Mailsurance LLC values its customers and is committed to protecting and respecting your privacy; and the lawful and correct treatment of personal data. This Data Privacy Notice informs and explains how Mailsurance will process and protect any personal data we collect or receive about you. It applies to personal data provided by customers, brokers, coverholders, claimants, third party agents (TPAs), complainants and job applicants. Please read this Data Privacy Notice carefully to understand our practices regarding personal data.
Your personal data has either been, or will be collected by, or transferred to, Mailsurance LLC. We can be contacted via post or by email at the below addresses. We aim to respond to all correspondence within 30 days.
Email: DPO@mailsurance.com
The Mailsurance LLC Data Protection Officer will handle any questions you may have on the use of your personal data and your rights as a data subject. This is covered in further detail under Your Data Subject Rights.
Types of personal data we hold:
We capture and process a variety of different types of data, including personal data depending on the nature of the services involved. This includes but is not limited to:
| Type of Personal Data | Example |
|---|---|
| Individual details | Name, address, other contact details (e.g. email and telephone numbers), gender, marital status, date and place of birth, nationality, national unique identifier e.g., social security or Public Service number, passport number, driving license number, employer, job title and employment history, and family details, including their relationship to you |
| Financial information | Bank account or payment card details, income or other financial information |
| Risk details | Information about you that we need to collect in order to assess the risk to be insured and provide a quote. This may include data relating to the health, criminal convictions, or other special categories of personal data of the people to be covered |
| Policy information | Information about the quotes you receive and policies you take out |
| Credit and anti-fraud data | Credit history, credit score, sanctions and criminal offences, and information received from various anti-fraud databases relating to you or those seeking cover |
| Previous and current claims | Information about previous and current claims, (including other unrelated insurances), which may include data relating to your health, criminal convictions, or other special categories of personal data and in some cases surveillance reports |
Sometimes we may need to process special categories of personal data. These are certain types of personal data that require additional privacy protection. The special categories are:
Personal data including special category data may be required to allow us to provide a quote, underwrite your policy, consider your claim or provide other insurance services.
We collect your personal data to help us with advising on, arranging, underwriting or administering an insurance contract or administering a claim under an insurance contract. Specifically:
We might collect your personal data from various sources including:
Which of the above sources apply will depend on your particular circumstances.
We process personal data where necessary in order to:
We process special category data when you provide explicit consent or when this is necessary to:
To allow us to meet our obligations and effectively provide our services to you, it may be necessary to pass your personal data onto external parties. These external parties may include:
Your data will be shared securely, and only when absolutely necessary. It will never be sold on to external parties or organizations for marketing purposes.
As Mailsurance LLC is a global insurer, we may transfer or share your data outside the United States (U.S.) or European Economic Area ("EEA") for our operational procedures, including countries that may not offer an equivalent level of protection to that applicable within the EEA. It may also be processed by staff operating outside the EEA who are working for us or one of our suppliers. We will always take steps to ensure your data is treated and transferred securely with appropriate safeguards and controls in place. We will exercise due diligence in selecting the recipients outside the EEA in accordance with Article 44 of the European Regulation 2016/679 and will require, through appropriate contractual measures (e.g. data transfer contracts based on standard European Commission clauses), that they comply with adequate organizational and technical security measures to protect personal data and process them only in accordance with our instructions and not for other purposes. All personal data that we share will be governed by a written contract that will offer the same level of protection for personal data that we provide, and that will meet the requirements of Article 28(3) of European Regulation 2016/679.
We will not keep personal data for longer than necessary for the purpose for which it is processed. It will be retained in accordance with our Records Management Policy. Laws or regulations may require us to keep records for specific periods of time. We may also need to keep records in order to administer the insurance relationship, to fulfil our contractual or statutory obligations or to resolve queries or disputes that may arise. We seek to comply with principles of "data minimization". This means we try to ensure that we avoid collecting or processing data other than the types and volume of personal data required to achieve the purposes set out in this Data Privacy Notice.
We implement technical and organizational measures to ensure a level of security appropriate to the risk to the personal information we process. These measures are aimed at ensuring the on-going integrity and confidentiality of personal information. We evaluate these measures on a regular basis to ensure the security of the processing.
Under the EU Data Protection Regulation (REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016) you have the right to:
If you wish to exercise any of these rights please email us at the below address stating your request and contact details.
Email: DPO@mailsurance.com
If you contact us regarding the exercise of these rights, we will seek to action your wishes. There may be in some cases (particularly where the request relates to the restriction of use of personal data, the objecting to the use of personal data or the erasure of the data) reasons why we are not able to fully comply with your request, particularly where we are required to keep and use that data to comply with contractual, legal or regulatory requirements.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Mailsurance LLC is committed to providing high quality products and services. If you feel that we have not met your expectations, we'd like to know so we can put things right for you. You can submit a complaint by writing to the email address below.
Complaints
Email: DPO@mailsurance.com
We would expect that any complaint can best be dealt with by contacting us in the first instance, and we will take complaints made to us seriously. However, if you wish to complain about our use of your personal data, and do not wish to contact us first, you also have the right to complain directly to the supervisory authority. Full details on this can be found on the following websites:
| UK | https://ico.org.uk |
| Ireland | https://dataprotection.ie |
| France | https://www.cnil.fr/fr |
| Germany | https://www.bfdi.bund.de |
| Spain | https://www.aegpd.es |
| Norway | https://www.datatilsynet.no |
Further details of how the insurance industry uses and processes data can be found on the Lloyds website via the core uses information notice. Please note that this is a third party website and Mailsurance LLC is not responsible for the content.
In some cases, we use an automated decision making and profiling process to generate a quote to provide you with an insurance service; this process will only use the information which you have provided to us and will make an overall assessment of your application. This assessment will consider the level of risk involved and if applicable, generate a quote for the insurance service. The automated decision making process is regularly tested to ensure it remains fair, effective and unbiased. If you object to the use of automated decision making, please call us on the telephone number displayed on the quote generation page or contact the Mailsurance LLC Data Protection Officer.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
We use cookies on our websites so that we can track how users navigate through our sites, and in order to enable us to evaluate and improve our sites. We use this information to compile statistical data on the use of our websites, but the information obtained is used on an anonymous, aggregated basis and you cannot be identified from this. Cookies cannot look into your computer and obtain information about you or your family or read any material kept on your hard drive and cookies cannot be used to identify who you are.
You are not obliged to accept a cookie that we send to you and you can in fact modify your browser so that it will not accept cookies. However, if you select this setting you may be unable to access certain parts of our site. For more information about cookies including how to set your internet browser to reject cookies please follow the instructions below:
The table below explains the cookies we use and why:
| Cookie | Name | Purpose | More information |
|---|---|---|---|
| WebTrends | WT_FPB, WT_PBC | These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. | Opting out of WebTrends cookies |
| Google Analytics | _utma, _utmb, _utmz, _utmc | These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. | Google Analytics - safeguarding your data |
| Windows Internet Information Services | cs(cookie) | These cookies are used to collect information about how visitors use our site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. | Microsoft privacy policy |
| .Net or ASPX cookie when users log into the Lawyers and A&E risk management sites | IGXSessionState | These cookies are used to track whether a user has logged in to the risk management site. If the cookie exists, access to the site is allowed. If the cookie does not exist, the user will receive the login screen. | ASP.NET cookie overview |
| WebTrends | WT_FPB, WT_PBC | These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. | Opting out of WebTrends cookies |
| Lidc - Used for outing, bcookie - Browser ID cookie, bscookie - Secure browser ID cookie, L1c - Browser ID cookie, BizoID - LinkedIn Ad analytics, BizoData - LinkedIn Ad analytics, BizoUserMatchHistory - LinkedIn Ad analytics, BizoNetworkPartnerIndex - LinkedIn Ad analytics | These cookies are used for campaign reporting to track conversions and provide additional insight on how users interact with our ads. | LinkedIn cookie policy |
In order to develop our site in line with our customers' needs, Mailsurance LLC keeps a track on which pages on our website are visited most frequently and how long visitors spend on our site. We use this information to help improve the site.
We never gather other information from your disk or computer. We collect a copy of the data held by the cookie for inclusion in any analysis. We use full SSL protocols when collecting visitor information on secure pages; this ensures that the site's security is not compromised. We encrypt all transmitted visitor information (even from non-secure pages), so no-one else can read the information we gather. We use Google Analytics, a web analytics service provided by Google, Inc. and WebTrends to analyze website traffic. Google Analytics and WebTrends set a cookie in order to evaluate your use of this site. Google and WebTrends store the information collected by the cookie on servers in the United States, European Union Member States and other countries. Google and WebTrends may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's and WebTrends' behalf. Google and WebTrends will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google and WebTrends will not associate your IP address with any other data held by Google or WebTrends. Mailsurance LLC use Google Analytics and WebTrends to optimize this site and improve the service we provide to our visitors. More information about how to reject or delete this cookie may be found here:
We embed videos from our official YouTube channel using YouTube's privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. To find out more please visit YouTube's embedding videos information page.
The search engine on our website is designed to be powerful and easy to use. The search is made possible by a piece of hardware (a search 'appliance') supplied by Autonomy that is plugged into our server and continuously indexes the content on our site. All search requests are handled by the appliance and the information is not passed on to any third party, including Autonomy.
From time to time, we may invite our Site visitors to participate in an online survey about our online services. Participation is entirely optional and any information we collect is only used to improve the products and services we offer to our visitors. We may collect your name, company and email address.
If we change our privacy policy in any way, we will post these changes on this page. You are responsible for checking this privacy policy whenever you access the Site.
Last updated March 6, 2019