Privacy Policy – Baker Hudson Health

Who We Are

In this privacy notice, ‘we’, ‘us’ and ‘our’ mean Baker Hudson Health. We gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Baker Hudson Health’s registered office is Baker Hudson Health, Cirencester Road, Stroud, GL6 8PE and we are a company registered in England and Wales under company number 720670. We are registered on the Information Commissioner’s Office Register; registration number ZA142634 and act as the data controller when processing your data. Our designated Appointed Person is Chris Hartles who can be contacted at Baker Hudson Health, Cirencester Road, Stroud, GL6 8PE.

Information That We Collect

Baker Hudson Health processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we may collect from is:

  • Your Name
  • Date of Birth
  • Home Address
  • Email Address
  • Home Telephone Number
  • Mobile Telephone Number
  • Special Category Data (health information)

How We Collect You Information

By telephone, or written correspondence, we also offer an online form for our customers to complete. We record and/or monitor phone calls for the purpose of compliance with the relevant laws and our own codes of conduct, internal training, and for dispute resolution.

Providing Us With Another Person’s Information

If you chose to give us information about another person, we are working on the basis that you have their explicit consent for us to collect, store and use their personal information for the agreement purpose. Part of this basis is that you take responsibility for informing them about our company’s privacy policy, the information that you have supplied us with and what we intend to do with it.

Collecting Data for a Business Plan or a Large Corporate Plan

We collect information about employees to provide their employers with the service that we are providing, this is done so in accordance with our data privacy policy. As notified above when providing us with other people’s information the Group Secretary is responsible for informing their employees about our company’s privacy policy, the information that they have supplied us with and what we intend to do with it. We would also like to re-iterate that by giving us information about your employees and their families, you are acknowledging that you have their explicit consent to share their information, which includes special data such as health information.

How We Use Your Personal Data and our Legal Basis for Processing

Baker Hudson Health takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. This can be done by phoning us on 01453 297100, or in writing to Baker Hudson Health Cirencester Road, Stroud, GL6 8PE.

The purposes and reasons for processing your personal data are detailed below: –

  • Generating Quotations or Initiating Insurance Policies: with your consent we collect and process your personal data to provide our services and ensure that your policy is correctly initiated.
  • Managing your Policy and Providing Quotations at its Renewal: we will perform these actions based on the performance of a contract or service to you. No action will be taken that is outside the scope of our original agreement with you and the services that we have discussed.
  • Identity Check: We have a legal obligation to help prevent financial crime including money laundering. To do this we share your personal data with Smart Search who are a credit reference agency, they provide us with financial background checks before we initiate a policy for you.
  • Tax Information: We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
  • Legitimate Interests: We may occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any personal information that Baker Hudson Health processes about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Any processors acting on our behalf, now and in the future will only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Disclosure for Regulatory or Legal Purposes

We will only share your personal data with other companies or organisations where there is a legitimate reason for doing so. For example, we are obligated to provide information to specific Government departments such as HM Revenue and Customs and to regulatory bodies who govern our activity such as the Financial Conduct Authority and the Financial Ombudsman Service.

Safeguarding Measures

Baker Hudson Health takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place.

We have gone through an enhanced due-diligence procedure with our IT provider (Connexus) and can confirm that any data stored on any of our systems has a more than adequate level of protection to ensure its security. Some of the measures that we use include, but are not restricted to: encrypted emails, restricted access policies, up to date anti-virus/malware software, and firewall technology. We also have multiple polices to ensure that any physical data held in our office is secure.

Transfers Outside the EU

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. Baker Hudson Health only stores data within the United Kingdom, we do not store or transfer data outside of the United Kingdom. Some of the companies that we work with may transfer data outside of the UK or EU, but in accordance with the GDPR all other relevant data protection laws.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Baker Hudson Health however, as this information is required for us to us to provide you with our services and initiate your insurance policy we will not be able to offer our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time.

If you would not like to receive above-mentioned marketing and offers, please contact us by phoning using 01453 297100, or in writing to Baker Hudson Health, Cirencester Road, Stroud, GL6 8PE.

How Long We Keep Your Data

Baker Hudson Health only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. If you were to no longer be a client of ours within that time, we will dispose of your personal data by following our Data Retention and Erasure Policy. We also store your data for the purposes of dispute resolution in the event of a complaint. The length of time that we keep data on this basis depends on the relationship that we have had with you. Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data

Owing to the products, services or treatments that we offer, we sometimes need to process sensitive personal information (known as special category data) about you. We do so to ensure that your new policy is suitable and all relevant information has been disclosed to the relevant insurance provider. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so. We will always gain your consent to share this data and will only do so if necessary for the performance of a pre-arranged contract or service to you.

Lodging A Complaint

Baker Hudson Health only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Baker Hudson Health Cirencester Road,
Stroud, GL6 8PE
01453 297100 pmi@bakerhudson.com

ICO Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF
0303 123 1113 or 01625 545745

Financial Services Register No: 720670, Registered in England & Wales, No. 09674417
Registered Office: Baker Hudson Health, Cirencester Road, Stroud, GL6 8PE