Privacy Notice

We are committed to protecting your privacy when dealing with your personal information (personal data) and your sensitive personal data (special categories of personal data).This Privacy Statement sets out details of the information that we may collect from you and how we may use that information. Please read this Privacy Statement carefully.

When using our website (the “Website”), this Privacy Statement should be read alongside, and in addition to, the Cookie Policy.

1. About us
2. About the Insurance Market
3. What information do we collect about you?
4. How do we collect your personal information?
5. Who do we collect information from?
6. Who do we share your personal information with?
7. What will we use your personal information for?
8. Our marketing activities
9. Our use of cookies
10. How long do we keep your personal information for?
11. Sending your personal information overseas
12. Your Rights

1. About us

You may see reference to our trading name  “LABC Warranty”.  This is a trading name only.  For the purposes of this privacy statement and under data protection law, the data controller of your personal information will be the relevant company (legal entity). 

In this Privacy Statement, references to "MD Group" or “we” or “us” are references to:

• MD Insurance Services Limited. Registered in England No: 3642459; 
• MD Warranty Support Services Limited. Registered in England No: 4759193;
• MD Warranty Inspection Services Limited. Registered in England No: 5288783;
• MD Remedial Contractors Limited. Registered in England No: 10338695;
• MD Technical Surveyors Limited. Registered in England No: 12011808;
• MDIS (International) Limited. Registered in England No. 8225130 operating from the United Kingdom via its Overseas Branches; and

2. About the Insurance Market

Insurance involves the use and disclosure of your personal information by various insurance market participants, such as intermediaries, insurers and reinsurers. The Insurance Market Core Uses Information Notice (available here) sets out those core necessary personal information uses and disclosures. Our core uses and disclosures are consistent with the  London Market Core Uses Information Notice. We recommend you review this notice. 

3. What information do we collect about you

We collect information that identifies, describes, relates to or is reasonably capable of being associated with you (“Personal Information”) on our websites and in the course of providing our services. The information that we collect and process will depend on our relationship with you. For example, we collect and use different Personal Information according to whether you are an insured policyholder, a claimant, a customer to whom we provide inspection services, or a visitor of our website(s). When you provide Personal Information to us about other individuals (for example, where you are a customer to whom we provide services and you provide us with Personal Information about your employees or your own customers), we will collect, use and disclose such Personal Information in accordance with this Privacy Statement. You should refer them to this statement before supplying us with their data on their behalf. Please refer to the section below that best describes your relationship with us.

Insurance ►

1. Policyholders/Insureds/Beneficiaries

Personal Information

• Your name.
• Your job title.
• Your job history
• Your address
• Your telephone number
• Your email address
• Your date of birth
• Your financial information such as payment card number, bank account number or other financial account number and account details, billing address
• Your broker reference number
• Commercial interest in the relevant insured property
• The results of any credit check conducted about you.
• Relevant claim information and documents, such as lease or tenancy agreement and information about your property
• Information about the quotes and insurance policies you have applied for or taken out.

Sensitive Personal Information

• Criminal records that relate to you (including offences and alleged offences and any court sentence or criminal conviction).

2. Employees of our clients

Personal Information 

• Your name
• Your business contact number
• Your business contact address
• Your business email
• Your job title
• The results of any credit check conducted about you.

3. Claimants

Personal Information

• Your name
• Your job title
• Your job history
• Your financial information such as payment card number, bank account number or other financial account number and account details, billing address
• Your address
• Your telephone number
• Your email address
• Relevant claim information and documents, such as lease or tenancy agreement and information about your property.

Sensitive Personal Information 

• Criminal records that relate to you (including offences and alleged offences and any court sentence or criminal conviction).

4. Prospective Customers

Personal Information

• Your name
• Your email address

5. Visitor to our Websites

Personal Information

• Your name
• Your phone number
• Your address
• Your email
• Your job title
• IP address
• Information obtained through the use of cookies. You can find more information about this in our Cookie Policy here. 

Inspection Services ►

The information that we collect and process will depend on our relationship with you (e.g. as a sole trader in receipt of inspection services from us or an employee of an organisation in receipt of such services). You can click the below for more information.

1. Clients 

Personal Information

• Your name
• Your job title
• Your job history
• Your business contact numbers
• Your financial information such as payment card number, bank account number or other financial account number and account details, billing address
• Your address
• Your email address
• Your broker reference number
• The results of any credit check conducted about you
• Information about the quotes and/or insurance policies you have applied for or taken out.

Sensitive Personal Information

• Criminal records that relate to you (including offences and alleged offences and any court sentence or criminal conviction).
  
  

2. Prospective Customers 

Personal Information

• Your name
• Your email address

3. Employees of our clients

Personal Information

• Your name
• Your business contact number
• Your business contact address
• Your business email
• Your job title
• The results of any credit check conducted about you
  
  

4. Customers of our clients 

If you are a customer or, for example, a council tenant, of an organisation who has engaged an MD Group company to inspect property at your location (for example, a stair lift), this section will be relevant to you and sets out our uses of your personal information.

Personal Information

• Your name
• Your address
• Your telephone numbers
• Details of the site/property to be inspected. 
     
  

5. Visitor to our Websites 

Personal Information

• Your name
• Your  phone number
• Your address
• Your  email
• Your job title
• IP address
• Information obtained through the use of cookies. You can find more information about this in our Cookie Policy here.
  
  
  

Brokers and other third parties  ►

Personal Information

• Your name
• Your business contact number
• Your business contact address
• Your business email
• Your job title
• Your commercial interests, such as involvement in industry initiatives
• Information gathered from publicly available sources such as corporate company websites, credit reference agencies, public registers and social media sites, such as LinkedIn.
  
  
  

Other Clients including Property Owners  ►

Personal Information 

• Your name
• Your phone number
• Your address
• Your email
  
  
  

4. How do we collect your personal information?

We collect personal information:

• Face to face (directly from you and through third parties e.g. brokers or loss adjusters)
• By telephone, where calls are recorded for quality monitoring, training, compliance and security purposes only
• By email
• Via our website
• Via the internet
• Via a proposal forms (submitted directly by you and through third parties e.g. brokers)
• Via a claim form (submitted directly by you and through third parties e.g. brokers).

5. Who do we collect personal information from?

We collect personal information:

• From you
• From your broker or any representative acting on your behalf
• From other internal departments and group companies
• Insurers/ Insurance intermediaries or other insurance market participants
• From other third parties  such as Loss adjusters, Credit reference agencies, Anti-fraud and sanction list/databases
• From publicly available sources:
  • Internet search engines
  • Through social media (e.g. LinkedIn)
  • Customer websites

6. Who do we share your personal information with?

We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

Disclosures to other teams

Personal information is shared between our internal departments for the purposes described in this Privacy Statement.

Disclosures to third parties

We also disclose your information to the following third parties for the purposes described in this Privacy Statement . You can contact us for details of specific disclosures made in respect of your information.

• Group companies
  • MD Insurance Services Limited
  • MD Warranty Support Services Limited
  • MD Warranty Inspection Services Limited
  • MD Remedial Contractors Limited
  • MD Technical Surveyors Limited Registered
  • MDIS (International) Limited
  • MD Affinity Schemes Limited
  • HSB Group
  • Munich Re Group
• Fraud detection agencies
• Any agent or representative acting on your behalf
• Insurers and reinsurers
• Brokers
• Other intermediaries or market participants
• Actuaries.
• Auditors
• Solicitors
• Tax advisors
• Debt collection agencies
• Credit referencing agencies
• Loss adjusters
• Builders
• Building organisations such as the Home Builders Federation, the New Home Quality Board
• IT providers / hosted IT solution providers
• Our service providers and professional advisers
• Our regulators including the Financial Conduct Authority, the Prudential Regulation Authority and the Information Commissioner's Office
• The police, HMRC and other crime prevention and detection agencies
• The Financial Ombudsman Service
• Selected third parties in connection with any sale, transfer or disposal of our business
• Any other person where necessary to perform any insurance contract with you, in order to protect ourselves from risk or to ensure regulatory compliance or good governance
  
  

7. What will we use your personal information for? 

We may use your personal information for a number of different purposes. In each case, we must have a "legal ground" to do so. We will rely on the following “legal grounds” when we process your "personal information":

Legal Grounds ►

Personal Information

In respect of your personal information, the legal grounds which are relevant to you are:

• We need to use your personal information to enter into or perform the insurance or inspection contract that we hold with you. For example, we need to use your personal information to provide you with a quote
• We have a legal or regulatory obligation to use such personal information. For example, our regulators require us to hold certain records of our dealings with you and to ensure we are not used to further financial crime
• We need to use your personal information for our legitimate business need i.e. Legitimate Interests (e.g., to keep a record of the decisions we make when different types of applications are made, to keep business records, to carry out strategic business analysis, review our business planning, to develop and improve our products and services, and to share within our group companies). When using your personal information for these purposes, we will always consider your rights and interests and ensure that your rights to privacy does not outweigh our reason for using the personal information in that way
  

Sensitive Personal Information

When the information that we process is classed as “special categories of personal information", we must have an additional “legal ground". We will rely on the following legal grounds when we process your "special categories of personal information":

• We need to use your special categories of personal information for purposes relating to an insurance policy or claim and there is a substantial public interest in such use. Such purposes include assessing your insurance application, managing claims and preventing and detecting fraud
• We need to use such special categories of personal information to establish, exercise or defend legal rights. This might happen when we are faced with legal proceedings or want to bring legal proceedings ourselves or when we are investigating a legal claim that a third party brings against you

Processing Purposes ►

Personal Data

Categories of data:

Special Categories of Personal Data

Categories of data:

8. Our Marketing activities

We may use your personal information to provide you with information about events, products, services, news or other topics which may be of interest to you or your clients.
If you wish to unsubscribe from emails sent by us, you may do so at any time by clicking on the 'unsubscribe' link that appears in all marketing emails. Otherwise, you can always contact us on the details provided in the 'Your Rights' section to update your contact preferences.

From time-to-time we may carry out surveys. Participation in these surveys is completely voluntary and you may choose whether or not to participate. Information requested may include contact information (such as name and address), and demographic information (such as address, age level). 
Contact information might be used for purposes of monitoring or improving the use and satisfaction of this website.

9. Our use of cookies

Please review our Cookie Policy.

10. How long do we keep your personal information for?

We will keep your personal information for as long as reasonably necessary to fulfil the purposes set out in the “Our processing of your personal information” section and to comply with our legal and regulatory obligations. We typically keep policy and claims records for 7 years from the expiry date of your policy. 

Our records retention guidelines are based on our legal or business needs including but not limited to the following criteria:

• legal and regulatory obligations and requirements
• contractual requirements owed to third parties
• value to business operations
• the duration of our business relationship with you, your employer or another related entity
• the possibility of future complaints
• whether the record is part of an insurance or reinsurance transaction or claim file
• audits
• investigations or litigation or the likelihood of these
• the possibility of future insurance or reinsurance claim activity
  
• whether the documentation is needed for processing of financial records
• statutes of limitations
• health and safety requirements
• tax requirements
• corporate governance requirements
• record-keeping requirements.
  

If you would like further information regarding the periods for which your personal information will be stored, please contact us using the details set out below.

11. What is our approach to sending your personal information overseas?

Sometimes we (or our group companies and third parties acting on our behalf) may transfer personal information that we collect about you to countries outside of the United Kingdom ("UK").

Where a transfer occurs, we will take steps to ensure that your personal information is protected. We will do this using a number of different methods, including putting in place appropriate contracts. We will use a set of contract wording known as the "standard contractual clauses" which has been approved by the data protection authorities.

Depending on our relationship and your particular circumstances, we might transfer personal information anywhere in the world. 

If you would like further information regarding our overseas transfers, please contact us using the details set out below.

12. Your Rights

Under data protection law, you have a number of rights in relation to the personal information that we hold about you which we set out below. These rights might not apply in every circumstance. You can exercise your rights by contacting us at dataprotection@hsbeil.com. We will not usually charge you in relation to a request.

Please note that although we take your rights seriously, there may be some circumstances where we cannot comply with your request; such as where complying with it would mean that we couldn't comply with our own legal or regulatory requirements. In these instances, we will let you know why we cannot comply with your request.

In some circumstances, complying with your request may result in your insurance policy or inspection services contract being cancelled or your claim being discontinued. For example, if you request erasure of your personal information, we would not have the information required to pay your claim. We will inform you of this at the time you make a request.

You can ask us to update or remove or express any concerns about your personal information by submitting your request at dataprotection@hsbeil.com or by call (+44) 15 1650 4300.

Your rights to access your personal information

You are entitled to a copy of the personal information we hold about you and certain details of how we use it.

Where your request has been made electronically (e.g. by email), a copy of your personal information will be provided to you by electronic means where possible.

We will usually provide your personal information to you in document format unless you request otherwise.

The right to rectification

We always take care to ensure that the information we hold about you is accurate and where necessary up to date. If you believe that there are any inaccuracies, discrepancies or gaps in the information we hold about you, you can contact us and ask us to update or amend it.

The right to restriction of processing

In certain circumstances, you are entitled to ask us to stop using your personal information, for example where you think that the personal information we hold about you may be inaccurate or where you think that we no longer need to use your personal information.

The right to withdraw your consent

Where we rely on your consent in order to process your personal information, you have the right to withdraw such consent to further use of your personal information.

The right to erasure

This is sometimes known as the 'right to be forgotten'. It entitles you, in certain circumstances, to request deletion of your personal information. For example, where we no longer need your personal information for the original purpose we collected it for or where you have exercised your right to withdraw consent.

Whilst we will assess every request, there are other factors that will need to be taken into consideration. For example, we may be unable to erase your information as you have requested because we have a regulatory obligation to keep it for a specific period of time.

The right to object to direct marketing

You have control over the extent to which we market to you and you have the right to request that we stop sending you marketing messages at any time. You can do this either by clicking on the "unsubscribe" button in any email that we send to you or by contacting us using the details set out on our "Contacting Us" page.

Please note that even if you exercise this right because you do not want to receive marketing messages, we may still send you service related communications where necessary.

The right to data portability

In certain circumstances, you can request that we transfer personal information that you have provided to us to a third party.

Rights relating to automated decision-making

We do not carry out any automated decision-making. If this changes in the future, we will provide you with an updated statement setting out our decision making process.  

We have appointed a Data Protection Officer to oversee our handling of personal information.  If you have any questions about how we collect, store or use your information, you may contact our Data Protection Officer by telephoning (+44) 15 1650 4300 or by e-mailing us at dataprotection@hsbeil.com. 

To exercise your rights please simply write to us at the following address:

The Data Protection Team
MD Insurance Services Limited
2 Shore Lines Building
Shore Road
Birkenhead
Wirral
CH41 1AU

You also have a right to complain to the Information Commissioner's Office (ICO) if you believe that we have breached data protection laws when using your personal information.

You can visit the ICO's website at https://ico.org.uk/ for more information. Please note that lodging a complaint will not affect any other legal rights or remedies that you have.