Third Party Privacy Notice

Non Auxillis customers

The privacy and security of your personal information is important to us and we are committed to protecting it. This third-party privacy notice explains how we may collect, use and disclose information about third parties and describes rights you may have in respect of your own information if you are not a customer of Auxillis. A third party is someone who does not have a direct relationship with Auxillis and is not a customer.

If you are a customer of Auxillis, please refer to our customer privacy notice via this link www.auxillis.com/legal-privacy.aspx

1. Who we are and our approach to your privacy

In this Third-Party Privacy Notice, ‘we’, ‘us’ and ‘our’ refers to Auxillis Limited (data controller registration number Z8027683) and Auxillis Services Limited (data controller registration number Z6290185) and our trading name Auxillis.

The details provided here specifically outline how we collect, use, share, transfer and store your information where we do not hold a contractual relationship with you (for example, where you may be a witness to an accident, a third party in an accident or if you are a general business contact). For our full Privacy Notice please visit www.auxillis.com/legal-privacy.aspx or contact the Customer Services team at Redmond House, Fern Court, Bracken Hill Business Park, Peterlee, County Durham, SR8 2RR or by telephone on 0344 571 9280 or by email at info@Auxillis.com and we will respond to you directly.

2. Information We Collect

In most cases we will collect your personal data directly from our customer, or our customer’s motor insurer. Personal data, or personal information, means any information about a living individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may gather various types of personal information about you from our customer who is involved in the accident or our customer’s insurance company. This can include names, addresses, contact information, dates of birth, photographs, and any details shared through communication with us. Where applicable, we may also collect special categories of personal data (formerly known as "sensitive personal information"), such as injury details (if provided) and health-related details.

Additionally, we may obtain information from a range of sources, including our customer and our insurer partners, industry databases used within the insurance sector, or third parties involved in claims handling, such as legal firms, loss adjusters, and suppliers.

3. How We Use Your Information

We use your personal and/or special category data for several reasons, including assessing and processing insurance claims, issuing documentation to our customers, recovering claim-related costs, meeting legal obligations and determining liability if you are involved in or a witness to an incident.

We may also process your information where we have a legitimate interest, such as preventing and detecting fraud or financial crime.

We take appropriate technical and organisational measures to keep the personal data we hold secure.

4. Sharing Your Information.

Your information may be shared with various organisations where necessary, including but not limited to other insurers, regulatory authorities, carefully selected third-party service providers, fraud prevention agencies, legal firms, partner companies involved in delivering our claims services.

We may share information with ZIGUP Plc, a group company which provides a range of group operational support services to us, including HR, IT, legal, finance and taxation, risk and compliance advice and assistance.

We will never share your personal data without appropriate safeguards, unless required by law.

5. Data Retention

We retain your information only for as long as necessary to meet legal and regulatory requirements. For more details, please refer to our full Privacy Notice.

6. International Data Transfers

We do not generally process personal information outside of the United Kingdom, but certain third-party service providers may transfer and process personal data outside the UK. To protect your personal information and comply with data protection law, we ensure any transfers are subject to data safeguards in compliance with data protection law.

7. Your Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. The rights available to you depend on our reason for processing your personal data.

You have the right to:

• Request access to your personal data (commonly known as a "data subject access request" or “subject access request”). This enables you to receive a copy of the personal data we hold about you. You can always rely on this right, but there are some exemptions, which means you might not always receive all the information we process.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain circumstances.
• Request the transfer of your personal data to you or to a third party. This only applies to information you have given us.

If you wish to exercise any of the rights set out above, please contact us at info@Auxillis.com or via the postal address above.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

8. Data Protection Complaints

If you are unhappy with the way we have handled your personal data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues using the following contact details: https://ico.org.uk/make-a-complaint/ or Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or telephone: 0303 123 1113.

We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance at info@Auxillis.com or via the postal address above.

9. Privacy Notice Updates

We may update this Privacy Notice from time to time without prior notice. We therefore encourage you to periodically review this Privacy Notice to ensure you understand how we will collect, use and retain your data.