Bennetts Biking Services

Privacy Policy

Introduction

 

Bennetts is a trading name of Bennetts Motorcycling Services Limited. The data controller is

Bennetts Motorcycling Services Limited, registered in England and Wales (company number

11453343) with its registered office at 27 Old Gloucester Street, London WC IN 3AX. In this Privacy & Cookie Policy, "we", "us" and "our" means Bennetts Motorcycling Services Limited.

 

We are committed to protecting your privacy. We comply with the principles of the General Data

Protection Regulation and associated data protection legislation. We aim to maintain best-practice

standards in our processing of personal and/or special category personal data (this is also referred

to as sensitive personal data).

 

Our ICO registration number is: ZA535182

 

How we use your information

 

We use the information we receive from you, together with information we have obtained from

our dealings with you (including in relation to goods and/or services we provide to you and/or your

use of those goods and/or services), to provide goods and/or services that you request, to

communicate with you, and to personalise information sent to you. Examples of how we may

personalise information include using your information in generating an insurance quote for you.

 

We do not sell, trade, or rent your personal information to others.

 

We store all the information you provide to us, including information provided via forms you

complete on our website, and information which we may collect from your browsing. Our server,

in common with nearly all web servers, logs each page that is downloaded from the site. If you

contact us electronically we may collect your electronic identifier, e.g. Internet protocol (IP) address

or phone number supplied by your service provider. This is to identify the number of visits to our

websites, fraudulent behaviour or mystery shoppers using our websites.

 

Data collected by SessionCam from the Bennetts website is for Bennetts Motorcycling Services

Limited's internal use only. The information collected is used to improve our website usability and

is stored and used for aggregated and statistical reporting.

 

Any new information you provide us may be used to update an existing record we hold for you. If

you provide a work email address we will not be responsible for third parties having access to any

communications we send.

 

We ask for your home, mobile phone number, and email address to enable us to contact you in

relation to an enquiry you have made, to contact you if there is a problem with your policy ,

notifying you about important functionality changes to the website, or there is another genuine

reason for doing so.

 

Sometimes we may need to collect information that the law defines as special category data (also

called sensitive personal data). This includes, but is not limited to, information about racial or

ethnic origin, sexual orientation, health data, and criminal records. We will not collect or use these

types of data without your consent, unless the law allows us to do so. If we do, it will only be

when it is necessary as determined by the law and the ICO.

 

When you enter a contest or other promotional features, we may ask for your name, address,

phone numbers and email address so we can administer the contest and notify winners.

We collect credit or debit card details from you in order to pay for a service or product. We will

keep such details secure and ensure that the details are only used further with your consent and/or

for the purposes of any appropriate refunds.

 

In the event of contact from you, we also reserve the right to ask security questions (which we

in our sole discretion deem appropriate) in order to satisfy ourselves that you are who you say you

are. If you call us using your mobile number and we are unable to take your call, we may send you

a text message to inform you other methods by which you can contact us. We have determined

that this is in our legitimate interest to do so. If you would not like to receive this, please withhold

your number when calling us.

 

Claims & Underwriting Exchange Register

 

Insurers pass information to the Claims and Underwriting Exchange Register run by Insurance

Database Services Limited (IDS Ltd), the Hunter Database, run by MCL Software Ltd and the Motor

Insurance Anti Fraud and Theft Register, run by the Association of British Insurers (ABI) to help us

check information provided and also to prevent fraudulent claims. When we deal with your

request for insurance, we may search these Registers and any other relevant registers. Under the

conditions of your policy, you must tell us about any incident (such as an accident or theft) which

may give rise to a claim. When you tell us about an incident, we will pass this information to the

Registers and to any other relevant registers. You can ask us for more information about this.

 

Motor Insurance Database

 

Information relating to your insurance policy will be added to the Motor Insurance Database

MID") managed by the Motor Insurers' Bureau (" MIB").

MID and the data stored on it may be used by certain statutory and/or authorised bodies including

the Police, the DVLA, the DVLANI, the Insurance Fraud Bureau and other bodies permitted by law

for purposes, not limited to but including:

 

i. Electronic Licensing

ii. Continuous Insurance Enforcement

iii. Law enforcement (prevention, detection, apprehension and or prosecution of offenders)

iv. The provision of government services and or other services aimed at reducing the level and

incidence of uninsured driving.

 

If you are involved in a road traffic accident (either in the UK, the EEA or certain other territories),

insurers and or the MIB may search the MID to obtain relevant information.

 

Persons (including his or her appointed representatives) pursuing a claim in respect of a road

traffic accident (including citizens of other countries) may also obtain relevant information which

is held on the MID.

 

It is vital that the MID holds your correct registration number. If it is incorrectly shown on the MID

you are at risk of having your vehicle seized by the Police.

 

You can check that the correct registration number is shown on MID at www.askmid.com. You can

find out more about this at www.mib.org.uk. You should show this notice to anyone insured to

drive the vehicle covered under the policy.

 

Insurance Administration, Renewal and Claims Handling

 

Information you supply may be used for the purpose of insurance administration, renewal and

claims handling by the insurer, its agents, re-insurers and your intermediary. In assessing any claims

made, insurers may undertake checks against publicly available information such as Electoral

Register, County Court Judgments, bankruptcy or repossession information. Information may also

be shared with other insurers either directly or via those acting for the insurer such as Loss

Adjusters or investigators.

 

Fraud Prevention and Credit Checks

 

To help us prevent fraud and money laundering, your details may be submitted to fraud

prevention agencies and other organisations where your records may be searched. We will also

conduct a search with a credit reference bureau to assist us in providing a quote, and to check

which payment options we can make available to you. A copy of this search will be left on your

credit file but will not affect your credit score. Where we are providing a motor insurance

quotation this search will be noted on your credit file and may be reflected in your credit score.

 

In order to assess financial and insurance risk, we will make full and open checks on the electoral

roll registers and public data provided to us by credit reference bureaus and other third parties.

This is also to assess your premium at quote and renewal, for credit applications and to assist with

identity checks in order to prevent money laundering.

 

Lawful bases for using your information

 

Before you provide any data to us we will endeavour to make it clear why we need it. Sometimes

we may need special category (sensitive) personal data, for example we may require details of any

motoring convictions to ensure the insurance price we provide to you is accurate. When this is

required, we will obtain your consent first, unless the information is necessary to provide the

insurance product or service requested by you. Without this information, we may not be able to

fulfil the product or service you have requested.

 

A customer may properly give their partner's consent over the phone or via the website providing

the customer confirms they have permission to do so. If the consent is written, the spouse must

independently endorse such consent via counter signature.

 

We use the information you provide to us, either orally or in writing and the information we

obtain from you through the use of our website, and as a result of our dealings with you

(including any data we obtain from third parties) to provide the service requested by you. It may

also be used for market research, offering renewals and statistical purposes. This also includes

pricing insurance risk.

 

We recognise that we have a legitimate interest in processing the personal data we collect about

you for a number of reasons, including, but not limited to: to enables us to

enhance, modify, personalise, or otherwise improve our services, identify and prevent fraud,

enhance and protect the security of our network and systems, and market research (e.g.

determining the effectiveness of campaigns and the products / services we offer). "Legitimate

interests" means the interests of our company in conducting and managing our business to enable

us to give you the best service and most secure experience.

 

When we use your information for our legitimate interests, we make sure to consider and balance

any potential impact on you and your data protection rights. Where applicable, legitimate interest

assessments are conducted to ensure that these rights are protected.

 

Keeping you informed about our products and services

 

When you contact us, either online or via one of our contact centres, we ask for your permission to

contact you about the products and services we offer.

 

Where you tell us you are happy to receive information from us we may send you communications

from Bennetts which may include the following:-

 

- Updates from BikeSocial membership

- Further information about the services and/or products we offer

- New product launches

- Opportunities to participate in market research

 

Depending on the contact preferences you select, we will communicate with you by post,

telephone, SMS, email or other electronic means such as social and digital media.

 

Where you have signed-up using your email address to receive the BikeSocial email, we will send

you the regular newsletter from BikeSocial.

 

At any time, you can opt out of receiving such information or change the method we use to

communicate with you. You can update these preferences by calling us on 0344 412 2171 or by

emailing marketing@bennetts.co.uk Further opportunities to opt-out of receiving future

marketing communications are included within marketing communications:

 

Email: unsubscribe link

SMS: Text BENSTOP to 60163

Post: Return address and unsubscribe email address provided.

 

For social media, you can manage your social media preferences via that social media platform.

 

We also use your personal information to make decisions about what products, services and offers

we think you may be interested in. This is called profiling for marketing purposes. You can contact

us at any time and ask us to stop using your personal information in this way. If you allow it, we

may show or send you marketing material online (on our own and other websites including social

media), or by email, phone or post.

 

We make outbound phone calls for a number of reasons relating to our products. We are fully

committed to the regulations set out by Ofcom and follow strict processes to ensure we comply

with them.

 

We may use personal data, collected in respect of one product to market another product that we

may deem appropriate and relevant to you based on the information we have collected.

 

 Sharing your information

 

As previously mentioned, we do not sell, trade or rent your information, and will never disclose

information about you (including information obtained from our dealings with you) to third

parties, except:

 

a) where we have a legal interest in a company;

 

b) to fulfil your specific orders for a product or service or information in the event that third

parties deliver the relevant product or service or information. In these instances, while the

information you provide will be disclosed to them, it will only be used for the administration of

the service provided, including (but not limited to), verification of any quote given to you, claims

processing, underwriting, pricing purposes as appropriate, testing, and to maintain management

information for business analysis. For example, if you take out an insurance policy provided by a

third party, they will need your details in order to administer the policy, verify the quote given to

you and process any claims. For further details about how your insurer handles your information,

please see their Privacy Policy which can be found on their website. See your schedule policy

documentation for your insurer contact details;

 

c) where third parties administer part or all of the product or service; and

 

d) for underwriting, pricing, insurance rating analysis and testing purposes, and to maintain

management information for business analysis.

 

We may of course be obliged by law to pass on your information to the police or any other

statutory or regulatory authority and in some cases, exemptions may apply under relevant data

protection legislation, whereby we can legitimately release personal data e.g. to prevent or detect

crime or in connection with legal proceedings.

 

Subsequent to your purchase of a product or service, we may enter into an arrangement for that

service to be provided by a new third party. If this happens, the terms and conditions of your

contract with us will provide that you consent to the transfer and processing of personal and/or

special category personal data to the new provider, subject to the requirements of the GDPR and

associated legislation.

 

If we provide information to a third party (either a provider of a product or service, or an external

data processing agency such as a mailing house) or a company Bennetts has a legal interest in, we

will exercise the strictest control over them contractually, requiring it and any of its agents and/or

suppliers to:

 

  • maintain the security and confidentiality of the information and restrict access to those of its own employees
  • use the data for the agreed purpose only and prevent it being used for any other purpose by any other party
  • refrain from communicating with you other than concerning the product in question
  • return the data to us at the conclusion of any contract term, and destroy or delete any copies made of all or any part of the information unless copies are needed to be kept to comply with regulations

 

In addition, we will restrict the information disclosed to the absolute minimum necessary, for

example, to provide the product or service.

 

Amendment and retention of information

 

Please advise us in writing as to any changes in your circumstances, or if you feel we hold

inaccurate information about you so that we can update our records accordingly.

 

We will hold your personal information in accordance with the principles of the GDPR (and

associated legislation) and in line with our Data Retention Policy. We are obliged and permitted by

law and regulation to retain certain types of data for a minimum period of time. The minimum

period of time tends to be for six years but can be longer if the statute or regulation requires.

 

Your rights

 

Access to your information: You have a statutory right of access to accessible personal and/or

sensitive personal data that we hold about you. In order to exercise this right, your application

must be in writing, either via letter or email. Please refer to the information you wish to see giving

dates if possible. Please note that where relevant we may ask for proof of your identity.

 

We will not administer Subject Access Requests by a third party unless accompanied by a written

authority of the individual who is the subject of the request.

 

We have one month to respond to a valid request.

 

Rights related to automated decision making including profiling: We use the information we know

about you to make decisions which inform our pricing, fraud prevention and the products and

services we can offer. Automated decision making enables us to make efficient and fair decisions,

providing a better service for our customers. Whilst you have the right to object to us using your

information in this way, this could have an impact on the products or services we may be able to

offer you. We use automated decision making in the following areas:

 

Pricing - the information we know and collect about you is used to inform decisions around what

we charge for the products and services that we offer. For example, If you apply for insurance, we

will compare what you tell us with other records to work out how likely you are to make a claim.

This will help us decide whether to offer you the product and what price to charge you.

 

Tailoring our marketing communications — as mentioned previously, we use your personal

information to make decisions about what products, services and offers we think you may be

interested in. This ensures the communications you receive from us are tailored and relevant to

your interests. You can opt out of this at any time by contacting the Data Protection Officer.

 

The right to erasure: you have the right to request that your personal data is erased and to

prevent processing in specific circumstances which are detailed by the ICO.

 

The right to data portability: you have the right to obtain and reuse the personal data that you

have provided to us for your own purposes which includes transferring it to other services.

 

For further information regarding your rights, or to make a request; please write to The Data

Protection Officer at dpo@bennetts.co.uk

 

Updates to our privacy policy and your comments

 

If we decide to change our privacy policy, we will update all relevant documentation and post any

changes on our websites so that you are always aware of what information we collect, how we use

it, and under what circumstances we disclose it.

 

We welcome your questions and comments about privacy. Please write to The Data Protection

Officer at dpo@bennetts.co.uk

 

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you

feel your personal information has not been handled correctly. You can do this via

https://ico.org.uk/concerns/ or by writing to: Information Commissioner's Office, Wycliffe House,

Water Lane, Wilmslow, Cheshire, SK9 5AF