Fair Use Notice

About this Fair Use Notice

This Fair Use Notice relates to Insurance policies and Accident Aftercare services administered and/or provided by Car Care Plan Limited.

This Fair Use Notice is to help you understand how we will collect, process and share your personal data. This allows you to make an informed decision as to whether you want to provide us with your data and if you want to give us additional permissions relating to it.

It also sets out your rights in relation to this data and how to complain to the Information Commissioner if you are unsatisfied with how we have handled your personal data.

You can update the consents you have given us here.

Who We Are

We, in this policy refers to Car Care Plan Limited. It may be that we provide you with one or more of the following:

• Arranging Car Insurance and related ancillary products
• Claims management in respect of Accident Aftercare services
• An Excess Return Voucher or Free Driveaway Insurance policy
• Arranging credit on your behalf with our partnered lender for the purposes of paying for your Insurance monthly (Premium Finance)

Car Care Plan Limited is the data controller in relation to the data you provide to us.

Car Care Plan Limited is a specialist company appointed by selected vehicle manufacturers to ensure its customers are able to obtain insurance policies and use accident claims services which guarantee to repair your vehicle at a manufacturer approved repairer using only genuine manufacturer parts. For more information about Car Care Plan visit www.carcareplan.com

Contact Information

Data Protection Officer:

• Email: CCPH_DPA@carcareplan.co.uk
• Address: The Data Protection Officer, Car Care Plan Limited, Jubilee House, 5 Mid Point Business Park, Thornbury, West Yorkshire, BD3 7AG

Other Data Controllers

When we get an insurance quote from our specially selected panel of insurers, then we and the insurer are independent data controllers. Where you opt to pay for your insurance monthly, then we and the lender providing the finance are independent data controllers.

Insurer and Product Provider Contact Details

Free Driveaway Cover

Optional Products

Premium Finance

Please note: If the insurer or product provider is not listed above, please contact us.

Claims Partners

When you make a claim under an insurance policy or use our Accident Aftercare Service and that service involves the provision of a hire car or you ask for assistance with a personal injury claim then for that part of the process, we will be independent data controllers with our claims handling partner, Kindertons Ltd, and when you notify us of a claim using our Electronic Claims Notification that service is provided by Agile Developments.

Who You Are

You are anyone whose personal information we collect including anyone:

• Requesting an insurance quote, for any of the insurance products we provide, or free driveaway insurance
• Any Driveaway Insurance holder, policyholder and any named driver
• Any person issued with an Excess Return or Excess Protect Voucher
• Any person requesting a vehicle repair be managed by us either under an insurance policy we have issued or as part of an accident aftercare service
• Any other party involved in an insurance claim or vehicle repair
• Any person you authorise to act on your behalf in dealing with any of the services that we provide

Important: When requesting an insurance quote, you should only provide details of named drivers if you have their permission to do so, including any sensitive personal data, and you should make them aware of this Fair Use Notice. By providing their details you are confirming to us that that is the case.

Data We Collect About You

Data You Provide

All data that you supply or we receive from third parties are normally necessary for entering into a contract with us and for us to be able to carry out our obligations towards you under the contract.

We collect the data that you give us when we provide you with a quote or when you make an insurance claim or use an accident aftercare service and any other time that we speak to you or you contact us.

The data we collect from you for an insurance quote and in the handling of any claims may include sensitive personal data relating to any convictions you have or that are pending and details of certain medical conditions.

We record telephone calls with you and these call recordings also form part of your personal data.

We also store information about your contacts with us such as the time, length and source of calls, the IP address that you use to access our website, whether you have read or replied to an email we send you; all this data helps us improve our service, detect fraud and resolve complaints when they arise. Our websites may use cookies (small text files) to track and record your activity and to allow us to personalise our websites and enhance your experience of them.

On occasions, you may ask your dealer to provide us with all or some of this data to help you set up a quote, free driveaway insurance or policy. Where you ask the dealer to do this we treat this as data that you have provided to us and we consider that the dealer has been acting on your behalf in providing us that data.

Data We Collect from Others

We may have made contact with you initially having been provided with your details by a third party, such as your finance provider, following an application by you for vehicle finance. When this is the case, they may provide us with data that they hold which is relevant for the purpose of us providing you with an insurance quote. This is in order to minimise the need for you to provide data to us. We will only receive this data where we are satisfied that the provider has your consent or another lawful reason to provide it to us and we will tell you when we contact you who provided us with the data.

As part of providing an insurance quote and administrating a policy including handling a claim we or the insurers and product providers we use may collect data from third parties about you including:

• Your vehicle manufacturer who may provide details of cars they and their dealers have sold
• Suppliers who provide services to you as part of our service such as repairers and roadside recovery agents
• Other parties to an accident and their insurers
• The Motor Insurance Database (MID)
• The Claims and Underwriting Exchange (CUE)
• The Motor Insurance Anti-Fraud and Theft Register (MIAFTR)
• The DVLA and MyLicence, a database that allows us to verify your driving licence details
• Credit reference and identity verification agencies
• Lexis-Nexis NCD Database, a database that allows us to verify your No Claims Discount
• Emergency services, police, medical and legal practices
• If you have a usage-based product or add-on, then we will receive the data from your vehicle's telematics provider that provides us with the relevant usage data for that product or add-on

How We Use Your Data

We will use your data to fulfil requests you make of us and to meet the requirements of any contract we enter with you or any promotion we provide to you.

Contractual Obligations

For instance:

• Resolving complaints
• If you ask us for an insurance quote we will process your data to provide that for you including providing your details to one or more insurers
• If you have an insurance policy with us we will process that data to fulfil our obligations under that contract
• If you ask us to repair your car we will appoint a repairer and provide them with you and your cars details so that they can carry out that repair and pass back to us information about that repair
• If we provide you with an Excess Return or Excess Protect Voucher we will keep a record that you have been issued with it and process your data in connection with it
• If you have a usage-based product or add-on then in addition, we and our underwriters will use the data collected and processed by the relevant telematics partner to understand, as relevant to the applicable product or add-on, your vehicle usage and to use this information to fulfil the usage based features of the product

Legal and Regulatory Obligations

We will also process your data to fulfil our legal and regulatory obligations. This includes:

• Fraud prevention and detection
• Verifying your identity

Legitimate Interests

Additionally, we will process your data to fulfil our legitimate interests where they are not overridden by your interests. This includes:

• If you have asked us for a quote or received a product or service from us, then we may contact you to let you know of similar products and services that we provide from time to time. You can opt out of this at any time here and any such communication will let you know how to do that easily.
• Inviting renewal of your policies or Excess Return or Excess Protect Voucher
• Contacting you to assist you when you are accessing our services online
• Letting you know when a Driveaway Insurance policy is going to expire and providing you with a means to take up a full motor insurance policy
• Administering our business including:
  • Motor insurance policy pricing and underwriting
  • Debt recovery
  • Carrying out customer satisfaction surveys
  • Researching new products
  • Evaluating new insurers and suppliers
• To enable us by way of analysis to improve and develop the services we provide
• Using automated means, to decide what products and services you may be more likely to be interested in or how we administer products and the service we provide to you
• Updating you on promotions that you have participated in where we may contact you to remind you of the benefits you could receive
• Letting your vehicle manufacturer and/or your franchise dealers know the take up of the products that they promote and to share with them details of complaints and other feedback you might provide about our services
• To contact you to let you know about significant updates to this Fair Use Notice (you can check back here anytime to see the current version)

Additionally, should your vehicle manufacturer appoint another company to provide their branded motor insurance in our place, and where you have an active branded motor insurance policy then we will provide your data to that company solely for the purpose of them providing you with a branded motor Insurance renewal quote.

You can ask us not to process the data in any of these ways and we will consider your request fairly (see your rights to object to processing of your data below).

Additional Data Permissions

If you have not asked us for a quote or received a product or service from us we will only promote additional products and services to you where you have given us your consent.

For instance, if you give us your renewal date we will consider that consent to send you a quote near the time of your renewal. You can update the consents you have given us here or by calling us on 0330 100 3164.

When you report a claim to us or use our Accident Aftercare service we will share certain data with your franchise dealer, but we will only do that if you give us permission at the time you report the incident to us.

Who Else Will We Provide Your Data To?

We, or the insurers that we deal with, may provide your data to certain third parties in relation to the services that you request from us or that are covered by an insurance contract or promotion you have participated in.

These include:

• Your vehicle manufacturer and your franchise dealer
• Insurers or product providers
• Our approved suppliers including:
  • Claim administrators, loss adjusters, recovery agents
  • Approved repairers and network managers
  • Premium finance providers
  • Companies providing customer satisfaction surveys and ecommerce assistance
  • Marketing companies that assist us marketing our products and services
  • IT providers
• Providers of Regulatory Compliance Services
• The Motor Insurance Database (MID)
• The Claims and Underwriting Exchange (CUE)
• The Motor Insurance Anti-Fraud and Theft Register (MIAFTR)
• Lexis-Nexis NCD Database, a database that allows us to verify your No Claims Discount
• Emergency services, police, medical and legal practices
• Our professional advisers

Transfer of Data Outside of the UK and the EU

We use servers located in the UK to store your personal information or elsewhere in the EU where it is protected by laws equivalent to those in the UK.

Some of our suppliers and insurers from whom we source insurance quotes may transfer your personal information outside the EU, where this is the case our contracts with such suppliers require them to provide equivalent levels of protection for your personal information as it would have anywhere in the EU.

How Long Will We Keep Your Data?

Where you do not enter into an insurance contract with us we will delete or anonymise your data during the third year after you last provided it to us or updated it unless there is a reason to hold it for longer, such as you made a complaint that was not resolved quickly.

Where you enter into an insurance contract, including a Driveaway Insurance, arranged by us we will need to hold your data for the period that a third party is entitled to notify a claim under that policy which can be brought many years after the event, however we will pseudo anonymise your data in the third year after the expiry of your policy. That means it will be held in our systems in such a way that your data cannot be identified except by reference to a separately held and secured data file.

If we have been provided with your data by a third party in order to contact you to provide you with a quote for a product or service and we are not able to contact you or, when we do, we not provide you with a quote, we will delete your data within 12 months of receiving it, unless you have opted in by another means.

Your Rights in Respect of Your Personal Data

You as someone whose personal data we process have certain rights as to how we process it; namely:

The Right to Be Informed

You are entitled to be informed in a transparent manner about the processing of your data and that is what we have set out in this Fair Use Notice. If you have any questions about how your data is processed then please contact us on 0330 100 3164 and we will try to answer your questions.

The Right of Access

You are entitled to know what data we are processing and to receive a copy of it. You can request this from us at any time. This is known as a Subject Access Request and in normal circumstances we cannot charge you for providing you with a copy of your data.