Privacy Policy

1. About this privacy policy

Insure Smart Limited respects your privacy and is committed to protecting your personal information.

This privacy policy explains how we collect, use, store and share personal information when you:

• request an insurance quotation;
• purchase, renew, amend or cancel an insurance policy;
• ask us to help with a claim;
• contact or communicate with us;
• use our website or online services;
• sign up to receive marketing communications;
• apply for a position with us; or
• otherwise use our insurance brokerage services.

It also explains your rights under UK data protection law.

2. Who we are

Insure Smart Limited is an independent insurance intermediary.

For the purposes of UK data protection law, Insure Smart Limited is the data controller responsible for the personal information covered by this policy.

Company details

Insure Smart Limited
342 High Street
Kirkcaldy
Fife
KY1 1LD
United Kingdom

Company number: SC268774

Insure Smart Limited is authorised and regulated by the Financial Conduct Authority. Our Firm Reference Number is 311587.

Contact details

Telephone: 01592 649786
Email: [email protected]
Website: https://www.insure-smart.co.uk

If you have a question about this privacy policy or how we use your information, please contact our Data Protection Lead using the details above.

3. The personal information we collect

The information we collect depends on the insurance product or service you require.

Identity and contact information

This may include:

• your name, title, date of birth and age;
• your home, correspondence or business address;
• your email address and telephone number;
• your marital status;
• copies of identification documents;
• proof of address;
• your signature; and
• information about other people included in, connected with or benefiting from a policy.

Insurance and risk information

This may include:

• the type and level of insurance cover required;
• details about your property, business, occupation, employees, vehicles, travel arrangements or other insured risks;
• previous insurance policies;
• policy numbers and renewal dates;
• previous cancellations or refusals of insurance;
• claims and incident history;
• driving licence and motoring information;
• criminal convictions or offences where relevant to the insurance risk;
• information about directors, business owners, employees, family members, beneficiaries, travellers or other insured people; and
• any other information required by an insurer to assess the risk or provide cover.

Health and medical information

Some insurance products, particularly travel, life, protection and certain claims, may require us or the relevant insurer to process information about:

• medical conditions;
• prescribed medication;
• medical treatment;
• disabilities;
• hospital admissions;
• medical history; and
• other health related circumstances.

Health information is treated as special category personal data and is given additional protection.

Claims information

When you report an incident or ask for claims assistance, we may collect:

• the date, time and location of the incident;
• a description of what happened;
• details of injuries, losses or damage;
• photographs, videos, invoices, reports and supporting documents;
• information about witnesses and other people involved;
• police, crime or incident reference numbers;
• correspondence with insurers, loss adjusters, solicitors, medical professionals, repairers and other parties; and
• bank details required for an approved claim payment or refund.

Please do not provide more personal or sensitive information than is reasonably necessary.

Financial information

This may include:

• payment and transaction information;
• bank account details;
• premium and commission information;
• details relating to refunds or claim payments;
• premium finance applications and agreements;
• payment history;
• credit reference information; and
• information required for fraud prevention, sanctions screening and financial crime checks.

We do not normally store complete payment card details. Card payments may be processed securely by an authorised payment services provider.

Communications

We may collect and retain:

• emails, letters and messages;
• notes made during telephone calls or meetings;
• customer service and complaint records;
• live chat conversations;
• call recordings, where calls are recorded;
• instructions and consent provided by you; and
• records of quotations, recommendations and decisions.

Where calls are recorded, you will be informed at the beginning of the call or through an appropriate recorded message.

Website and technical information

When you use our website, we may collect:

• your IP address;
• browser and device information;
• operating system;
• pages viewed and actions taken;
• referring website;
• approximate location derived from your IP address;
• cookie identifiers;
• website security and diagnostic information; and
• information about how you interact with our website and online advertising.

More information is provided in the Cookies section below.

Recruitment information

If you apply for a position with us, we may collect:

• your resume and employment history;
• qualifications and professional experience;
• references;
• interview notes;
• right-to-work information; and
• any other information you provide during the recruitment process.

4. How we collect your information

We may collect personal information:

• directly from you;
• from someone acting on your behalf;
• from a family member, employer, employee, director or other person connected with the insurance;
• through our website, quotation forms, claim forms, telephone calls, email, live chat or face-to-face meetings;
• from insurers, underwriters, managing general agents and wholesale brokers;
• from premium finance and payment providers;
• from claims handlers, loss adjusters, solicitors, medical professionals, repairers and other claims related organisations;
• from credit reference and fraud prevention agencies;
• from public registers and databases, including Companies House, sanctions lists and regulatory registers;
• from comparison websites, introducers, affiliate partners and other authorised referral sources; and
• through cookies and similar website technologies.

If you provide information about another person, you must have authority to do so and should make them aware of this privacy policy.

5. Why we use your information

We use personal information for the following purposes.

Providing quotations and insurance services

We use your information to:

• understand your demands and needs;
• obtain and compare quotations;
• provide information and recommendations;
• arrange insurance cover;
• issue policy documentation;
• process renewals, amendments and cancellations;
• collect premiums and arrange premium finance;
• administer your relationship with us; and
• communicate with insurers and other insurance market participants.

Our lawful basis will normally be that processing is necessary to take steps at your request before entering into a contract or to perform a contract.

Claims assistance

We use your information to:

• record and report incidents;
• notify the relevant insurer;
• provide reasonable assistance with a claim;
• communicate with insurers, claims handlers and other relevant parties;
• monitor the progress of a claim; and
• help respond to questions or disputes.

The insurer is responsible for assessing policy coverage, liability and whether a claim should be accepted or paid.

Meeting legal and regulatory obligations

We may process information to:

• comply with Financial Conduct Authority requirements;
• maintain appropriate business and regulatory records;
• manage complaints;
• meet financial crime, fraud prevention and sanctions screening obligations;
• comply with tax, accounting and company law requirements;
• respond to regulators, courts, law enforcement bodies and public authorities; and
• establish, exercise or defend legal claims.

Legitimate business interests

Where appropriate, we may process information for our legitimate interests, including:

• protecting our business and customers against fraud;
• maintaining the security of our website and systems;
• improving our services and customer experience;
• training staff and monitoring service quality;
• managing business relationships;
• recovering outstanding payments;
• keeping appropriate evidence of instructions and communications;
• developing and promoting relevant business services; and
• establishing, exercising or defending legal rights.

We only rely on legitimate interests where those interests are not overridden by your rights and interests.

Consent

We may rely on your consent for:

• certain electronic marketing communications;
• non-essential cookies and similar technologies;
• recording or using information in circumstances where consent is required; and
• processing health or other special category information where explicit consent is the appropriate legal condition.

You may withdraw your consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

6. Special category and criminal offence information

Health and medical information is special category personal data under UK data protection law.

Where this information is necessary for insurance purposes, we will only process it where:

• we have a valid lawful basis under Article 6 of the UK GDPR; and
• an appropriate condition under Article 9 of the UK GDPR and the Data Protection Act 2018 applies.

Depending on the circumstances, this may include processing necessary for insurance purposes in the substantial public interest, processing with your explicit consent, or processing necessary to establish, exercise or defend legal claims.

We may also process criminal conviction or offence information where it is relevant to underwriting, claims, fraud prevention or legal and regulatory obligations and where the law permits us to do so.

We apply additional safeguards to sensitive information and restrict access to people who require it for an authorised purpose.

7. Who we share information with

We may share personal information with:

• insurance companies;
• underwriters and managing general agents;
• wholesale brokers and insurance market intermediaries;
• premium finance providers;
• payment processors and banks;
• claims handlers and loss adjusters;
• solicitors, medical professionals, investigators, engineers, repairers and other claims specialists;
• credit reference and fraud prevention agencies;
• identity verification and sanctions screening providers;
• professional advisers, auditors and accountants;
• IT, CRM, communications, email, cloud storage, cybersecurity, website hosting and support providers;
• regulators, including the Financial Conduct Authority and Information Commissioner’s Office;
• the Financial Ombudsman Service and Financial Services Compensation Scheme;
• law enforcement bodies, courts and other public authorities;
• debt recovery organisations;
• introducers or business partners where you have authorised the referral; and
• a purchaser, investor or adviser in connection with a proposed sale, restructuring or transfer of our business.

We only share information that is reasonably necessary for the relevant purpose.

Insurers, premium finance providers and some other organisations will normally act as independent data controllers. They will use your information in accordance with their own privacy policies.

8. Online quotation partners and external websites

Some quotation or purchase journeys may be provided by an insurer or specialist technology partner and may open on another website.

When you follow one of these links, the relevant provider may collect your information directly and act as a separate data controller. You should read that provider’s privacy policy before submitting information.

Our website may also contain links to third-party websites. We are not responsible for the privacy practices, security or content of websites operated by other organisations.

9. Fraud prevention and credit reference checks

We and the organisations with which we work may use personal information to prevent fraud, money laundering and other financial crime.

Insurers and premium finance providers may search records held by credit reference and fraud prevention agencies. These searches may leave a record on your credit file.

If fraud is detected or suspected, relevant information may be shared with insurers, fraud prevention agencies, regulators or law enforcement bodies. This may affect your ability to obtain insurance, finance or other services.

Further details will be provided by the insurer, finance provider or relevant agency where required.

10. Automated decision making

Insurers and premium finance providers may use automated systems to:

• calculate premiums;
• assess insurance risks;
• check eligibility;
• detect possible fraud;
• conduct identity or sanctions checks; or
• make credit related decisions.

Where an organisation uses automated decision making, its own privacy policy should explain how the process operates and the rights available to you.

Where required, we will provide further information or direct you to the relevant organisation’s privacy notice.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The retention period will depend on:

• whether a quotation became an insurance policy;
• the duration of the policy and our relationship with you;
• the possibility of a claim, complaint or legal dispute;
• the type of insurance and whether it may involve a long term or delayed claim;
• regulatory and legal record keeping requirements;
• tax and accounting obligations;
• fraud prevention requirements; and
• whether the information is required to establish, exercise or defend legal claims.

In general:

• quotation and enquiry records are retained for a limited period after our last contact, including where cover was not purchased;
• policy and transaction records are retained for the duration of the relationship and an appropriate period afterwards;
• claims records may be retained for longer, particularly where injuries, employers’ liability or other long tail risks are involved;
• complaint records are retained in accordance with regulatory and legal requirements;
• financial records are retained for the applicable statutory accounting and tax period;
• call recordings are retained only for the period required for quality, evidence, regulatory or dispute management purposes;
• unsuccessful recruitment information is normally deleted after a limited recruitment review period unless you agree to longer retention; and
• marketing records are retained until you opt out or we determine that continued contact is no longer appropriate.

We may retain a minimal suppression record after you unsubscribe to ensure that we honour your request.

Information will be securely deleted or anonymised when it is no longer required.

12. How we protect information

We use appropriate technical and organisational measures designed to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure; and
• destruction.

These measures may include access controls, authentication, encryption, backups, monitoring, staff training, confidentiality requirements and security reviews.

Access to personal information is limited to staff and service providers who have a legitimate business need to use it.

No internet based service is completely secure. You should avoid sending unnecessary sensitive information by ordinary email and contact us if you need an alternative secure method.

13. Marketing communications

We may use your contact details to send relevant information about our services where:

• you have consented;
• the law permits us to contact you in connection with an existing customer relationship; or
• we have another lawful basis for business-to-business marketing.

Every electronic marketing message will provide a way to unsubscribe.

You can stop marketing communications at any time by:

• using the unsubscribe option in the message;
• emailing [email protected]; or
• calling 01592 649786.

Opting out of marketing will not prevent us from sending service messages about quotations, policies, payments, renewals, claims or legal and regulatory matters.

14. Cookies and similar technologies

Our website uses cookies and similar technologies for purposes including:

• essential website operation and security;
• remembering choices;
• providing forms and live chat features;
• measuring website performance;
• understanding how visitors use the website; and
• measuring or personalising advertising.

Essential technologies may operate without consent where they are necessary to provide the website or a service requested by you.

Analytics, advertising and other non-essential technologies will only be used in accordance with applicable consent requirements.

You can accept, reject or customise non-essential cookies through the cookie consent controls displayed on our website. You can change your preferences at any time through the Cookie Settings option.

Your browser may also allow you to block or delete cookies. Blocking essential cookies may affect how parts of the website operate.

15. Information about children

Some insurance policies may include or relate to children, for example family travel insurance or policies involving young drivers.

Where information about a child is required, it should normally be provided by, or with the knowledge of, a parent, guardian or another person authorised to provide it.

We will only collect information about children where it is necessary for a legitimate insurance, claims or legal purpose. We do not knowingly use children’s personal information for general marketing.

16. Your data protection rights

Depending on the circumstances, you may have the right to:

• request access to the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase your information;
• ask us to restrict how your information is used;
• object to processing based on legitimate interests;
• object to direct marketing;
• request the transfer of certain information in a portable format;
• withdraw consent where processing is based on consent; and
• ask for human intervention where a significant decision has been made solely by automated means.

These rights are not absolute. In some circumstances, we may be required or permitted to continue retaining or processing information.

We will normally respond to a valid request within one month. We may ask for identification or additional information to verify the request.

To exercise a right, contact:

Email: [email protected]
Telephone: 01592 649786
Address: Data Protection Lead, Insure Smart Limited, 342 High Street, Kirkcaldy, Fife, KY1 1LD

You will not normally be charged for exercising your rights.

17. Complaints about personal information

Please contact us first if you have concerns about how we have handled your personal information. We will investigate and try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

18. Changes to this privacy policy

We may update this privacy policy to reflect changes in our services, systems, legal obligations or business practices.

The latest version will be published on our website and identified by the “Last updated” date at the beginning of the policy.

Where a change is significant, we may provide an additional notice through our website or another appropriate communication method.

19. Contact us

For questions about this privacy policy or the use of your personal information, contact:

Data Protection Lead
Insure Smart Limited
342 High Street
Kirkcaldy
Fife
KY1 1LD

Telephone: 01592 649786
Email: [email protected]

 

Last updated: 07/09/2026