Summary of Online Travel Insurance Services ( OTIS) Privacy Policy
This privacy statement details how OTIS, its Appointed Representatives, Introducer Appointed Representatives, Affiliates, its offices, websites, and live chat services collect, use, secure, transfer and share your information.
Who do we collect data from?
As a company we collect and process data in relation to the those interested in purchasing travel related insurance products
What data do we collect and process?
The type and amount of data that is collected includes;
Fulll name incuding Title, address, email address, contact numbers, ages and pre existing medical conditions.
How do we collect this data?
Online when the client is using the websites, via the telephone in conversations with customers, online via livechat or via email correspondence with clients.
Why do we collect this data?
The reasons we collect information is to ensure an accurate quote, to collect payments, for policy generation, to send renewal reminders, prevent fraud and financial crime, ensure contractual obligations are met, to meet compliance with regulatory obligations, for system auditing, system optimisation, general client communications, communicate new product offerings within the group portfolio and for due dligence purposes.
The lawful basis of processing is based on the instances below
Consent - We will process your data to tell you about our services and to the improve the service we give to you.
Contract - We will process your data to perform the necessary actions to deliver our commitment under the contract we have with you.
Legal Obligation - We will process your data to comply with our regulatory obligations
Legitimate Interest - We may process your data for market research, analysis of system performance and statistical analysis
Data Subject Rights
The following outlines the rights that you hold in respect of the processing of your data by OTIS.
Some of the rights may not apply or have limitations based on the legal basis of processing that is taking place.
Right to be informed
All Data Subjects will be informed that OTIS is processing their data and what legal basis that data is being processed under.
Right of Access & Correction
All Users have the right to access all of the data about them which is being processed by OTIS. All data processed by OTIS is held within the users account on the CRM system. As a result, all Users can contact OTIS to correct any information held about them that is incorrect.
All Data Subjects have the right to be forgotten in relation to any data collected and processed as a result of the Consent basis of processing. If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
Right to restrict processing
All Data Subjects have the right to restrict the processing of data held by OTIS to limit the activities it can carry out in relation to the Consent Basis of processing.
If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
Right to Object (Right to withhold Consent)
All Data Subjects have the "Right to Object" or withhold consent to the processing of their data under the Consent basis of processing as detailed in the “Lawful basis of processing” table above.
If you would like to exercise this right, please contact us so that we can ensure your requirements are met.
Data sharing
OTIS will only share user data with its partners in order to fulfil its obligations under the contract it has with them and to satisfy the Legal Obligation requirement.
Nothing in this document will prevent OTIS from making any disclosure of data as required by law or by any competent authority.
OTIS does not share any data for any other reason other than what is stated above.
In respect of data that is shared as above, OTIS contractually requires all service providers and/or recipients, to safeguard the privacy and security of personal information they process on our behalf and authorise them to use or disclose the information only as necessary to perform services on our behalf or comply with legal requirements.
OTIS reserves the right to transfer your information in the event of a sale or transfer (wholly or partially) of our business or assets, with reasonable efforts on the acquirer to protect/use the information consistent with this statement.
How long do we keep data?
In respect of users data:
We only keep information for the amount of time necessary to fulfil the Contractual and Regulatory obligations.
We will keep information for an extended period of time in relation to our Legal Obligation, but we will only keep the necessary information for this purpose.
International Transfers
OTIS does not carry out transfers of data outside the EEA.
How do we protect Personal Data?
The security of personal data is extremely important to OTIS, as a company we are committed to protecting the information we collect store and process. We maintain administrative, technical and physical safeguards designed to protect the data you provide, or we collect, against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
We use TLS encryption in transit.
OTIS stores data only for as long as it is necessary to fulfil the purpose for which the data is collected, unless otherwise required or authorised by applicable law.
OTIS will take appropriate measures to destroy or permanently de-identify any data it is instructed to remove from the system as required by the User or legal authority.
Updates to this statement
From time to time this statement may be updated in light of regulatory changes or changes in the manner or way in which OTIS operates in relation to its data. With this in mind we suggest you review this statement at regular intervals. If any changes are significant we will endeavour to notify you and ensure your ongoing consent and/or acceptance.
Feedback or Questions relating to this statement
For any enquiries relating to this statement OTIS can be contacted in the following ways:
Telephone: 0161 7350180
Email: data@online-travelinsurance.com