MAYFAIR WE CARE – For Employers

YOUR PRIVACY IS IMPORTANT TO US

This notice informs you how we use the information you give us and how we protect your privacy. It also explains your rights under the UK Data Protection Act 2018 and the UK General Data Protection Regulations 2018. We abide by UK Law and our data protection regulator within the UK is the Information Commissioners Office (details below). Our licence number is ZA273340 This can be checked on www.ico.org.uk

Collecting of and purpose for your Information

We aim to assist and arrange for you the medical insurance needs for your employees. To provide such a service, we may need to collect company information plus the member’s personal data such as name, address, dates of birth, employment, family information, contact details, passport or identification verification documents. This is required in order for us to assist you with the cover arranged for you.

Member’s medical details may be required in order to provide relevant claims handling services that may occur. Any medical details will always be kept confidential within the firm and if shared will be marked Private & Confidential to the Medical Officer / Practitioner or Key Person dealing with the claim.

Your information may also be used to help with ongoing administration, to contact you with any review or changes that are applicable, for our own business research and analysis or for the processing of a claim. Withholding of the required data may result in an insufficient service being provided or claims being declined.

We may obtain data from individual customers, introducer financial services firms, insurance companies, employers or from medical providers.

Sharing your data

We may share your personal data with the following organisations -

• your Insurer / their third-party administrators / our service partners & underwriters / insurance brokers with whom we obtain quotations and with whom you agree to place your business and who may be involved in the set up or administration of the cover
• Any regulated bodies as required
• Any Law enforcement entities as required by Law
• We may verify identity of companies or members by searching publicly available records held by government departments
• We may share the information with medical network providers, medical clinics, hospitals and our Doctors in order to arrange appointments and facilitate the servicing and assessment of a claim
• We may share the data with our outsourced contractors such as Banks to facilitate claim payments, our IT, Information Security and compliance consultants plus our external auditors. Details of these can be provided on request.
• We may share basic data only with Providers with whom we work in order to provide you with the full Mayfair We Care Services.

We will not sell or share any information with any other third parties unless we have obtained additional consent from you.

Transfer of data outside of the UK –

we may be required to transfer data outside of the UK. This would include worldwide coverage as our medical network requires to extend to all countries in order for us to service all members wherever they are based or require medical assistance. In these circumstances, we will ensure that safeguarding arrangements / due diligence has been undertaken on/with the organisation to which data is being transferred where it is possible to do so.

Your rights regarding your data –

• We will not hold information for any longer than is necessary and as a maximum no longer than 5 years after you have terminated as a client of our firm unless there is a lawful basis for retention
• Should your data be inaccurate we will rectify this without delay
• Should you wish us to delete your data at any point, please contact the office as shown further below to make the request. This will be actioned unless there is a lawful basis for which the information must be retained in which case you will be advised accordingly
• Should you wish to transfer your data to another organisation, please contact the office as below and we will organise this for you
• You can request access to your data at any time. We will provide you with a full copy within one month of your request
• You can withdraw consent to us holding and processing your information at any time. Please contact the office as below should you wish to do this
• We may provide you with newsletters and bulletins which are appropriate to your plans on an ongoing basis – this will be explained to you if it is applicable. You can opt out of these should you wish to – contact us and advise us if you wish to

Security

We have in place a full information security policy, business continuity and disaster recovery plans. We take data security very seriously and have in place we feel the most secure options available to store and transfer your data securely. We can provide details on request.

Our contact details -

should you wish to contact us in relation to any issues within this notice, please contact:

The Data Protection Officer
Mayfair We Care Ltd
2nd Floor, Grove House
55 Lowlands Road
Harrow HA1 3AW

Or alternatively you can contact us on our website www.mayfairwecare.com
You will be responded to as promptly as possible

Your right to complain –

should you wish to make a complaint in relation to data protection issues relating to our firm, you can contact us as above or you can contact our regulator as follows:

The Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
www.ico.org.uk