Terms of Business (from 1st Oct 2023)

Applying to General (Consumer) & Commercial (Non-Consumer) Insurance clients

About Us and Regulation

City Insurance Group is an Independent Insurance Intermediary and is a trading style of City Broking Ltd (No. 7184645) registered in England and Wales. Registered Office: 88/89 High Street, Winchester, SO23 9AP, England. No shares in the company are held by Insurers. City Broking Ltd is authorised and regulated by the Financial Conduct Authority (No. 520574) to advise on, arrange, deal in, and assist in the administration and performance of general insurance contracts. We are also permitted to provide credit broking services. You can check this on the FCA’s register by visiting the website www.fca.org.uk/register or calling them on 0800 111 6768.

What We Do and Client Classification

In most matters, we act on behalf of our clients, other than for the collecting and holding of premiums, in which instance we are acting on behalf of the insurer.

We offer a wide range of insurance products covering Personal Clients (Consumer) and Commercial Clients (Non - Consumer) and services which may include: advising on insurance needs, offering, and arranging suitable insurance cover with insurers to meet requirements, helping with any subsequent changes to insurance policies and providing all reasonable assistance with claims.

For clarity, a consumer is a client who is acting outside of their trade or profession in respect of the insurance cover requested or arranged. A commercial client is a person or entity who is not a consumer.

We will advise and make a recommendation for you after we have assessed your needs and demands, providing sufficient information such as the main features of the product’s cover, any unusual restrictions or exclusions and any significant conditions or obligations

Quotations will be provided based on a fair analysis of the market (offering policies from a wide range of insurers in the market). With the exception of travel insurance, for which we only use a limited number of markets (Sunworld and PJ Hayman) and our optional additional covers which are offered by one insurer only.

Your Duty of Care (Consumer Clients only)

It is your duty to take reasonable care not to make a misrepresentation to an insurer. A failure by you to comply with the insurer’s request to confirm or amend particulars previously given is capable of

being a misrepresentation. It is important that you ensure all statements you make on proposal forms, claim forms and other documents are full and accurate and we recommend you keep a copy of all correspondence in relation to the arrangement of your insurance. An insurer has a right to

remedy against you in respect of qualifying misrepresentations in breach of your duty of reasonable care where the insurer deems the misrepresentation to be either deliberate, reckless or careless. This could include enforcing cancellation with charges applying, the cover being invalidated and the annual premium retained and/or potentially lead to claims being unpaid. If you are in doubt about any point in relation to your duty to take reasonable care and subsequent qualifying misrepresentations, please contact us immediately.

Fair Presentation of Risk (Commercial Non-Consumer Clients only)

It is your responsibility to provide a fair presentation of the insurance risk based on you conducting a reasonable search for information. This could require you to obtain information from senior managers within your organisation or other parties to which the insurance relates or who carry out outsourcing functions for your business. You must disclose every material circumstance which you know or ought to know, or failing that, disclose sufficient information to put your insurer on notice that it needs to make further enquiries. You must ensure that any information you provide is correct to the best of your knowledge and representations that you make in expectation or belief must be made in good faith. If you fail to make a fair presentation of the risk this may result in additional terms or warranties being applied from the inception of the policy or any claim payment being proportionately reduced. In some cases, this could result in your policy being declared void by an insurer and your premiums returned. Any deliberate or reckless breach of the duty of fair presentation could result in your policy being declared void by an insurer with no refund of the premium. If you are in doubt about any point in relation to material circumstances and reasonable search, please contact us immediately.

Limitations and Exclusion of Our Liability

The following provisions set out our entire financial liability to you.

You acknowledge and agree that you shall only be entitled to make a claim against us and not against any individual employee or consultant engaged by us. Our liability for losses suffered by you arising under or in connection with the provision of our services, whether in contract, tort (including negligence), breach of statutory duty, or otherwise (including our liability for the acts or omissions of our senior management, employees and any appointed representatives) shall be limited to £2.5M per claim. Any claim or series of claims arising from one act, error, omission, incident, or original cause shall be considered to be one claim. We shall not be liable to you for any loss of profit or loss of business whether directly or indirectly occurring and which arises out of or in connection with the provision of our services. Nothing in this paragraph shall exclude or limit our liability for death or personal injury caused by our negligence or for loss by our fraud, fraudulent misrepresentation or breach of regulatory obligations owed to you. You are welcome to contact us to discuss increasing the limitations of our liability and or varying the exclusions set out above.

Confidentiality and Data Protection

We are a data controller for the information you provide to us including, identification and financial details, policy history and special category data (such as medical or criminal history). Details of our legal basis for processing your information, along with details of any third party recipient whom it may be necessary to share your personal data with to fulfil the contract, retention period for data held, security of your data, your rights under the UK General Data Protection Regulations (UK GDPR) including the right to complain can be found in our full ‘Privacy Notice’ attached to these Terms and/or on our website at https://www.cityinsurance.co.uk/terms_privacy.php

Solvency of Insurers

We cannot guarantee the solvency of any insurer with which we place business. This means that you may still be liable for any premium due and not be able to recover the premium paid, whether in full or in part, should an insurer become insolvent.

Financial Crime

Please be aware that current UK money laundering regulations require us to obtain adequate ‘Know Your Client’ information about you. We are also required to cross-check you against The Office of Financial Sanctions Implementation (OFSI) HM Treasury consolidated list of Financial Sanctions Targets in the UK as part of the information gathering process.

We are obliged to report to the National Crime Agency and/or Serious Fraud Office any evidence or suspicion of financial crime at the first opportunity and we are prohibited from disclosing any such report. We will not permit our employees or other persons engaged by them to be either influenced or influence others in respect of undue payments or privileges from or to insurers or clients.

Terms of Payment

Our payment terms are as follows (unless specifically agreed by us in writing to the contrary):

All premiums are due to be paid immediately.

If payment is not received from you in accordance with the above terms, we, or your insurer may cancel or lapse the relevant policy/policies, which could mean that part or all of a claim may not be paid. You may also be in breach of legally required insurance cover.

If you choose to pay for your insurance premium using a finance provider, your details will be passed on to them. We will provide you with a breakdown of the costs and you will receive detailed information from the finance provider. It is important that you take time to read this document and you must contact us if you do not receive this. If you have any queries or questions, either about the service provided by the finance provider or their terms and conditions you should in the first instance contact them. Where your policy is paid via the finance provider and you choose to renew your cover a renewal or new plan will be entered into. If any direct debit or other payment due in respect of any credit agreement you enter into to pay insurance premiums is not met when presented for payment or if you end the credit agreement, we will be informed of such events by the finance provider. In certain circumstances, we may be contractually obliged by the finance provider to notify your insurer to cancel the policy.

Where we are not contractually obliged to do so by the finance provider, if you do not make other arrangements with us to pay the insurance premiums you acknowledge and agree that we may, at any time after being informed of non-payment under the credit agreement, instruct on your behalf the relevant insurer to cancel the insurance and to collect any refund of premiums which may be made by the insurer and use this refund to offset the amount levied by the finance provider on us. If this amount is not sufficient to cover all our costs, we reserve the right to pursue any additional debt owed to us through a due legal process.

You will be responsible for paying any time on risk charge and putting in place any alternative insurance and/or payment arrangements you need. Upon receiving your strict acceptance to pay for insurance premiums through the finance provider, we will instruct them to proceed with your application for credit. This process will involve the provider searching public information that a credit reference agency holds about you and any previous payment history you have with that provider. The credit reference agency will add details of your search and your application to their record about you whether or not your application is successful.

Please read carefully the pre-contractual explanations and the information regarding the cost of credit (including any representative examples). Together they provide important information in relation to the credit facility available from the finance provider. Credit is available subject to status. We are authorised and regulated by the Financial Conduct Authority in respect of Consumer Credit.

Financial Services Compensation Scheme

We are covered by the Financial Services Compensation Scheme (FSCS) and you may be entitled to compensation from the scheme if we should be unable to meet our obligations. This depends on the type of business and the circumstances of the claim. Further information about the compensation scheme is available from the FSCS by phone 0800 678 1100 or via their website www.fscs.org.uk

Complaints

It is our intention to always provide you with the highest level of customer service. However, we recognise that things can go wrong occasionally and if this occurs, we are committed to resolving matters promptly and fairly. Should you wish to complain you may do so by; writing to our Complaints Manager, Mike Cose, calling on 01962 844848 or emailing info@cityinsurance.co.uk. Should you not be satisfied with our final response, you may be entitled to refer the matter to the Financial Ombudsman Service (FOS). More information is available on request, by calling them on 0800 023 4567 or on their website www.financial-ombudsman.org.uk. Further details will be supplied at the time of responding to your complaint.

Fees, Charges, Cost and Remuneration

Charges form part of our earnings to be able to offer clients professional advice and to cover high operational costs including compliance in a highly regulated market. In most cases we are paid commission from an insurer, this can vary, but in some circumstances, we may charge you a fee instead of commission or a combination of both. There may also be occasions when an additional fee is sought, for example, changes to the risk that required significant further advice or work and placement of additional coverage or substantial involvement in any large, difficult, or complex claims.

Our fees will be confirmed to you clearly and in writing at the time of incepting or renewing your policy and will always be disclosed to you before you commit to purchasing the product. In addition, we also make charges as detailed below to cover the administration of your insurance. Any applicable insurance premium tax will be shown on the documentation we provide to you.

Administration fees, broker fees and any additional charges are non-refundable & will apply in addition to any charge your insurer may make.

Standard Fees

Consumer

We will get paid a commission from an insurer, this amount will vary, when this falls less than 20%, we will charge a fee so our commission/fee income is standardised at an acceptable amount. In addition to that we will charge standard fees shown below. Any fee will be notified to you before you procced and accept cover.
New Business	£35
Renewal	£35
Mid – Term Adjustments	£35

Non-Consumer Client

New Business , Renewals & Mid Term Adjustments
	Premiums Up to £500	£35
	Premiums Ranging From £501 - £1000	£50
	Premiums Ranging From £1001 - £2500	£75
	Premiums over £2500	Fee Depending on Amount of Work Required. Fee Advised at the Point of Quote

We reserve the right to increase our charges in certain circumstances, where the work we do for you is different to that which we had anticipated and or to include additional complexity or in an express manner required. We will discuss with you any intention to increase our charges before making the increase.

Premiums shown on our website will be inclusive of our charges and any fee and may include discounts from time to time.

We may occasionally receive additional remuneration from insurers, claims management providers and others. Where you choose to pay your premium in instalments, we will use a single Finance Provider. Currently, we use Close Brothers Premium Finance for this purpose. Where we arrange premium finance on your behalf, we are remunerated for our assistance in putting this financing in place by way of commission. You are entitled at any time to request further information regarding the amount of remuneration which we may have received as a result of placing or renewing your insurance cover.

Cancellation of Your Insurance

Your policy document will detail your rights to cancel your insurance once you have taken it out. For Consumers, you are entitled to cancel within 14 days of receiving your documentation, known as the cooling off period. A charge will made by the insurer shown on their documentation. Please see the table below covering our charges. Please be aware that some insurers do not allow any refunds or may charge short-period cancellation rates.

We reserve the right to cancel your policy at any time for any reason by giving 7 days’ notice. Cancellation notices will be sent to the last known email address you provided. In the absence of an email address, we will write to your last known address. Immediate cancellation may also be enforced in the event a policy is declared null and void from inception.

If a policy is cancelled after the 14 days’ Cooling off period (or for Non-Consumers) we will retain the amount of commission/fee commission earned at the new business stage or the last renewal along with the administration fee shown below

If a discount was applied when you took out your policy, it will be deducted from any return premium.

If a claim is notified during the period of insurance and deemed to be fault (a claim against the policy where your insurer will make a payment to you or a third party and they are unable to make a recovery of their outlay), the premium must be paid in full and/or if you are paying by instalments the payments must be continued until the loan is paid in full. No refund of premiums will be allowed.

If you have selected any of the valuable additional services (e.g., Motor Legal, Breakdown, Excess Protection, Family Legal or Home Emergency) these are non-refundable after the 14-day cooling off period. There will also be no refund if a claim has been reported against these products within the cooling-off period.

Consumer - Cancellation Fees (applied whether cover has started or not)

Cancellations within the cooling off period	£50
Cancellations after the cooling off period	£75

Commercial Non-Consumer - Cancellation Fees (applied whether cover has started or not)

Commercial – Non-Consumer

£75

If during your application or subsequent validation process, your policy has to be cancelled by us (whether the cover has started or not) due to incorrect information being provided or undisclosed information withheld, we will charge £75.00 in addition to insurer charges. We need to validate answers for anti-fraud measures and to ensure you are correctly covered. Key information about identity and history will be checked by us and your Insurer.

A charge of £95.00 will apply if you fail to reply to requests for information and we have cancelled your policy following a seven-day cancellation notice. We may elect to make your policy Null and Void from inception.
If during our checks, we believe fraudulent activity and or quote manipulation has taken place, we reserve the right to retain any premium/deposit paid and we may alert the relevant authorities.

Renewals

You will be provided with renewal terms in good time before the expiry of the policy or notified that renewal is not being invited. Unless you advise otherwise, renewals are invited on the basis that there have been no changes in the risk or cover required, other than those specifically notified to us or your insurers (see the “Your Duty to Provide Information” and “Fair Presentation of Risk” sections) It is very important that you check the information provided at renewal to confirm it remains accurate and complete. If any of the information is incorrect or if your circumstances have changed, you should contact us immediately so we can update your details.

Mid-Term Transfer or Change of Agency

When we are appointed to service insurance policies other than at their inception or renewal and which were originally arranged via another party, we shall not be liable during the current insurance period for any loss arising from any errors or omissions or gaps in your insurance cover or advice not supplied by us.

Should you have any concerns in respect of a policy, which has been transferred to us, or if you require an immediate review of your insurance arrangements, we reserve the right to charge an appropriate fee if the work involved is outside of the usual remit. This fee would be advised to you as soon as possible, usually in advance.

Notification of Incidents/Claims

For motor claims, please call us directly on 0345 017 9962.This service is operated 24 hours a day and operated on our behalf by Winn Accident Management & Solicitors. If an accident is not your fault, they will deal with your claim directly against a third party. Please refer to the Legal Fees section.

For all other classes of business, please refer to the policy and documentation we sent you specifically.

It is essential that you notify us immediately of all incidents which may result in a claim under your insurance policy whether you believe you are liable or not. Any letter or claim received by you must be passed to us immediately.

Legal Fees Service

If you have purchased this valuable extra service and you are involved in an accident that is not your fault, this service can assist you with the recovery of uninsured losses and cover you for legal fees up to £100,000. This may include a replacement vehicle whilst yours is off the road being repaired, compensation for any personal injury sustained and the recovery of associated costs. If you have not purchased cover, you can still benefit from using our claims service in the same way, However, an "after the event insurance policy" will need to be purchased and a deduction of 25% from any personal injury claim will be made to cover legal and running costs. Full details will be provided should you need to use this service. Third-party insurance details must be obtained. This service is operated on our behalf by "Winns Accident Management & Solicitors" and they shall be responsible for the final decision of acceptability. For all other insurance classes, legal cover may be available for an additional cost. Full details are available on request

How We Hold Your Money

Any money we receive and hold on behalf of our clients, such as premium payments and premium refunds, will be held by us on behalf of the insurer with whom we arrange your policy as their agent. This means that when we have received your cleared premium, it is deemed to have been paid to the insurer. Occasionally we do not have such arrangements with an insurer, and (in those cases) we will discuss with you how to proceed. All client monies, including yours, will be held in a trust account, the purpose of which is to protect you in the event of our financial failure. We hold all client monies with an approved bank, in a Non-Statutory Risk Transferred/Insurer Money Trust account in accordance with the FCA client money rules. No interest earned on these monies received will be remitted to you.

Third Party Rights

Unless otherwise agreed between us in writing, no term of this Terms of Business is enforceable under the Contracts (Rights of Third Parties) Act 1999.

General

This Agreement, which sets out our Terms of Business with you, will be governed by and construed in accordance with English Law. If any provision of these Terms is found to be invalid or unenforceable in whole or in part, the validity of the other provisions of these Terms and the remainder of the provision in question will not be affected. These Terms shall be governed by the laws of England and Wales and the parties agree herewith that any dispute arising out of it shall be subject to the exclusive jurisdiction of the relevant court. These Terms supersede all proposals, prior discussions and representations (whether oral or written) between us relating to our appointment as your agent in connection with the arranging and administration of your insurance. These Terms constitute an offer by us to act on your behalf in the arranging and administration of your insurance. In the absence of any specific acceptance communicated to us by you (whether verbal or written) you are deemed to accept our offer to act for you on the basis of these Terms, by conduct, upon your instructing us to arrange, renew or otherwise act for you in connection with insurance matters.

Terms of Business (before 1st Oct 2023)

Who are we?

City Insurance Group is an Independent Insurance Intermediary, and is a trading style of City Broking Ltd ( No 7184645) Registered in England and Wales.
Registered Office: 88/89 High Street, Winchester. SO23 9AP England. No shares in the company are held by insurers. Authorised and Regulated by the Financial Conduct Authority (No 520574). You can check this on the FCA's register by clicking here or calling them on 0800 111 6768.

What we do

In most matters we act on behalf of our clients, advising on and arranging insurance for both individuals and businesses (other than for the collecting and holding of premiums, in which instance we are acting on behalf of the insurer). We will advise and make a recommendation for you after we have assessed your needs. Quotations provided will be based on a fair analysis of the market (offering policies for a range of insurers) with the exception of travel insurance purchased in isolation, for which we use a limited number of markets: Sunworld, PJ Hayman and Ageas Insurance.

Your duty of care

Your insurance is based upon the information provided to us and the insurance company. You must ensure that all such information is complete and accurate, and that all questions have been answered honestly and to the best of your knowledge. If you make a misrepresentation to us or your insurer (either deliberately or carelessly) this could result in your policy being cancelled with charges applying and/or cover being invalidated, and potentially lead to a claim being unpaid.

Client monies

Prior to your premium being forwarded to the insurer, and for your protection, we hold your money as agent of the Insurer (in which case your policy is treated as being paid for). Occasionally we do not have such arrangements with an insurer, and (in those cases) we will discuss with you how to proceed. No interest earned by us on these monies received will be remitted to you.

Legal fees service

If you have purchased this valuable extra service and you are involved in an accident that is not your fault, the service can assist you with the recovery of uninsured losses and cover you for legal fees up to £100,000. This may include a replacement vehicle whilst yours is off the road being repaired, compensation for any personal injury sustained and the recovery of associated costs. If you have not purchased cover you can still benefit from using our claims service in the same way, However an "after the event insurance policy" will need to be purchased and a deduction of 25% from any personal injury claim will be made to cover legal and running costs. Full details will be provided should you need to use this service. Third party insurance details must be obtained. This service is operated on our behalf by "Winns Accident Management & Solicitors" and they shall be responsible for the final decision of acceptability. For all other insurance classes legal cover may be available for an additional cost. Full details are available on request

New policies/renewal & amendment charges

In addition to premiums charged or returned by insurers we do charge up to 25% of the premium plus a £35 policy fee. We reserve the right for bespoke and/or non-standard quotes to make higher charges. You will be advised of any charges prior to accepting cover. Premiums shown on our web site will be inclusive of our charges that may include discounts from time to time. Fees and charges are not refundable. The charges form part of our earnings to be able to offer professional advice and a selection of quality products in a highly competitive regulated market.

Remuneration

Our remuneration is based upon commission received from insurers which is based on a percentage of the premium which you pay. Where premium finance is taken we will receive a commission which is a percentage of the total amount financed. For any claims handling and processing by our partner Accident Management Companies we may receive a commission based on legal and professional services provided.

Cancellation of your insurance

If your policy is cancelled within 14 days after receipt of the policy document, there will be a charge made by the insurer (please refer to the insurer's Insurance Product Information Document) and a charge made by us of £50.00 whether cover has started or not. Should you, or we, cancel your policy after the 14-day cooling off period, your insurer may charge short period rates for the time on cover plus their charges (refer to your insurer’s policy wording for full details). Any amount returned to you or being returned to the finance provider (if paying by instalments) will be net of a 15% claw-back charge and our fee of £75.00.

If during your application or subsequent validation process your policy has to be cancelled by us (whether cover has started or not) due to incorrect information being provided or undisclosed information with-held, we will charge £75.00 in addition insurer charges. We need to validate answers for anti-fraud measures and to ensure you are correctly covered. Key information checked by us and Insurers;

• identity failure, we will need immediate proof you live where you stated in the application
• claims/conviction history.

A charge of £95.00 will apply if you fail to reply to requests for information and we have cancelled your policy following a seven-day cancellation notice. We may elect to make your policy Null and Void from inception.

Cancellation notices will be sent to the last known email address that you provided. In the absence of an email address we will write to your last known address.

If a claim is made against the policy at any time and deemed to be fault (a claim against the policy where your insurer will make a payment to you or a third party and they are unable to make a recovery of their outlay) the premium must be paid in full and or if you are paying by instalments the payments must be continued until the loan is paid in full. No refund of premiums will be allowed. Your insurers reserve the right to deduct un-paid premiums from your claims settlement.

If you have a claim

If you need to make a claim or report an incident, please call the claims line number we gave you with your documents. For Motor claims, please call 0345 017 9962.

Complaints

It is our intention to provide you with the highest level of customer service at all times. In the unlikely event that you feel we have not met these standards please contact the Branch Manager either verbally or in writing. You may be entitled to refer the matter subsequently to the Financial Ombudsman Service, They can be contacted on 0300 123 9123 or 0800 023 4567 or web address - www.financialombudsman.org.uk/ Your legal rights will not be affected.

Financial Services Compensation Scheme

We are covered by the Financial Services Compensation Scheme (FSCS) and therefore you may be entitled to compensation from the FSCS if we should be unable to meet our obligations. This depends on the type of business and the circumstances of the claim. For most types of insurance, advising and arranging is covered for 90% of the claim, without upper limit. Further information about compensation scheme is available from the FSCS by phone (0800 678 1100) or via their website www.fscs.org.uk/

Privacy Notice

In accordance with the General Data Protection Regulation and related UK data protection legislation, we are committed to protecting the confidentiality and security of the information that you provide to us.

This Privacy Notice is designed to help you understand how we collect and use your information.

We may collect information from you about other people, for example, family members who may drive your car or who may be included on a travel or household insurance policy. If you give us information about another person it is your responsibility to ensure and confirm that:

• you have told the individual who we are and how we use personal information, as set out in this Privacy Notice; and
• you have permission from the individual to provide that personal information to us and for us to use it, as set out in this Privacy Notice.

If you have any questions or queries about this policy please contact us.

Who we are

City Insurance Group (also referred to in this Notice as “we", "us", or "our") means City Insurance Group.

How to contact us:

For any questions or concerns relating to this Privacy Notice or our data protection practices, or to make a subject access or any other request regarding the information we hold, please contact us at:

City Insurance Group
88/89 High Street
Winchester
Hants
SO23 9AP

Tel: 01962 844 848; email: info@cityinsurance.co.uk
Website: www.cityinsurance.co.uk

Why we need and how we use your personal information

We only collect, use and store your information where we have lawful grounds and legitimate business reasons to do so.

We collect, use and store your personal information in order to fulfil requests for quotes, products and services as part our insurance broking, claims handling and risk management business. It may also be used to verify your identity, to administer payments and to enable us to carry out anti-money laundering and other financial crime checks where required. If you pay by instalments your information may also be used to arrange credit.

The use of your data is essential for us to check your identity, to enable you to enter into an insurance contract and for the insurance to operate (in the event of a claim, for example). We may also use it to keep our records up to date, to notify you about changes to our service and to help us in developing new products and services.

If you do not provide the information required we are unlikely to be able to arrange your insurance and may not be able to provide certain services to you.

We may monitor calls, emails, text messages and other communications with you. When you contact us we may keep a record of that correspondence and any information provided to us during that or any subsequent communication.

Marketing

We would like to keep you updated about our relevant products and services by email, Post, SMS and/or telephone. If we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes we will only do so with your consent, if necessary. Your consent will be obtained specifically at the appropriate time.
If you have already consented and wish us to stop using your information for this purpose or any other purpose then please contact us.

Nature of personal information

Personal data is any information that may identify a living individual.
We collect personal information such as name, contact details, date of birth, gender, marital status, financial details, employment details and other personal details depending on the nature of the insurance and other services we offer.

We may collect, use and store sensitive personal information such as criminal convictions and medical conditions as necessary in relation to insurances such as motor, home, travel and health insurance. This information may be shared with insurers, insurance product providers and our third party service providers. Where necessary, we shall obtain your consent to the processing of such information.

Sharing information

We will only supply your personal information to other parties where such a transfer is a necessary part of the activities that we undertake, where you give us consent or where we are required to do so by law or regulation (e.g. where the disclosure is necessary for the purposes of the prevention and/or detection of crime).

As an intermediary we must disclose personal information to insurance companies, underwriting agencies, business partners and other parties in order to provide our products and services and to enable you to enter into insurance contracts. Examples of other parties include other insurance intermediaries, loss adjusters, regulatory bodies, legal and accountancy firms involved in the claims handling process. We may also share your personal information with fraud prevention agencies such as the Claims and Underwriting Exchange Register and Motor Insurance Anti-Fraud and Theft Register. We may pass information relating to your insurance policy and any incident to the operators of these registers, their agents and suppliers, For motor insurance we share it with the Motor Insurance Database (MID) which may be used to establish whether a driver is insured to drive a vehicle and/or for preventing or detecting crime. If you are involved in an accident in the UK or abroad, the MID may be searched to obtain relevant policy information. You can find out more at https://www.mib.org.uk

We may also disclose your information to service providers engaged to perform services on our behalf. Such service providers are contractually restricted from using or disclosing the information we give them except as necessary to perform services on our behalf or to comply with legal requirements.

We only share your information if we are satisfied that our partners or suppliers have sufficient measures in place to protect your information in the same way that we do.

We may also disclose personal information to new owners of our business in the event that we are subject to a merger or acquisition. Disclosure may also be made to enable company audits, regulatory inspections or to investigate a complaint, suspicion of fraud or a security threat.

We never share your information outside our organisation for marketing purposes.

You understand that we may disclose the information you provide to relevant other parties for the purposes described in this Notice.

Transfer of personal data outside the UK

Certain personal information held on our Information Technology systems may be transferred across geographical borders in accordance with applicable law. By providing us with your information, you consent to the collection, international transfer, storage, and processing of your information. These transfers are governed by European Union (EU) standard contractual clauses or equivalent data transfer agreements to protect the security and confidentiality of personal information.

How long we keep information about you

We will keep your information for as long as it is required to enable us to provide quotations, administer your insurances, offer renewal and respond to any claims or complaints (which may arise after the period of insurance has expired). This will usually be a minimum period of seven years or otherwise as determined by law or regulation. Once we decide that we no longer need your information it will be securely and confidentially destroyed.

Your data protection rights

You have certain legal rights under UK data protection law and regulations, summarised as follows:

• The right to be informed about our data processing activities, including through Privacy Notices such as this.
• The right of access to the personal information we hold about you. To request a copy of this information you must make a subject access request in writing to us.
• The right of rectification. You may ask us to correct any inaccurate or incomplete data within one month.
• The right to erasure and to restrict processing. You have the right to have your personal data erased and to prevent processing except where we have a legal obligation to process your personal information. You should bear in mind that by exercising this right you may hinder or prevent our ability to provide products and services.
• The right to data portability. On your request, we will provide you with your personal data in a structured format.
• The right to object. You have particular rights in relation to automated decision making and profiling to reduce the risk that a potentially damaging decision is taken without human intervention. You can object to your personal data being used for profiling, direct marketing or research purposes.

If you want to invoke any of these rights please write/email to us at the address shown above.

Withdrawal of consent

Where you have provided your specific consent to the use of personal data, you may withdraw that consent by contacting us at the address shown above.

How to make a complaint

If you wish to make a complaint about how we hold or use your data, please contact us at the address shown above.

If you are dissatisfied with how we deal with your complaint, you may contact the Information Commissioner's Office:
The Information Commissioner Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF; Phone: 08456 30 60 60 Website: https://ico.org.uk

Information from other sources

We may use legal public sources such as the electoral roll and other third party sources such as credit reference agencies to obtain information about you, for example to verify your identity or check your credit history.
We also obtain information about you from credit reference agencies and similar third parties. Some personal information may be provided to us by third parties such as insurance companies, other insurance intermediaries and motor vehicle licensing authorities. In some cases you will have previously submitted your personal information to them and given them approval to pass this information on for certain purposes.

Such information will only be obtained from reputable sources which operate in accordance with the General Data Protection Regulation.

We and/or other parties may use your information for purposes such as statistical and trend research and analysis which may include computerised processes which profile you. Automatic profiling helps us understand, predict and forecast customer preferences and to improve the products and services we offer and to assess which products might be most suitable for you.

Data Protection/Fair Obtaining Notice

This notice explains how we may use the details you provide us with. You should show this Data Protection Notice to anyone covered or proposed to be covered under your policy/prospective policy.

By proceeding with your application for motor insurance and providing us with the information we request in that connection, you authorise us to use your data, including sensitive personal data, in accordance with this Data Protection Notice and to pass the data to suppliers, insurers and third parties for the purposes set out in this Data Protection Notice. You also confirm you have gained the consent of any named drivers for their data to be used as set out below.

How your data will be used

Your data will be used for insurance underwriting purposes i.e. to examine the potential risk in relation to your prospective policy and for anti-fraud purposes i.e. to detect and prevent fraudulent claims and/or activities.

Your Driving Licence Number ("DLN") and that of any named driver will be checked against the DVLA database to confirm the licence status, driving entitlement and relevant restrictions and any endorsements/convictions. Searches may be carried out prior to the date of the insurance policy and at any point throughout the duration of your insurance policy including at the mid-term adjustment and renewal stage.

A search of the DLN against the DVLA database should not show a footprint against your (or another relevant person’s) driving licence.

How your data will be processed

Your personal data will not be used for marketing. It will only be shared within organisations involved with the administration of your insurance policy or as otherwise set out in this Data Protection Notice.

For further information about disclosing your Driving Licence Number, see: https://www.mylicence.org.uk/

For details relating to information held about you by the Driver and Vehicle Licensing Agency ("DVLA") please visit https://www.dvla.gov.uk

Other Important/Useful information

How you can deal with us

On the phone number we would have supplied you with when you bought the insurance. You can visit our branches in the south of England. You can also e-mail us you're your enquiry's to info@cityinsurance.co.uk

Whose policies do we offer?

For the majority of the policies we sell we deal with a range of insurers. In some circumstances we offer the policies of a limited number of insurers or a single insurer. A list of all the insurers we deal with is available on request.

At renewal

We will write to you giving you notice of renewal, we will undertake a review of other insurers that might be more competitive and this will be based on the information we took from you when you first bought cover. You will need to check this information to ensure it meets your current needs and demands.

Monthly payments by direct debit

Annual premiums can be paid by direct debit, full details will be provided prior to purchase depending on the policy type and whether the policy was bought through our website or by phone or in person. Full details are available on request.

Other monthly payments

In some circumstances annual policies may be paid for by monthly payments in cash or by cheque or credit card. For full details of the terms and conditions and fees, please ask. Availability is subject to status. A deposit is required. Quotations given on request.

Important: our right to cancel your insurance

You are reminded that it is a term of any instalment plan we arrange on your behalf including Consumer Credit Agreements that you authorise us, as your agent, to instruct the insurers to cancel your insurance. This will be invoked if any monthly direct debit or instalment payment, or any other amount due under those agreements, is in arrears and not paid on time.

Telephone calls

Call may be recorded and monitored

Intellectual Property

All intellectual property without limitation from this website including the copyright, trademarks and all other intellectual property rights in all pages are owned by or licensed to City Insurance Group. Such material may not be used in any manner, for the avoidance of doubt, copied sold, distributed, published or reproduced in any way without prior written consent of City Insurance Group.

Accessibility

We do our utmost to provide uninterrupted access to this Website, but access may be suspended, restricted or terminated from time to time. We shall not be liable, for any reason, if the website in unavailable for any period. We reserve the right to change, modify, substitute, suspend or remove without notice any information, service or content on this website. We cannot warrant that this site will be free of viruses or defects of any description and we will not be held responsible for any technical problems you may suffer as a result of your use of this website. The same applies to other website's which link to or from this website. Any material and or data downloaded from this website or any of the websites mentioned is your responsibility.

Applicable law

English law applies to your relationship with us. Similarly, unless you and your insurer agree otherwise, English law applies to your relationship with your insurer and your insurance contract.

Who Is this Information Directed At?

The pages on this website are only directed at United Kingdom residents and comply with appropriate UK legislation and regulation.