0800 612 80050808 169 2898

0333 200 0806

Personnel Privacy Policy

Personnel Privacy Policy Notice

How we use your information

We will always keep your personal information safe and secure. So that you’re informed of our privacy policy, this privacy notice tells you why Essential Insurance collects and uses your personal information. It applies to information we obtain from;

Essential Insurance is owned and operated by Essential Finance Group (UK) Limited, who is the data holder, or controller, of any personal information provided to Essential Insurance.

If you’ve any questions about how we use your personal information you can contact us.

 

Visitors to our website

When someone visits essentialinsurance.co.uk we use third-party site analytic tools provided by companies such as Google, to collect standard internet log information and details of visitor behaviour patterns that are collected through Cookies. We do this to find out things such as the number of visitors to the site and its various pages, browsing habits, where you visited before you reached our website and the frequency that people return to the site. We also use other third-party advertiser pixels, which are common across most digital advertising platforms. These advertising tools consist of cookies that are placed onto our website to track visitors and these cookies are used to deliver advertising relevant to you. They also limit the number of times that you see an advert and help us measure the effectiveness of online advertising campaigns.This information is only processed in a way which does not identify anyone at an individual level. We do not make, and do not allow Google or any online advertisers to make, any attempt to analyse this data at a personal level. The information we gather from cookies will be stored and used for statistical purposes to help us make informed decisions about how to improve our online advertising and website content or functioning for returning and future visitors.

For more information about our use of cookies click here

 

Applicants, current/former employees & contract workers

Why we collect your personal information >>

We use your information in several different ways, for different reasons — what we do with it, depends on the type of information that you provide to us and the reason why we need to ask for it.You don’t have to give us any of your personal information, but if we are collecting your data to consider your application and as a step prior to entering into an employment contract with you, and it’s necessary to enter into that contract, we will be unable to process your application or provide you with employment if you choose not to provide your information.

  • If you visit a third-party website i.e. recruitment company and make an enquiry or apply for a job at Essential Insurance and you submit your CV and/or cover letter to provide details such as your name, contact details, date of birth, employment and education history, the third-party will introduce you by passing on your details to us. We’ll use the details provided to process your enquiry and start to evaluate your suitability for the roles available. It’s the same if you call us directly, fill in a form or submit your CV/and or cover letter through our website, we are using these details at your request, to contact you as a first step prior to the possibility of entering into an employment contract with us.

    Whilst we don’t ask for sensitive or special category information early on in the application process, if you choose to provide details such as your ethnic origin, race, religion or political beliefs, we will process the data as is necessary for the purposes of carrying out our obligations in connection with your potential employment and we’ll ensure the necessary safeguards to protect this more sensitive personal information.

  • To keep you informed as your application progresses and perform our employer contractual duties, we’ll use your contact details to send you (by letter, email, telephone or any other appropriate means) any information that’s required in relation to the job you have enquired about and the employment contract that you may, or may not, be offered.
  • If your CV is shortlisted, to determine your suitability for a role, we may telephone you, or interview you in person, to ask more questions about you. We are obligated to do this to ensure that anyone we employ meets the high standards that are expected of us as a broker that provides an advised service and one who is authorised and regulated by the Financial Conduct Authority (FCA). Prior to offering you an employment contract, we must ask you questions to take into consideration your competence before we can make an offer of employment to you.
  • During face to face interviews, potential employees will be asked to complete an application form, which will be utilised during the interview process and kept for our records. To check your background, some of the questions relate to criminal convictions. Many of the employment positions at Essential Insurance require a high degree of trust and integrity and we process information about your criminal convictions if you are applying for certain roles at Essential Insurance. We do this to control risks of regulatory concern; to protect consumers against dishonesty and safeguard the integrity of the UK financial system by managing risks relating to financial crime. In addition, we are legally required and authorised to carry out further background checks such as standard criminal record checks through the Disclosure and Barring Service (DBS) to satisfy ourselves that there is nothing that makes you unsuitable for certain roles.
  • If you are offered a contract of employment this will be subject to supply of additional personal information. We will use your personal information to verify your identity, check references and ensure that you are legally entitled to work in the UK or in other instances where we have a legal or regulatory obligation to do so, for example, to adhere to anti-money laundering regulations.
  • Upon commencement of a contract of employment, we will pass some of the information you have provided securely to our human resources storage platform. It is in our legitimate interest to have a secure, confidential platform to store personal information that we are required to keep record of in accordance with our legal and contractual obligations as an employer. We will set you up a secure account which we’ll both be able to access and use to record personal information and manage matters such as holidays, sickness and store other personnel documents. For example, we will also store the basic information we need to ensure you get paid and taxed correctly, this includes your national insurance and bank details which we keep on record and pass securely to relevant third parties in connection with processing payroll.
  • When employed, we will use information about your physical or mental health and wellbeing or disability status as is necessary to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and administer benefits appropriately and in accordance with our contractual, health and safety or legal obligations.
  • During the course of your employment contract, as an FCA authorised and regulated company, we are legally obliged to ensure all our employees are competent for their role and represent the company values. It is in our legitimate interests to make sure the best service is being provided to our customers and throughout the course of your employment you will be subject to ongoing assessments to ensure you attain and maintain performance to company standards. This involves us keeping records of performance reviews and assessments to allow us to provide you with necessary training and development and put mechanisms in place so that we can support all staff in maintaining competence.
  • Our telephone and IT systems are used to keep records and to audit the work that we do, therefore all calls and emails to and from our business are recorded and monitored. We are lawfully doing this because of the nature of our business. Our company policy is that business telephones and email are not to be used for personal matters. This is to avoid your personal information (that we do not require) being processed inadvertently and to prevent it from being kept for reasons you have not been informed about.
  • If you choose to terminate your contract of employment with us and take up employment with another company, we will share information about you with future employers if we have a legal or statutory obligation to do so.
  • If a customer, insurance provider, a regulator or another authority makes a complaint about us, or any of our employees, about the service that has been provided or advice given, we may use your personal information to investigate the complaint. We are contractually obligated to both you and our customers to deal with complaints appropriately.
  • Your personal information may also further be used for statistical analysis purposes. For example, we will report internally on training, competency and performance. We do this to help develop our business, assess our performance and plan for the future.

Sharing your information >>

We do not, and will not, sell any of your personal data to any third party. We believe that this is essential to maintaining our relationship with you. However, we do pass your personal information securely to the following categories of companies, as an essential part of being able to provide our services as an employer:

  • HR consultants and software provider – to help us provide correct advice on HR matters and provide a secure platform to manage your personal information confidentially.
  • Quality assurance auditors – companies who provide professional services to make sure we are complying with the rules of our regulator, the FCA and independently provide assessment of our competence.
  • Communication providers – companies who manage our phone systems and the distribution of post, email and text messages who need access to your personal information and so you can communicate with customers as an employee and so we can communicate with you.
  • Related and associated companies – if your job enquiry comes to us via a third-party ‘introducer’ such as a recruitment company or a related company, there will be an exchange of reports to whether you do, or do not take up employment for administrative, management forecasting and planning and statistical purposes.
  • Regulators and authorities – upon their request and as we may be required to do so either by law or during investigation of a complaint.
  • Law enforcement and fraud prevention agencies – we will share your data when we are required to do so under a legal or regulatory obligation or court order, so we can help tackle fraud.
  • Payroll, pension, HMRC and tax specialists – if you work for us, we will share relevant personal information with these specialists or organisations and so they can make sure you receive the correct benefits and remuneration.

If the company receiving your personal information is processing the data to provide elements of our service to you as your employer, such as quality assurance auditors or payroll, pension or tax specialists, we have a contract in place with them to ensure that they cannot do anything with your personal information, unless we instruct them to. They will not share your personal information with any other organisation without our authorisation, they will hold it securely and they must comply with their data protection obligations.

We do not routinely transfer your personal information outside the European Economic Area (EEA). However, a product or service may be administered from a country outside Europe. When this is the case, we put a contract in place to ensure that your information is adequately protected, secure and any transfer of personal information outside of the EEA will comply with local data protection regulation.

Keeping your information >>

If you are employed by us, we’ll hold on to your information for as long as is needed be able to provide our services as an employer to you, and for as least as long as we have a contract of employment with you.Your personal information will also be held as long as is necessary or required to comply with legal or regulatory requirements, resolve disputes, prevent fraud and abuse, or to handle complaints. For these reasons we’ll keep your information for accurate records and evidence that may be required to help resolve the problem, provide risk related reporting and quality of service analysis.

We may even keep your information for a reasonable period of time even if you are unsuccessful with your application or after your employment contract and relationship with us has ended. However, we do periodically review data that we hold to decide whether it is still necessary to keep hold of some of your information if your employment contract is no longer in place, you have resigned, or your contract has been terminated, or your information is no longer needed because we didn’t agree a contract with you.

In the absence of specific legal, regulatory or contractual requirements but it’s necessary to keep your information for administrative, management forecasting and planning and statistical purposes, we will limit what we keep where possible to minimise risk and safeguard personal information.

Your rights >>

You have a lot of rights relating to your personal information:

  • The right to be informed about how we use your personal information (that’s why we have produced this notice)
  • The right to ask for confirmation of and access to the personal information we hold about you
  • The right to ask us to amend your information if it is inaccurate or incomplete
  • The right to request that we delete your information, or stop using it in some circumstances
  • The right to complain to the data protection regulator in the UK, the Information Commissioner’s Office

Use of cookies

We use cookies when you visit our site. Cookies can be temporary or permanent. Temporary cookies are deleted as soon as you close your browser or mobile application - these are known as session cookies. Others, known as persistent cookies, are stored more permanently on your computer or device either until you delete them, or they expire.

By using our site, you agree to us placing these sorts of cookies on your device and accessing them when you visit the site in the future. If you want to delete any cookies that are already on your computer, the “help” section in your browser should provide instructions on how to delete specific cookies and change your cookie settings. Further information about cookies can be found at http://www.allaboutcookies.org. Please note that by deleting or disabling future cookies, your website experience may be affected, and you might not be able to take advantage of certain functions of our site.

There are two main types of cookies that we use – here’s what they do and why we use them.

(1) First party cookies – these are the very basic Google Analytics cookies that we set on our site automatically to help us measure how users interact with our website content. The ones we use on this site have names such as _ga, _gid, and _gat and they are used to distinguish users. We also use a cookie called PHPSESSID, that helps to maintain user session variables and a cookie banner cookie, that recognises if you have visited our site before and so will not serve you information that you don’t need to see again. Each of these cookies perform a function and allow us to measure and analyse how people use our site and so we can improve functionality and your experience.

(2) Third party cookies – these are set by third parties and can be used for providing tools or content on our site (such as incoming data validation tools or customer reviews that are published by Feefo), tracking or by marketing companies (e.g. advertising networks). Third party cookies originate from a domain that’s different to the website being visited. This means that companies with a different domain name also place cookies on our website, to assist with our content marketing and advertising and show you adverts that may be of interest to you. For example, when you visit our website, we may link to another company's website such as Facebook. These cookies allow us to deliver messages or advertising relevant to you when you browse the internet. They also help us limit the number of times that you see an advert from us and help us measure the effectiveness of our marketing campaigns.

How to contact us

We always have our employee’s best interests at heart and we want to hear from you, especially if:

  • You have any requests or queries in relation to your personal information
  • You want to exercise any of your rights as set out above
  • You have a complaint

You can contact our Data Protection Officer by emailing
dpo@essentialinsurance.co.uk.

Or if you’d like to, you can write to us at:

Essential Finance Group (UK) Limited
Data Protection Officer
Third Floor Marshall House
Park Avenue
Sale
Cheshire M33 6HE

We keep our privacy notice under regular review. Any future updates to this privacy notice will be found on this page.

EI PPN V1 10/05/2018