Important notice

This is the privacy notice of Third Sector Protect.  Third Sector Protect is a trading name of Northern Counties LLP Limited Liability Partnership registration number: OC340977 whose registered office is at NCi House, Lowreys Lane, Low Fell, Gateshead, Tyne & Wear, NE9 5JB referred to as we, us or our in this privacy notice.

This privacy notice sets out how we collect and process your personal data. This privacy notice
also provides certain information that is legally required and lists your rights in relation to
your personal data.

This privacy notice relates to personal information that identifies you as a natural
person (whether you are an actual or potential customer, an individual who browses our
website or an individual outside our organisation with whom we interact). We refer to this
information throughout this privacy notice as personal data or personal information and further
detail of what this includes are set out in this privacy notice below.

The privacy and security of your personal information is very important to us so we want to assure
you that your information will be properly managed and protected by us at all times. Please read
this privacy notice carefully as it explains how we may collect and use your personal data.

This privacy notice may vary from time to time so please check it regularly. This privacy notice
was last updated on 9th June 2021.

How to contact us
Controller and contact details
For the purposes of relevant data protection legislation, we are a controller of your personal
data. As a controller we use (or process) the personal data we hold about you in accordance with
this privacy notice.

If you need to contact us in connection with the use or processing of your personal data, then you
can do so using our contact details as set out below.

Data Protection Representative

Our Data Protection Representative is Philip Belgian who you can contact at
philipb@ncinsurance.co.uk

What information we hold about you and where we obtain this from

The personal data that we collect about you may include the following information:

Personal data you provide to us in person, via our website or by telephone
Personal data you provide when you enquire about insurance, or when you purchase a policy, through
us, including information about what and/or who you want to insure, such as vehicle details,
business activities, your home or travel details
General information about you, such as your name, address, contact details and date of birth
Personal data you provide if you subscribe to any of our mailing or newsletter services
Your claims and credit history
Financial details, such as your bank account and card details
Criminal convictions
Information about your use of our website such as your IP address, which is a unique number
identifying your computer, including personal data gathered using cookies

In addition, we may obtain certain special categories of your data (special categories of data) and
data about criminal convictions, and this privacy notice specifically sets out how we may process
these types of personal data. The special categories of data are data concerning health.

We collect your personal data from you as a controller when we obtain quotations for insurance for
you, when we set up your policy for you and when we make changes to your policy for you. This may
also involve the collection of data from or about others who are associated with you and your
insurance policy such as other persons insured on your policies or your employees or
representatives. By giving us information about someone else for the purpose of arranging insurance
for them under your policy such as named driver, employee or travel companion etc. you confirm that
you have their permission to do so and that you have shared this privacy notice with them.

By asking us to arrange a contract of insurance for you where this involves passing information to
us relating to children, you confirm to us that in doing so you are the responsible guardian of the
child.

We also collect information from publicly available sources and third party databases made
available to the insurance industry for the purposes of reducing fraud and financial crime as well
as any other third party databases where your personal data may be held, provided such third
parties have lawful bases on which to share such personal data with us.

How we use your personal data and the lawful basis for doing so
Where we are relying on a basis other than consent

We may rely on one or more of the following legal bases when processing your personal data for the
following purposes:

Purposes for which we process your personal data  The basis on which we can do this (this is what the law allows)
In order to perform our contractual obligations to you. This would include our fulfilling your
requests for insurance services (including obtaining insurance for you, fulfilling
requests for mid-term adjustments and obtaining renewals) The processing is necessary in connection with any contract that you may enter into with us
To administer your account, including financial transactions for insurance broking The processing is necessary in connection with any contract that you may enter into with us
To assist in the prevention and reduction of fraud and other financial crime The processing is necessary for us to comply with the law and our legal requirements
In the interests of security and to improve our service, telephone calls you make to us may be
monitored and/or recorded The processing is necessary to pursue our legitimate interest in the management and operation of
our business
To let you know about similar products and services that may be of interest to you The processing is necessary to pursue our legitimate interest in operating our business
To make automated decisions, automated profiling and fraud detection The processing is necessary in connection with some contracts that you may enter into with us

Special categories of data and criminal convictions

We may also need to collect special categories of data from you such as information about your
health, personal data revealing racial or ethnic origin, religious or philosophical beliefs or
trade union membership and generic data. We may also collect information on criminal convictions
which we may share with third parties. The lawful basis on which we can do this is the processing
is necessary for reasons of substantial public interest relating to insurance purposes.

Insurance purposes mean (a) advising on, arranging, underwriting or administering an insurance
contract (b) administering a claim under an insurance contract or (c) exercising a right or
complying with an obligation, arising in connection with an insurance contract, including a right
or obligation arising under an enactment or a rule of law.

Who we pass your personal data to
We may need to pass your personal data to other companies which may include:

Other companies or brands within our group of companies, for example if we are unable to provide a
suitable insurance policy on request or at renewal we will check if any of our associated group
companies can provide you with suitable cover
The insurers, intermediaries and third party service providers that we use for the purpose of
arranging and administering your insurance policy. This may also include risk management assessors,
uninsured loss recovery agencies, premium finance providers and other third parties involved
(directly or indirectly) in the administration of your insurance and its associated benefits
Firms that provide administration and processing services to us or on our behalf under contract in
order to complete activities such as claims handling, IT systems and administrative services and
other activities set out in this privacy notice, as well as support activities such as finance and
auditing services
Organisations that have a specific role laid out in law, such as statutory bodies, regulatory
authorities and other authorised bodies
Other organisations where we have a duty to or are permitted to disclose your personal information by law, for example if we received a valid request
from the police or other third party organisation in the interest of preventing and detecting crime
Fraud prevention agencies and operators of registers available to the insurance industry to check
information and prevent fraud
Credit reference agencies to check your credit history. This check will be recorded on your credit
reference file without affecting your ability to apply for credit or other financial products
Third parties we use to recover money you may owe us or to whom we may sell your debt
Another company, if our business or part of it is bought or taken over by that company to make sure
your insurance policy can continue to be serviced or as part of preliminary discussions with that
company about a possible sale or take over

The information you share with us may be transferred by us or any of the types of firms or
organisations we have noted above, to other countries in order for processing to take place,
including locations outside of the UK. We will only do so if there are adequate levels of
protection in place as required by applicable data protection laws.

Accessing our website and cookies
When you visit one of our websites we may collect information from you, such as your email address,
IP address and other online identifiers. This helps us to track unique visits and monitor patterns
of customer website traffic, such as who visits and why they visit. We may use third parties to
collate IP addresses to help us understand our Internet traffic data and data regarding your
browser type and computer. We may also use web usage information to create statistical data
regarding the use of our website. We may then use or disclose that statistical data to others for
marketing and strategic development purposes, but no individuals will be identified in such
statistical data.

We may use cookies and/or pixel tags on some pages of our website. A cookie is a small text file
sent to your computer, mobile phone or tablet depending on the device used to access our website. A
pixel tag is an invisible tag placed on certain pages of our website, but not on your computer.
Pixel tags usually work together with cookies to help us to give you a more tailored
service. We also use cookies and pixel tags in our email communication to personalise
the email and track whether the email has been opened and whether the recipient has used any
website links contained in the email communication. This allows us to monitor and improve
our email communications and website. Useful information about cookies, including how to
remove them, can be found at http://allaboutcookies.org.

Internet browsers normally accept cookies by default, although it’s possible to set a browser to
reject cookies. We’ll ask your permission before using any cookie that’s not essential to the email
or the use of the website. However, refusing to accept cookies may restrict your use of our website
and/or delay or affect the way in which our website operates. You can find more information on
cookies when you visit our website.

The open nature of the internet is such that data may flow over networks without security measures,
and may be accessed and used by people other than those for whom the data is intended. While this
is outside of our control, we do take the protection of your information very seriously and aim to
apply appropriate levels of security at all times.

Closed circuit television (CCTV)
Where CCTV is used, we have identified and documented the potential impact on individuals’ privacy
and have taken this into account when installing and operating the CCTV system. We regularly review
whether CCTV is still the best security solution.

We will clearly inform individuals of our use of CCTV and we only retain recorded CCTV images for
long enough to allow for any incident to come to light (e.g. for a theft to be noticed) and to
investigate it. We will respond to individuals or organisations making requests for copies of
their images on our CCTV footage and will seek prompt advice from the Information Commissioner
where there is any uncertainty. We securely store CCTV images, limit access to authorised
individuals and regularly check that the CCTV system is working correctly. We have a nominated
individual who is responsible for the operation of the CCTV system.

Telephone Recording
Where telephone conversations are recorded, we will inform you of this at the beginning of the call
together with our reasons for doing so and any objections should be raised immediately. Telephone
recordings will be stored securely for no longer than necessary and you have the right to request a
copy where this is still available. The call recordings will only be passed to third parties
where we have a legal right or legal obligation to do so. Payment card data is protected in
accordance with the Payment Card Industry Data Security Standard (PCI DSS) and our system prevents
us from recording Sensitive Authentication Data (SAD) or where this is not possible, is immediately
deleted after card authorisation.

Your rights
We will only store your data for as long as is necessary to comply with the requirements of your
insurance contract(s) and any legal obligations or lawful processing conditions that may exist as a
result. You have a number of rights concerning the personal information we use, which you may ask
us to observe. In some cases, even when you make a request concerning your personal information, we
may not be required, or be able to carry out your request as this may result in us not being able
to fulfil our legal and regulatory obligations under the lawful processing conditions under which
we hold your data or because there is a minimum statutory period of time for which we have to keep
your information. If this is the case, we’ll let you know our reasons.

You can ask us to:

Provide a copy of your personal information
Correct or delete unnecessary or inaccurate personal information Restrict or to object to the use
of your personal information at any time
Object to any automated decision, including profiling which may have been used by insurers when
underwriting your quotation. Where an automated decision has been made we will advise you of this
and of your rights
Provide your personal data in a structured, commonly used and machine-readable format and to have
your personal data transferred to another controller. This right only applies where our processing
of your personal data is automated and the processing took place initially with your consent or for
the performance of a contract with you
Where we rely on your consent to use your personal information, you can withdraw that consent at
any time. Where your consent is withdrawn, your previous consent will remain valid in respect of
our use of your information prior to the date you withdrew it, or if any marketing material has
been sent prior to you advising that you don’t want us to contact you again

If you have any questions or concerns about this privacy notice or your data protection rights
please contact us using our details set out at the beginning of this privacy notice.

You also have the right to make an enquiry or to complain to the Information Commissioner’s Office
(ICO) if you are unhappy with our use of your data, or if you think we have breached a legal
requirement. Further details about the ICO are available at: www.ico.org.uk.

How we contact you about other products and services

We may from time to time process your personal data to let you know about similar products and
services that may be of interest to you. This is because we value your custom and we pride
ourselves in offering professional and tailored advice which meets your specific insurance needs.
This includes keeping you informed on the latest insurance and industry information and details of
any offers or promotions relating to the insurance services we provide to you. Our lawful basis
for processing your personal data in this way is as is necessary to pursue the legitimate interests
of our business, unless we have otherwise obtained your consent to do so. We may contact you by
post, telephone or e-mail. You will be given the option to stop receiving any communications from us in this regard at any time however please note that
this will not affect us contacting you about the servicing of products that you have specifically requested from us.