J C Roxburgh Insurance Brokers Ltd

Privacy Notice

About this Privacy Policy

J C Roxburgh Insurance Brokers Ltd takes your data privacy seriously. In order to provide you with our services we collect and use personal data which means that we are a ‘Data Controller’ and we are responsible for complying with Data Protection Laws and the General Data Protection Regulations (GDPR) which apply in your country of residence.

We are an Independent Insurance Broker, providing advice on risk and preparing tailored insurance arrangements for Individuals and Businesses. We collect and process information about you in order to arrange insurance policies and to process claims. Your information is also used for business purposes such as fraud prevention and detection and financial management. This may involve sharing your information with third parties such as insurers, reinsurers, other brokers, claims handlers, loss adjusters, credit reference agencies, service providers, professional advisors, our regulators, police and government agencies or fraud prevention agencies.

In this Privacy Notice, we want to inform you what information we collect, how we use it and what rights individuals have in relation to the collection and processing of their personal data.

If you are providing personal data of another individual to us, you must tell them you are providing their information to us and show them a copy of this notice.

Our Contact Details

If you have any questions in respect of this Privacy Notice or how we manage your personal data, please contact:

J C Roxburgh Insurance Brokers Ltd
151 Glasgow Road
G81 1LQ

Tel: 0141 952 0371
Email: info@roxburgh-group.co.uk

Why we do we collect your information?

Where we collect and process personal data, we identify both the purpose and legal basis for doing so. The legal bases which are:

Consent – where we have consent from the individual to the processing of his or her personal data for one or more specific purpose

Contract – where the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

Legal Obligation – The processing is necessary for compliance with a legal obligation to which we are subject
Vital Interests – Where the processing is necessary in order to protect the vital interests of the data subject or another natural person

Public Interest – Where the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Legitimate Interests - Where the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal date, in particular where the data subject is a child.

Our Processing of Your Personal Information

The information we collect and our lawful basis for processing it will depend on the type of service we provide for you. Please review the section which is most applicable to our relationship with you.

What personal data we collect – select the option most suited to you

  • Prospective, New or Existing Customers or parties covered under an Insurance Policy we have arranged (Click To Show)

  • Third Party Claimants (Click To Show)

  • Specialist Claims Experts and Service Providers (Click To Show)

  • Potential Employees (Click To Show)

Legitimate Interests - Where the processing of personal data is based on our Legitimate Interests, it is to improve on our service, security and prevent fraud or illegal activity in favour of the wellbeing of our (Potential) employees, customers and shareholders.

Who we share your information with?

From time to time we may share your personal information with third parties for the various purposes set out above. These are:

  • Insurers with whom we are obtaining quotations or placing cover
  • Other brokers who also act for you
  • Industry bodies
  • Accountants
  • Payment Services Providers
  • Regulators or Auditors
  • Service Providers such as Software Providers (I.T. Suppliers, Insurance Software providers, Cloud Services)
  • Lawyers
  • Specialist Claims Experts, Loss Adjusters
  • Fraud detection Agencies
  • Police and Law Enforcement agencies where reasonably necessary for the prevention or detection of crime
  • Debt Collection Agencies
  • Credit Reference Agencies
  • Selected Third Parties in connection with the sale, transfer or disposal of our business

Direct Marketing

We may send you details of similar services to those you have enquired about or purchased from us previously. You can opt out of receiving this information from us at any time by contacting us at the above address or clicking ‘unsubscribe’ on any messages you may receive.

We will never share or sell your information to any other party for marketing purposes.

International data transfers

Sometimes we (or third parties acting on our behalf) will transfer personal information that we collect about you to countries outside of the UK or the European Economic Area (EEA). As a safeguard to protect your information, we ensure that the relevant safeguards are in place including checking that adequacy decisions have been made for those countries or where necessary we rely on Standard Contractual Clauses (Controller to Processor).

Automated decision-making or Profiling

We do not use automated means to make decisions about your insurance, however insurers can do so when providing us with a quotation. They consider the information provided (for example, details of your cover required, local crime rates, claim rates, flood registers) to determine whether your application for insurance can be accepted and the premium. All of such decisions are however reviewed by us and you can request that the decision be made by an individual decision maker.

How Long do we keep personal data for?

We will retain personal data in accordance with legal and regulatory requirements and for no longer than is necessary to fulfil the purposes set out in this privacy policy. We maintain and review a detailed retention policy and schedule which documents how long we will hold different types of data. The time period will depend on the purpose for which we collected the information and is never on an indefinite basis. Subsequently, we will delete your personal data in accordance with our data retention and deletion policy or take steps to properly render the data anonymous, unless we are legally obliged to keep your personal data longer (e.g. for tax, accounting or auditing purposes).

The following details the criteria used to establish the retention period set out within our policy.

Where it is still necessary for the provision of our Services

This includes the duration of any contract for services we have with you and for a period of 12 months after the end of any contract with a view to maintaining and improving the performance of our products, keeping our systems secure, and maintaining appropriate business and financial records. Most of our retention periods are determined on the basis of this general rule only where we are not required to retain the data for longer.

Where required by Statutory, contractual or other similar obligations

Corresponding storage obligations may arise, for example, from laws or regulation, for example depending on the type of insurance policy we arranged for you. It may also be necessary to store personal data with regard to pending or future legal disputes. Personal data contained in contracts, notifications and business letters may be subject to statutory storage obligations depending on national law.

Your Rights as a data subject

As a data subject, you have rights in relation to your personal data. These are:

The Right to Access – You have the right to request details of personal information held or processed and to copies of this data.  We do not usually charge for this service.

The Right to Rectification – You have the right to request that any information be corrected that you believe is inaccurate or to complete any information that you believe is incomplete.

The Right to Erasure – You have the right to request that we erase your personal information under certain conditions

The Right to Restrict Processing – You have the right to request that we restrict the processing of your personal data under certain circumstances

The Right to Object to Processing – You have the right to object to our processing of your data, under certain conditions.

The Right to Data Portability – You have the right to request that we transfer the data that we have collected to another organisation or directly to you, under certain conditions.

As previously detailed, you also have the Right to Withdraw Consent where you have previously provided this at any time.

To exercise any of these rights or wish to make a complaint to us in respect of those rights, please contact us using the details at the beginning of this notice.

You also have the right to complain to the Supervisory Authority. Where you wish to report a complaint or feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office at:

Information Commissioners Office
Wycliffe House
Water Lane

Helpline: 0303 123 1113

Contractual Obligations and Consequences

In some circumstances, the provision of personal data is partly required by law (for example, tax regulations, legal obligations) or can also result from contractual provisions such as payment details. This means that it may sometimes be necessary to conclude or fulfil a contract, that the personal data be provided. In those circumstances where the data is not provided or where certain rights are exercised, (Erasure, Object) there is a possible consequence that the contract could not be fulfilled or concluded and may be cancelled.

Cookies & similar technologies

When you visit our Website, we use cookies and similar technologies to provide you with a better, faster and safer user experience or to show you personalised advertising. Cookies are small text files that are automatically created by your browser and stored on your device when you visit or use the Website. For full details please see our separate Cookie Policy.

Please remember: When you click on any external links on our site including the member log in, or where you find us on social media, you are redirected to those websites.  We have no control over the privacy of those domains, so please check and review the privacy information on those sites.

How we keep your Personal Data Secure

We protect your personal data through technical and organisational security measures to minimise risks associated with data loss, misuse, unauthorised access and unauthorised disclosure and alteration. 
We store your data in in files within Insurance Software, Cloud Service Providers and use firewalls, antivirus, malware protection and encryption. We have a full data protection policy which includes a records management and information security policies. These include access controls, password security requirements, remote working and clear desk restrictions.

Changes to our Privacy Notice

All businesses and their operations change from time to time. J C Roxburgh (Financial Services) Ltd consider and embed data privacy prior to making any such changes. We keep our Privacy Notice under regular review to ensure that any changes are captured, and you are kept informed.

This Privacy Notice was last updated on 7th January 2021.