

Our appointed compliance officer in respect of our data protection activities is:

Nick Cole, nick@planinsurance.co.uk

 

 

Our Cookie Policy

Protecting our customer information is of up most importance to Plan Insurance Brokers. For this reason any cookies used on our sites will not contain personally identifiable information about you. Although cookies are used on our websites to enable us to make your visits as efficient as possible.

Benefits to User experience of Cookies

Cookies are small text files placed on your computer by websites or sometimes by emails. Cookies provide useful data to companies and help in a number of ways. As a user of our website it makes your time on the site more efficient by not having to re-enter certain details each time you frequent the site. Cookies ensure that you receive the most appropriate information from Plan Insurance. We use cookies as part of our analysis as to the ways our visitors interact with the Plan Insurance sites and they serve to highlight where improvements might be needed.

Three types of cookies are implemented on our websites:

  • Session cookies that are deleted at the end of each session
  • Persistent cookies remain in place over numerous visits to our sites
  • Third party cookies that are placed by our business partners

Not all of these cookies are essential and some are non-essential.

Essential Cookies

Some cookies are required in order for you to use our websites. These are used ‘in-session’ each time you visit and expire when you leave the site. They’re not stored on your computer and they don’t contain any personal data. However, you can delete them via your browser if you wish to, but this will restrict the functions that you’re able to carry out on our sites. For more information about how to disable cookies in your browser please visit the About Cookies website.

Essential cookies and how they are used on the Plan Insurance sites

  • Session cookies – These enable you to carry out some essential functions on our sites. They also help by minimising the need to transfer data across the internet. They are not stored on your computer and they expire when you finish your browser session
  • Tracking cookies – These enable us to recognise returning visitors to the Plan Insurance sites. For this purpose Plan Insurance uses Google Analytics. This is a web analytics service provided by Google. By matching an anonymous, randomly generated identifier, we’re able to record specific browsing information such as how you arrive at the site, the pages you view, options you select, and the path you take through the site. By monitoring this information we’re able to make improvements to our sites. Google also reserve the rights to the data collected. We use Google Analytics to analyse page use, page interactions and the routes our customers take through our sites. These are known as ‘web metrics’. We don’t record any personal information you provide during any process.

Non-essential cookies

These cookies are usually supplied by our business partners and are used for analytical purposes to make sure that they only display information that’s interesting and relevant to you. The following list of sites that place non-essential cookies on our site is made up entirely of social networking sites that we post on; Twitter, Facebook and Googleplusone, These cookies enable your to easily bookmark or recommend selected pages.

Accepting and blocking cookies

Your browser settings will offer you the option to block any cookies from any website. For further information about how to disable cookies in your browser please visit the about cookies website. For users of shared computers accepting or rejecting the use of cookies will affect all users of the computer in question.

Flash cookies

These cookies make it quicker and easier for you to access sites on subsequent visits that use Flash technology. Deleting them means you may have to re-enter information each time you visit the same site. But just like any cookie, you can delete Flash cookies by going to the Settings Manager for your Adobe Flash Player. You will be taken to the Adobe website, which lists the websites with the cookies in your browser. Just click Delete opposite the relevant website.

Learn more

You’ll find more information about cookies at www.allaboutcookies.org, which gives details on how to delete cookies from your computer. For information on how to do this on your mobile phone browser, please see your handset manual.

 

Social Media Policy

We want to engage with our customers and would like everyone to feel comfortable whenever they interact on our social media channels.
We will periodically moderate the content published on our channels and will remove and/or report any third-party comments or content on our social media channels that contains any of the following:

– Discrimination of any kind
– Spam: including any comment of a promotional or commercial nature. Including profile pictures and user IDs
– Any content which is infringing (copyright, intellectual property etc.), obscene, indecent, misleading, unlawful or swear words
– Any personal details e.g. phone numbers, addresses etc
– Files which contain viruses, corrupted files, or that may cause damage to people’s computers
– Downloadable files, including links to them
– Any content that contains swear words
– Any posts that name our members of staff, without their permission
– Any content that is primarily aimed to discredit our community members, or our company, without reason

If you spot any content or comments posted on our social media channels which you believe is not in accordance with the above, then please email us at pr@planinsurance.co.uk or contact us immediately.

By sharing images, video, or other material on our social media channels, you are granting permission for us to use your content in our marketing material. We will attempt to contact you if this happens. Plan Insurance cannot be held responsible for any opinions given out by our community.

 

Terms & Conditions applying to all Promotional Offers

1. Only one promotional offer or discount code can be applied to a single commercial motor policy purchase at a time and unless explicitly stated promotional offers are for clients that are new to Plan Insurance Brokers.
2. On promotions offering free supplementary “add-on” products such as breakdown cover, guaranteed vehicle hire, excess protection etc. the promotional offer must be included in conjunction with the purchase of a commercial motor insurance policy, at the time of purchase. This fact will have been stated in the wording of the advertisement.
3. No cash equivalent will be offered in exchange for a “Refer for a Friend” discount or any other promotional offers.
4. Discounts can only be applied when the cost of the policy being purchased exceeds £500.
5. If a free fuel voucher offer is claimed this voucher may be in the form of a super market gift card. This voucher will be eligible for use at the supermarket chain’s petrol stations. Plan will not restrict you to spend the voucher on fuel purchases. The voucher can be exchanged in store as per the store’s terms and conditions.

Further T&Cs – Refer a Friend

6. Any promotional offer that provides a discount in exchange for the recommendation of our services also known as our “Refer for a Friend” campaign will be applied as a credit to the renewal of your existing policy.
7. A “Refer for a Friend” discount cannot be applied to an existing policy mid-term.
8. In order that Plan may apply a “Refer a Friend” credit to the referrer’s client record the referred proposer must provide sufficient details of the referrer including all or a selection of the following details: full name, address, reference number/code etc.
9. A “Refer for a Friend” referrer will never be required to share confidential information in order for the credit to be correctly allocated.
10. Due to data protection laws we cannot share any information with a “Refer for a Friend” referrer regarding proposers that they believe they are due credit for. However we can confirm the amount of credit that has been accrued on a referrer’s account.
11. There is no limit to the number of “Refer for a Friend” referral credits a referrer may acquire. However the amount of credit that can be applied cannot exceed the value of the referrer’s renewal premium and remaining credit after the renewal of referrer’s policy cannot be carried over to the new policy period.
12. If you choose not to renew your policy with Plan your “Refer for a Friend” credit will expire with immediate effect.

Further T&Cs – WCHCD offer

13. Must be a verifiable member, freeman or liveryman of the WCHCD to be eligible for the advertised Free Fault Courtesy Vehicle Cover worth £30 when you take out a Black Cab vehicle insurance policy with Plan.
14. Promotional offer only available for clients that are new to Plan Insurance Brokers.

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