About this policy
"lowave records" is a trading name of LO-WAVE RECORDS LTD. In this Privacy Policy, references to "lowave records" are to lo-wave records Limited. lowave records is committed to ensuring your privacy is protected. This Privacy Policy sets out details of the information that we may collect from you and how we may use that information. Please take your time to read this Privacy Policy carefully. When using our website, this Privacy Policy should be read alongside the website terms and conditions
About us
In this Privacy Policy references to "we" or "us" or "lowave records" are to lo-wave records.
We are the data controller of any personal information you provide to us. This means that we are responsible for complying with data protection laws. This Privacy Policy describes what personal information we may collect from you, why we use your personal information and more generally the practices we maintain and ways in which we use and protect your personal information.
We have appointed a data protection officer to oversee our handling of personal information. If you have any questions about how we collect, store or use your information, you can contact our data protection officer using the details set out in "14. Contacting us".
How do we collect your information?
We collect personal information from a number of different sources including:
- Directly from you or from someone else on your behalf
- From introducers, partners, and MGAs (managing general agents)
- From other third parties involved in your insurance policy
- From other third parties who provide a service in relation to you and other service providers
- From third party data providers who provide us with additional information relating to you
- From publicly available sources such as internet search engines and social media sites
- Through customer surveys and responses to various marketing campaigns
- From your use of our website and its cookies - please see our Cookie Policy
- From inbound and outbound phone calls
- From credit reference agencies
- From government agencies such as HMRC and from professional regulators
lowave records has internal policy documents in place to ensure that any information used that’s in the public domain or sourced from social media sites is used in line with our usual obligations.
How long do we keep personal information for?
We will only keep your personal information for as long as reasonably necessary to fulfil the relevant purposes set out in this Privacy Policy and in order to comply with our legal, statutory, and regulatory obligations - in particular, for so long as there is any possibility that either you or we may wish to bring a legal claim under the insurance policy, or where we are required to keep your personal data due to legal or regulatory reasons. If you would like further information regarding the periods for which your personal information will be stored, please see section below for our contact details.
Your rights
Under data protection law you have certain legal rights in relation to the personal information that we hold about you. You may exercise these rights at any time by contacting us using the details set out in section 14.
Please note:
- In some cases we may not be able to comply with your request (e.g. we might not be able to delete your data) for reasons such as our own obligations to comply with other legal or regulatory requirements. However, we will always respond to any request you make, and if we can't comply with your request we will tell you why
- In some circumstances exercising some of these rights (including the right to erasure, the right to restriction of processing, and the right to withdraw consent) will mean we are unable to continue providing you with cover under the policy and may therefore result in the cancellation of the policy. You will therefore lose the right to bring any claim or receive any benefit under the policy, including in relation to any event that occurred before you exercised your right of erasure, if our ability to handle the claim has been prejudiced. Your policy terms and conditions set out what will happen in the event your policy is cancelled
- For some policies no refunds will be payable on cancellation, for other products a refund may be payable
Your rights include:
- The right to access your personal information You are entitled to a copy of the personal information we hold about you and certain details of how we use it. There will not usually be a charge for dealing with these requests. Your information will usually be provided to you in writing, unless otherwise requested, or where you have made the request by electronic means, in which case the information will be provided to you by electronic means where possible.
- The right to rectification We take reasonable steps to ensure that the information we hold about you is accurate and complete. However, if you do not believe this is the case, you can ask us to update or amend it.
- The right to erasure (also known as 'the right to be forgotten') In certain circumstances, you have the right to ask us to erase your personal information. Examples would include where the data is no longer required for the original purpose, consent has been withdrawn and there no overriding grounds for continuing the processing, or for compliance with the national law or for legal or regulatory obligations. There are occasions when a request made under data protection law is overridden by other legal and statutory data retention requirements.
- The right to restriction or suspension of processing In certain circumstances, such as a question over its accuracy, you are entitled to ask us to stop using your personal information or to suspend its use.
- The right to data portability In certain circumstances, you have the right to ask that we transfer any personal information that you have provided to us to another third party of your choice.
- The right to object to marketing You can ask us to stop sending you marketing messages at any time. To STOP receiving all marketing communications from us please email
customersolutions@simplybusiness.co.uk
- The right not to be subject to automated decision-making (including profiling) You have a right not to be subject to a decision based solely on automated means. Please note that as set out at section 9, personal information including sensitive personal information may be used in the context of auto-renewal of certain types of policies. This involves automated decision-making to determine what the cost of renewing the policy will be. We will ask you when you purchase your policy if you would like to opt in to auto-renewal. However, even if you opted in at this point, you have the right to opt out at any point. As above, automated decision-making may also be used in relation to our marketing of our products to you, in accordance with preferences you have expressed.
- The right to object to processing For certain uses of your personal information, we will ask for your consent. This consent can take the form of an action or affirmative instruction. Where we do this, you have the right to withdraw your consent to further use of your personal information. In other circumstances we may process your data using legitimate interest, and again you have the right to withdraw this right of processing, unless it is necessary in connection with our legal rights.\ Please note that in the event that you withdraw your permission for us to use all of your personal data, we may be unable to continue providing you with insurance cover under the policy and this may therefore result in the cancellation of the policy. You will therefore lose the right to bring any claim or receive any benefit under the policy. Your policy terms and conditions set out what will happen in the event your policy is cancelled.
- The right to lodge a complaint with the ICO We would hope that you will always raise any issues with us first, and that we will be able to resolve them to your satisfaction. However, if this isn’t possible then you always have a right to complain directly to the Information Commissioner's Office (ICO) if you believe that any use of your personal information by us is in breach of applicable data protection laws and regulations.
Please see below for contact details of the ICO:
Making a complaint will not affect any other legal rights or remedies that you have.
How we protect your information
We use a wide range of organisational and technical security measures to protect your information. This includes regular and thorough staff training about data security and data rights.
Where we have given you (or where you have chosen) a password, you are responsible for keeping this password confidential. We ask you not to share a password with anyone, and to use a password that is appropriate (i.e. a mixture of upper and lower case letters, and characters, which isn’t used on other sites and isn’t easily guessed).
We restrict access to your information as appropriate within Simply Business to only those who absolutely need to know that information for the purposes set out above.
Firewalls are used to block unauthorised traffic to the servers and the actual servers are located in a secure location which can only be accessed by authorised personnel. Our internal procedures cover the storage, access and disclosure of your information.
Contacting us
If you have any questions about how we collect, store or use your personal information, you may contact our data protection officer at dataprotectionteam@simplybusiness.co.uk
Updates to this Privacy Policy
From time to time we will make changes to this Privacy Policy, for example as the result of government regulation, new technologies, or other developments in data protection laws or privacy generally. You should check our website periodically to view the most up-to-date Privacy Policy.
This Privacy Policy was last updated on 8 September 2021