privacy notice for group critical illness and group income protection claims
Your personal data – what is it?
Personal data is defined as any data from which a living individual can be identified.
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”).
Who are we?
ERGO Lebensversicherung AG UK Branch, trading as Ellipse, is the data controller of personal data in respect of arranging and administering group insurance contracts.
How will we use the information about you?
We process personal data in order to undertake any activity relating to our policies, products and services which includes assessing and paying any claims.
The legal basis on which we will process your data is legitimate interests – i.e to assess an insurance claim. Where we require special categories of data, e.g. health information we will ask for your consent to do so.
When do we ask for consent and how can you withdraw it?
As part of the claims assessment process we will ask you for your consent to obtain and process additional personal information about you. You have the right to withdraw your consent at any time however this may impact our ability to assess your claim. Should you decide that you want to withdraw consent please contact us.
What personal data do we hold and where did we get it from?
From your employer:
Your employer will have passed on to us your details as part of the claims process. You will also provide us with personal information when you complete a personal statement to support a claim being made.
If you send us an e-mail or you register to use our secure website, your personal data (i.e. name or e-mail address) will be used only for our correspondence with you in order to send you the documents you produce or information you requested.
Which other organisations may we share your data with?
Ellipse may share your sensitive or special categories of personal information with:
- other Munich Re companies
- our reinsurer, Munich Re, their reinsurers and any reinsurer of our purchaser in the sale, transfer or transaction relating to our business
- our claims service partners: Barclays, Proclaim Care and Red Arc
- our IT service providers: NIU Solutions, Northdoor and RedSpire, as part of the ongoing maintenance and development of our systems and services
- our regulators and government agencies: the Financial Conduct Authority, BaFiN (the German financial regulator) and Her Majesty’s Revenue and Customs ‘HMRC’
- your own doctor or relevant medical professionals, should we require additional information as a result of the answers you have supplied in connection with a claim
- with your employer and/or their advisers. We will not provide sensitive or special categories (e.g. medical or health information) of data with your employer or their advisers
We do not transfer personal data outside the EEA.
How long do we hold your personal data for?
We will keep personal information only as long as we require it either for claims administration or in respect of any complaints relating to the policy. We will retain insurance records to satisfy regulatory requirements which will be for a maximum of six years after the end of a claim. After this time, data will either be anonymised (a means by which an individual can no longer be identified by the data) or deleted. We will regularly review our data retention policy to ensure that data is not kept for longer than is necessary.
How can you access the data and correct it?
You can find out if we hold any personal information by making a ‘subject access request’. Within one month of your request we will:
- give you a description of the information we hold
- tell you why we are holding it
- tell you who it could be disclosed to
- let you have a copy of the information in an intelligible form, usually a pdf file
To make a request for any personal information we may hold about you please contact us.
If we do hold information about you, you can ask us to correct any mistakes by contacting us.
How to complain
If you are unhappy with the way in which your personal data is handled, please contact our Data Protection Officer.
If you remain unhappy with our response to your complaint, you can complain directly to the Information Commissioners Office (ICO). They are the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. Visit https://ico.org.uk/concerns/ to raise a complaint.
We do not apply any automated decision making to the personal data you provide to us.