J L MORRIS [Insurance Brokers] Limited [hereafter J L MORRIS] understands that your privacy is important to you and that you care about how your personal data is used or shared online. J L MORRIS respects and values the privacy of everyone who visits our website and will only collect and use personal data in the ways that are described in this policy and in a manner that is consistent with our obligations and your rights under the law. This privacy notice explains what you can expect when J L MORRIS collects personal information. It applies to information we collect about: visitors to our websites; complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry; people who use our services, e.g. insurance quotations, claims handling people who notify under the Data Protection regulations [often known as GDPR]; job applicants and our current and former employees.
2. Visitors to our websites When someone visits www.jlmorris.co.uk we use a third-party service, Bootstrap, to collect browser version information for website functionality and formatting purposes. This information is processed in such a way that the visitor is not identified. We do not make, and do not allow, any third party to make any attempt to find out the identities of those visiting our website. Should we want to collect personally identifiable information through our website, we will make it clear that we intend to collect this information and will explain how we intend to use it.
To opt out of being tracked by Google Analytics across all websites – www.tools.google.com.
4. Security and performance
As mentioned above, J L MORRIS uses a third-party service, Bootstrap, to help maintain the security and performance of their website.
5. People who call us
When you call J L MORRIS we collect Calling Line Identification [CLI] information along with the date and time of the call. We use this information to help improve our efficiency and effectiveness and for regulatory purposes. We do not record telephone call audio, however, written notes will be taken and added to relevant client files.
6. People who email us
We use Transport Layer Security [TLS] software to encrypt and protect email, and where available, we will use S/MIME enhanced encryption. Should your email service not support TLS, you should be aware that any emails we send or receive will not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
7. People who make a complaint to us
[Please see our Complaints Handling procedure on our website and Section 11 below]
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We are required by the Financial Conduct Authority [FCA] to keep records and report information in regards to the complaints we receive, but not in a form which identifies the complainant. We usually have to disclose the complainant’s identity to whomever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. Should a complainant not want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. Information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the “need to know” principle.
8. People who use J L MORRIS services
J L MORRIS offers various insurance services to the public.
We have to hold the details of the people who have requested our services in order to provide those services. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a quotation to follow up for confirmation that our service is required in the future. We have to share your information with the Insurer[s] to enable them to provide an accurate response. The Insurers in turn must share your information with other Insurers in order to prevent fraud.
9. Job applicants, current and former J L MORRIS employees
J L MORRIS is the data controller for the information you provide during the recruitment process and during your period of employment unless otherwise stated. Should you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org
9.1 What will we do with the information you provide to us?
All of the information you provide will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements as necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
9.2 What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
9.3 Application stage
Should you use our online application system, this will be collected by a data processor on our behalf [please see below]. We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information. You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is only held by J L MORRIS. Should you be unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months so we can proactively contact you should any further suitable vacancies arise.
9.5 Conditional offer
Should we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required by law to confirm the identity of our staff, their right to work in the United Kingdom and to seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide proof of your identity and qualifications. You will be asked to attend our office with the original documents so we can take copies. You will also be asked to complete a criminal records declaration to declare any unspent convictions. We will contact your referees directly, using the details you provide in your application, in order to obtain references. Should we make a final offer, we will also ask you for your bank details to process salary payments and your emergency contact details so we know who to contact in case you have an emergency at work
9.6 Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
9.7 How long is the information retained for?
Should you be successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus six years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references. Where you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for six months from the closure of our recruitment campaign. Information generated throughout the assessment process, for example interview notes, will be retained by us for six months following the closure of our recruitment campaign. Equal opportunities information is retained for six months following the closure of our recruitment campaign whether you are successful or not.
9.8 How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account. You are able to ask about decisions made about your application by speaking to David Morris or emailing email@example.com
10. Your rights Under the Data Protection Act 2018 [known as GDPR], you have rights as an individual which you can exercise in relation to the information we hold about you – see section 12 below. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly
11. Complaints or queries [Please see our Complaints Handling procedure on our website]
J L MORRIS tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of J L MORRIS’ collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below. Should you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law – www.ico.org.uk/concerns.
12. Access to personal information [GDPR]
J L MORRIS tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a “subject access request” under the Data Protection Act 2018. Should we hold information about you we must: • give you a description of it; • tell you why we are holding it; • tell you who it could be disclosed to; and • let you have a copy of the information in an intelligible form, including electronically if requested. To make a request to J L MORRIS for any personal information we may hold you will need to put the request in writing and send it to the address below. We will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. Where we hold information about you, you can ask us to correct any mistakes, object to the way we handle your data and, where applicable and allowable, request that your data is deleted.
13. Disclosure of personal information [GDPR]
We will not disclose personal data without consent. However, when we investigate a complaint for example, we will need to share personal information with the organisations and individuals concerned and other relevant bodies. We can provide you with further information on the following : – agreements we have with other organisations for sharing information; – circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
– our instructions to our staff on how to collect, use and delete personal data; – how we check that the information we hold is accurate and up to date.
14. Links to other websites
This privacy notice does not cover the links within this site to other websites. We encourage you to read the privacy statements on the other websites you visit.
15. Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 1st December 2018.
16. How to contact us
J L MORRIS (Insurance Brokers) Limited
1 Macaulay Road,
Telephone : 01202 642840
E-Mail : firstname.lastname@example.org