Privacy Policy

Data Protection and Privacy Policy

TopMark Adjusters Ltd is committed to protecting the privacy of your personal information.

Everyone has rights with regard to the way in which their personal information is handled. During the course of our activities we will collect, store and process personal information about our customers, suppliers and other third parties.

This policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679] (the “GDPR”)

TopMark Adjusters Ltd is the owner of this website and controls how your personal data is processed and for what purposes.

If after reviewing this policy you have any questions or privacy concerns please send an e-mail to: info@topmarkadjusters.co.uk or write to:
TopMark Adjusters Ltd,
9 Blairtummock Place,
Panorama Business Village,
G33 4ED

How do we process your personal data?

  • TopMark Adjusters Ltd complies with its obligations under the GDPR by keeping personal data up to date.
  • by storing and destroying it securely; by not collecting or retaining excessive amounts of data.
  • by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Our Data Privacy Principles

When processing your information, we comply with six principles of good practice. These provide that your personal information must be:

  • processed lawfully, fairly and in a transparent manner
  • processed for specified, explicit and legitimate purposes
  • adequate, relevant and limited to what is necessary
  • accurate and, where necessary, kept up to date;
  • kept for no longer than is necessary, and
  • processed in a manner that ensures appropriate security

Why we need your information

We need your information and that of others you named on your insurance policy to complete the processing of your claim. Your information comprises of all the details we are provided by the insurance company, details that we collect directly from you and includes information we obtain about you from third parties. We will only collect the information we need for a legitimate interest so that we can provide you with the best possible and most efficient service.


What personal information we may process

  • Individual details: Name, address, other contact details (e.g. email and telephone details), if not the Policyholder relationship to the policyholder
  • Bank account number and account details, credit history and credit score
  • Criminal records data: Criminal convictions, including driving offences
  • Policy details and claim numbers, coverage/peril details and cause of loss
  • Credit and anti-fraud data: Credit history, information about fraud convictions, allegations of crimes and sanctions details received from various anti-fraud and sanctions databases, or regulators or law enforcement agencies
  • Prior accident or loss history, your status as director or partner or other ownership or management interest in an organisation and other insurance you hold.
  • Current claims: Information about current claims, which may include health data, criminal records data, and other Special Categories of Personal Data.
  • Location and identification of property insured (for example, property address, vehicle license plate or identification number)
  • Health data: Current or former physical or mental medical conditions, health status, injury or disability information, medical procedures performed, relevant personal habits (e.g. smoking or consumption of alcohol), prescription information, medical history
  • Racial or ethnic origin

How we collect your personal information

We may obtain personal information by directly or indirectly interacting with you, such as:

  • Claim application (this may be via instructions to handle insurance claims from our clients)
  • Corresponding by phone, email, letters or otherwise
  • Meeting with you - We may also obtain personal information about you from third parties or publicly available sources such as:
  • The other party to the claim (claimant / defendant), witnesses, experts (including medical experts), other loss adjusters, lawyers and claims handlers
  • Other insurance market participants, such as Insurers, Reinsurers and other Intermediaries
  • Credit reference agencies
  • Anti-fraud databases and other third-party databases, including sanctions lists
  • Government agencies, such as vehicle registration authorities and tax authorities
  • By conducting searches of publicly available databases or social media sites, such as Companies House, Facebook, Twitter, LinkedIn

How we use your information and who we will share it with

We will only use your personal information when the law allows us to. We will only use your personal information for legitimate business interests namely in the handling of a claim made under an insurance policy.

We use this Personal Data to:

  • Communicate with you and other interested parties to manage your claim.
  • Send you important information regarding your claim and other administrative information.
  • Make decisions about claim assessment, processing and settlement.
  • Where applicable manage claim disputes.
  • Prevent, detect and investigate crime, including fraud and money laundering, and analyse and manage other commercial risks.
  • Manage our business operations to comply with internal policies and procedures, including those relating to auditing finance, accounting and billing, IT systems, data and website hosting, business continuity, document and print management.
  • Resolve complaints, and handle requests for data access or correction.
  • Comply with applicable laws and regulatory obligations (including laws outside your country of residence), such as those relating to anti-money laundering and comply with legal process and respond to requests from public and government authorities (including those outside your country of residence).
  • Establish and defend legal rights, protect our business, our rights, privacy, safety of employees and property, you or others related to the claim and pursue available remedies to limit our damages.

TopMark Adjusters Ltd may make Personal Data available to the following parties for the purposes of claim assessment or as required by law:

  • Other insurance and distribution parties
  • In the course of processing claims, we may make Personal Data available to third parties such as reinsurance brokers, appointed representatives, distributors, financial institutions, securities firms and other business partners
  • Our service providers
  • External third-party service providers, such as medical professionals, accountants, actuaries, auditors, experts, lawyers and other outside professional advisors; travel and medical assistance providers
  • IT systems, support and hosting service providers, document and records management providers and outsourced service providers that assist us in carrying out business activities.
  • Banks and financial institutions that service our accounts, third-party claim administrators, claim investigators, construction consultants, engineers, examiners, jury consultants, translators and similar third-party vendors
  • Authorities and third parties involved in court action

We may share Personal Data with government or other public authorities (including, but not limited to, workers’ compensation boards, courts, law enforcement, tax authorities and criminal investigations agencies); and third-party civil legal process participants and their accountants, auditors, lawyers and other advisors and representatives as we believe to be necessary or appropriate:

  • to comply with applicable law and regulations, including those outside your country of residence
  • to comply with legal process
  • to respond to requests from public and government authorities including public and government authorities outside your country of residence
  • to protect our operations
  • to protect our rights, privacy, safety or property, and/or that of you or others
  • to allow us to pursue available remedies or limit our damages.
  • Other Third Parties

We may share Personal Data with emergency providers (fire, police and medical emergency services); retailers; medical organisations and providers; travel carriers; credit bureaus; credit reporting agencies; and other people involved in an incident that is the subject of a claim; as well as purchasers and prospective purchasers or other parties in any actual or proposed reorganisation, merger, sale, joint venture, assignment, transfer or other transaction relating to all or any portion of our business. To check information provided, and to detect and prevent fraudulent claims, Personal Data (including details of injuries) may be put on registers of claims and shared with other insurers. We may search these registers when dealing with claims to detect, prevent and investigate fraud.


Security of Personal Data

We will take all appropriate reasonable technical, legal and organisational measures, which are consistent with applicable privacy and data security laws to safeguard your Personal Data. Unfortunately, no data transmission over the Internet or data storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any Personal Data you might have with us has been compromised), please immediately notify us.

Where we provide Personal Data to a service provider, the service provider will be selected carefully and required to confirm they are GDPR compliant and use appropriate measures to protect the confidentiality and security of your Personal Data.


Dealing with other people

It is our policy to deal with your spouse or partner who calls us on your behalf, provided they are named on the policy. If you would like someone else to deal with your claim on your behalf on a regular basis please let us know. In some exceptional cases we may also deal with other people who call on your behalf, with your consent. If at any time you would prefer us to deal only with you, please let us know.


Fraud Prevention and Anti-Money Laundering

Please take time to read the following as it contains important information relating to the details you have given or should give to us. You should show this notice to anyone whose data has been supplied to us in connection with your claim.

To prevent and detect fraud we may at any time:

  • Share information with other organisations and public bodies including the police although we only do so in compliance with Data Protection law
  • Check and/or file details with fraud prevention agencies and databases and if we are given false or inaccurate information and we identify fraud, we will record this. We and other organisations may also use and search these agencies and databases from the UK and other countries to:
  • Check your identity to prevent money laundering, unless you provide us with other satisfactory proof of identity
  • Law enforcement agencies may access and use this information.
  • We and other organisations may also access and use this information to prevent fraud and money laundering, for example when checking insurance claims

What if you cannot or will not provide us with your personal information

If you do not want to provide us with your personal information when requested, we will not be able to continue with your claim.


Where we store your personal information

All information you provide to us is stored on our secure servers in the United Kingdom, or on secure cloud-based services in a country within the European Economic Area.

We will take all steps reasonably necessary to ensure that your data is treated securely, including taking the following safeguards:

  • Access to our offices is appropriately secure.
  • Secure lockable drawers and cupboards – Drawers and cupboards are kept locked when not in use if they hold confidential information of any kind
  • Methods of disposal – Paper documents are disposed of by shredding in a manner that ensures confidentiality
  • Firewalls and encryption – We apply industry-standard firewall protection and encryption technology
  • Training – We ensure our employees are trained in the importance of data security
  • Electronic access – All data stored electronically is password-protected. Where we have provided an authorised user with a password, that user is responsible for keeping this password confidential and is not permitted to share the password with anyone
  • Overseas transfers – Whenever we transfer your personal information outside the United Kingdom, we ensure a similar degree of protection is afforded to it by ensuring that we apply appropriate safeguards (either by transferring data only to recipients in the European Economic Area, to recipients in countries approved by the European Commission, to recipients that are party to the EU-US Privacy Shield, or by using specific contracts approved by the European Commission)

How long we will store your personal information

We will retain Personal Data for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law.


Your rights

You have various legal rights in relation to the information you give us, or which we collect about you as follows:

  • You have a right to access the information we hold about you free of charge, together with various information about why and how we are using your information, to whom we have disclosed that information, from where we originally obtained the information and for how long we will use your information.
  • You have the right to ask us to rectify any information we hold about you that is inaccurate or incomplete.
  • You have the right to ask us to erase the information we hold about you (the right to be forgotten). Please note that this right can only be exercised in certain circumstances and, if you ask us to erase your information and we are unable to do so, we will explain why not.
  • You have the right to ask us to stop using your information where:
    1. the information we hold about you is inaccurate;
    2. we are unlawfully using your information;
    3. we no longer need to use the information; or
    4. we do not have a legitimate reason to use the information.

Please note that we may continue to store your information or use your information for the purpose of legal proceedings or for protecting the rights of any other person.

  • You have the right to ask us to transmit the information we hold about you to another person or company in a structured, commonly used and machine-readable format. Please note that this right can only be exercised in certain circumstances and, if you ask us to transmit your information and we are unable to do so, we will explain why not.
  • Where we use/store your information because it is necessary for our legitimate business interests, you have the right to object to us using/storing your information. We will stop using/storing your information unless we can demonstrate why we believe we have a legitimate business interest which is more important than your interests, rights and freedoms.

Use of 'cookies'

  • Our websites uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.
  • It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our websites.

What types of cookies are used on this site?

1. Preference Cookie – At your request we may place a cookie to remember your preferences so that you do not need to re-enter your details (country/age and language preferences) on our gateway page. This is not suitable if you share your computer with someone else.

2. Social Sharing – This is a cookie that identifies you with social networking sites such as Facebook and Twitter and allows interaction between your activity on social networking sites and on our website through your direction, and makes your transition between the sites more seamless.

3. Site Analytics – We use Google Analytics to help analyse use of our website. This analytical tool uses ‘cookies’, which are text files placed on your computer, to collect standard internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google. This information is then used to evaluate visitors’ use of the website and to compile statistical reports on website activity. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

4. Cookies – We use session cookies, which are temporary cookies that cookies aid the user journey around the site, and will remember preferences you have selected during the session. These cookies are deleted as soon as you leave the site.


How do I disable/enable cookies?

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all the interactive features of our site if cookies are disabled.

There are a number of ways to manage cookies. Please refer to your browser instructions or help screen to learn more about these functions. For example, in Internet Explorer, you can go to the Tools/Internet options/Security and Privacy Tabs to adapt the browser to your expectations. If you use different computers in different locations you will need to ensure that each browser is adjusted to suit your cookie preferences.

Some modern browsers have a feature that will analyse website privacy policies and allow a user to control their privacy needs. These are known as ‘P3P’ features (Privacy Preferences Platform).


Links to other websites

Our website may contain links to other websites, but most of the time won’t have any control over these website. Please read there Private Policy. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

If you wish to exercise any of your legal rights, please contact us by email at info@topmarkadjusters.co.uk You also have the right, at any time, to lodge a complaint with the Information Commissioner’s Office if you believe we are not complying with the laws and regulations relating to the use/storage of the information you give us, or that we collect about you.


Contact

Questions, comments and requests regarding this policy are welcomed please contact us by email at info@topmarkadjusters.co.uk

Contact Us

9 Blairtummock Place, Panorama Business Village, G33 4ED

0141 781 2070

info@topmarkadjusters.co.uk

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