Data Protection Statement
This privacy statement/notice tells you how we use your information and confirms that your Data Controller is Allianz p.l.c. (“we”, “us”, “our”), Allianz House, Elmpark, Merrion Road, Dublin 4 D04 Y6Y6. Email: info@allianz.ie. Our branch trading address is Allianz p.l.c., 3 Cromac Quay, The Gasworks, Ormeau Road, Belfast, BT7 2JD. Email: info@allianz-ni.co.uk. Our Data Protection Officer is contactable at: DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz p.l.c., Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6.
This privacy statement/notice tells you how we use your information and confirms that your Data Controller is Allianz p.l.c. (“we”, “us”, “our”), Allianz House, Elm Park, Merrion Road, Dublin 4 D04 Y6Y6, Ireland. Email: info@allianz.ie. Our branch trading address is Allianz p.l.c., 3 Cromac Quay, The Gasworks, Ormeau Road, Belfast, BT7 2JD, Email: info@allianz-ni.co.uk. Our Data Protection Officer is contactable at: DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz p.l.c., Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6, Ireland.
1. What Personal Information We Collect
Type of Information
The type of information we collect and use will differ depending on the type of product or service you have with us but includes (please note that this is not an exhaustive list):
Name, address, date of birth, policy numbers, contact details (mobile number and email address for customer identification and digital communication purposes), marital status, national insurance number (or any other relevant tax identification numbers) (if required by legislation), occupation, employment details, gender, insurance requirements including details about your home or vehicle, years of residency in the UK, driving licence details, marketing preferences and renewal dates of policies with other insurers, claims history, bank and payment card details, records of payments and arrears, VAT and other relevant tax numbers, CCTV footage, membership status of any relevant bodies, penalty point information and Road Traffic offences, telematics data, dashboard camera video footage, credit score and on-board vehicle diagnostics information. Further details of information we collect can be found under specific headings in this Data Protection Statement.
Other People’s data:
As well as collecting your personal data, we may also use personal information about other people, for example, family members you wish to insure on a policy, dependents (where relevant for suitability purposes), insured persons (where different from the applicant/policyholder) family health history of insured persons, limited personal information about trustees/beneficiaries (where policies are under trust), executors, nominated representatives and attorneys (under power of attorney).
If you are providing personal information about another person in paper or electronic format or video we require you to let them know what information you've shared with us, share this data protection notice with them and ensure that they have given you permission to provide this information to us. If you or they have any concerns please ask them to contact us in one of the ways described in this notice. Special categories of data of other’s people will be processed solely if they are necessary for the provisions of a policy of insurance and for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Sensitive information
We may ask for health information or details of past or pending offences, unspent criminal convictions or other sensitive information about the person who is being insured, their family members or any other persons associated with the insurance policy. We recognise the sensitivity of collecting this information, so we will only ask for it to arrange, manage or administer an insurance contract, handle claims, or prevent fraud. Where we process health data for the purpose of a policy of insurance we will take suitable and specific measures to safeguard the fundamental rights and freedoms of individuals.
Given the fact that data relating to criminal and health convictions is particularly sensitive information, we only collect and use such data as follows:
Purpose: Unspent criminal conviction data is collected and used for the purposes of obtaining/providing quotes and handling any complaints you may have.
Basis: Performance of a contract under which we provide insurance services and assisting in the administration of a contract (the insurance policy); Consent (where another person provides your criminal conviction data to us so that we can provide them with a quote); and to take steps at your request before entering into a policy (e.g. obtaining/providing a quote)
Purpose: Health data is used for the purposes of obtaining/providing quotes, providing and/or submitting a proposal for insurance and providing insurance services to assist in the administration of a policy including any complaints you may have.
Basis: Data Protection law permits us to use health data where we need to and where it is proportionate for the purposes of a policy of insurance.
We may also need to use your health and/or criminal data for the purposes of establishing, exercising or defending legal rights, including in connection with claims or proceedings and where authorised by law.
You do not have to provide us with any personal information, however, should you be unable to provide us with the required personal data, we will be unable to provide you with a quote, insurance or process a claim that you make.
2. How we collect your personal information
We may collect personal information about you from: you; your named driver (if you are purchasing or renewing a motor policy); joint policyholder; our intermediaries, your broker (or other representative), insured persons (where different from the applicant/policy owner); when you visit one of the Allianz Group websites (where you are purchasing or renewing a policy) or through cookies and other similar technologies when you visit our website or download and use one of our apps; when you visit a website aggregator; insurance industry databases and other commercial databases; third parties involved in a claim (including a claimant, private investigators engaged by us, witnesses, solicitors, health practitioners, medical representatives and independent experts); from public authorities; communicating with us via social media platforms; requesting any information from us; other people who live with you in an insured property (if you are purchasing or renewing a home insurance policy); your agents, attorneys (under powers of attorney), nominated representatives (including health practitioners and medical representatives) and other third parties relevant to you and/or the policy, including your legal advisers; publicly available information including social media websites and online content, newspaper articles, TV, radio and other media content, court judgements; telephone calls, which we may record, analyse or monitor for insurance, regulatory, training and quality purposes; other records within Allianz if you have or have had other insurance policies with or sought a quote from us or another Allianz company or third party claims; the Insurance Fraud Bureau who operate a confidential phone line (cheat line for individuals who report suspect fraud); and credit referencing agencies (including but not limited to County Court Judgments and details from the electoral register).
Where you provide personal data relating to any person under the age of 16 years (“child”), Allianz will seek to verify that you are the parent/guardian of such a child. This is to ensure that you can authorise the processing of personal data relating to that child in order for Allianz to provide the insurance, deal with a complaint or claims.
3. How we use your personal information
Purpose: to obtain/provide a quote, for underwriting and pricing an insurance policy including making a decision as to whether we can provide you with cover and at what price; and to investigate, validate, arrange, handle, manage or administer a claim which you or another person makes in relation to your insurance policy.
Legal Basis: Legitimate interest in managing our business; for the performance of a contract under which we provide insurance; and in order to take steps at your request prior to entering into a contract of insurance.
Purpose: To provide you with insurance cover, administer and process your insurance policy, including dealing with any queries or changes, payments, renewals and processing a cancellation of your policy; make payments to you or receive payments from you; provide you with services such as breakdown assistance; and processing of any complaints; and maintain and store records on our computer systems.
Legal Basis: For the performance of a contract under which we provide insurance.
Purpose: To verify your identity.
Legal Basis: In order to take steps at your request prior to entering into a contract of insurance; for the performance of a contract under which we provide insurance; to comply with legal obligations.
Purpose: To carry out financial sanctions checks and prevention of financial crime.
Legal Basis: For the performance of a contract under which we provide insurance; in order to take steps at your request prior to entering into a contract of insurance; to comply with legal obligations; and public interest.
Purpose: To comply with laws and regulations provide repository policy information in respect of new and renewed employer’s liability insurance policies.
Legal Basis: To comply with legal obligations.
Purpose: To provide repository policy information in respect of new and renewed employer’s liability insurance policies to assist claimants to effectively and efficiently trace the relevant insurer to the Employers’ Liability Tracing Officer.
Legal Basis: To comply with legal obligations.
Purpose: For marketing purposes, market research, customer satisfaction surveys, and data analytics including profiling, to develop and enhance our service and products, the customer relationship and journey as part of our business strategy; for management information purposes including portfolio assessment, risk assessment, performance reporting and management reporting; for a proposed portfolio transfer, reorganisation, transfer, disposal or other transaction relating to our business; Managing our business effectively (e.g. with third party service suppliers); for audit purposes and managing our legal affairs including exercising our legal rights and defending claims; to maintain arrangements we have with reinsurers; for quality purposes; to manage our IT security and network; to carry out statistical analysis and reporting to help improve services and products; staff training in how to perform their duties and provide a better service to you; monitor recorded customer calls to assess our staff’s customer service; provide online services; and to enhance our applications and product offerings.
Legal Basis: Legitimate interest in managing our business; to better understand our customers; improve product and/or service enhancement; and monitor and assess business performance.
Purpose: To detect and prevent fraud.
Legal Basis: For our legitimate interest in managing our business; in order to take steps at your request prior to entering into a contract of insurance; for the performance of a contract under which we provide insurance; and to comply with our legal obligations.
If you are purchasing a policy, we also use certain information and consult certain databases as follows:
Information Used: Driving Licence Number.
Purpose: to validate your driving licence number with the relevant authority; to validate the number of penalty points disclosed by you.
Processing is necessary: in order to takes steps at your request prior to entering into the policy or for the performance of your policy.
Information Used: logging of any new claims notifications and any claim settlement for damage and injury.
Purpose: to confirm your personal data and verify claims information and/or for prevent and detecting crime and fraud through the Claims and Underwriting Exchange Database.
Processing is necessary: for our legitimate interest in managing our business.
Information Used: vehicle registration number.
Purpose: If you have a motor insurance policy, your details will be added to the Motor Insurance Database managed by the Motor Insurers’ Bureau ("MIB"). MID data may be used by the DVA for the purpose of Electronic Vehicle Licensing and by the Police Service for Northern Ireland (PSNI) for the purposes of establishing whether a driver's use of the vehicle is likely to be covered by a motor insurance policy and/or for preventing and detecting crime. If you are involved in an accident (in the UK or abroad), other UK insurers and the MIB may search the MID to obtain relevant policy information. Persons pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on the MID.
Processing is necessary: to comply with legal obligations.
4. How we share your personal information with others
We may share your personal information with: the Allianz Group, our agents, third parties who provide services to us (engineers, repairers, motor assessors, loss adjustors, expert appraisers, expert witnesses etc.), your intermediary and other insurers (either directly or via those acting for the insurer such as loss adjusters or investigators); providers of essential services (e.g. telecommunications, postal/courier providers, IT service providers, software providers, payment processor); other third parties involved in administering your contract; regulatory bodies and law enforcement bodies, including an Garda Siochana and PSNI (for example, where we are required to do so to comply with a relevant legal or regulatory obligations); reinsurers who provide reinsurance to Allianz (reinsurers will use your data to decide whether to provide reinsurance cover, assess and deal with reinsurance claims and to meet legal obligations; they will keep your data for the period necessary for these purposes and may need to disclose it to other companies within their group, their agents and third party service providers, law enforcement and regulatory bodies); witnesses to any accidents/incidents to which you are involved; any party you have given us permission to speak to (e.g. your representative, a relative or a friend); any party named under your insurance policy; industry and trade bodies; and claimants and their legal or medical representatives.
The personal information you provide may be used by us and shared with other insurers as well as certain statutory and other authorised bodies for anti-fraud purposes: other insurance companies to confirm information provided (including where you are purchasing a motor insurance policy, for the purposes of validating any No Claims Discount) and to safeguard against non-disclosure and help prevent fraudulent claims; public bodies and the PSNI and other law enforcement agencies; the Motor Insurance Anti Fraud and Theft Register (MIAFTR) and the Insurance Fraud Bureau, Claims and Underwriting Exchange Register (CUE) which are run by the MIB, to prevent and detect fraud;; the Motor Insurers’ Bureau (MIB) to assist in preventing or detecting theft and fraud and to pay claims; private investigators, tracing debtors or beneficiaries, recovering debt, managing your accounts and/or insurance policies; vehicle history check suppliers/ databases to protect our customers, inform our acceptance criteria and assist in claims investigations; and other fraud prevention, ID verification databases available in the insurance industry and publicly available information to detect or prevent possible criminal activity or fraud. If you have a motor policy, your personal details will be added to the Motor Insurance Database (MID) managed by the MIB, MID data may be used by the DVA for the purpose of Electronic Vehicle Licensing and by the PSNI for the purpose of establishing whether a driver’s use of the vehicle is likely to be covered by a motor insurance policy and/or for preventing and detecting crime. If you are involved in an accident (in the UK or abroad), other UK insurers and the MIB may search the MID to obtain relevant policy information. Persons pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on MID. You can find out more on www.mib.org.uk
We will use your personal information to detect and prevent fraudulent practices and fight financial crime to meet our regulatory responsibilities. If you purchase a product from our website or other Allianz sales channel, we will also ask you for payment details. We need this information so we can process the payment associated with any product purchased. We collect information to help us improve our products and services and let people know about products and services that we believe will be of interest to them. This may be through a range of channels including via email, online advertising or social media. We will always do this in accordance with marketing preferences provided.
Where we obtain data from the above sources, the categories we obtain will be personal data or claims information relating to insurance profiling, claims handling and fraud prevention. We may need your consent for the processing of certain data and in these cases, we will inform you of such processing and the reason for this at the time consent is captured.
Protecting Information Outside the European Economic Area
Your personal data may be transferred to and/or accessed from a country outside the European Economic Area (“EEA”). We will always take steps to ensure that any transfer of information outside the EEA is carefully managed to protect your privacy rights. Such transfer/access within the Allianz Group will be covered on the basis of the Allianz Group binding corporate rules (BCRs) known as the Allianz Privacy Standard (APS) which contractually obliges each member to ensure that your personal information receives an adequate and consistent level of protection wherever it is transferred within the Group. Where we transfer your data to a non-Allianz Group member or other companies providing us with a service, we will obtain contractual commitments and assurances from them to protect your personal information. These assurances are well recognised certification schemes like Standard Contractual Clauses. We will only transfer your personal information to countries which are recognised as providing an adequate level of legal protection or where we can be satisfied that alternative arrangements are in place to protect your privacy rights. Any requests for information we receive from law enforcement or regulators will be carefully validated before personal information is disclosed.
Representation
If you provide information about someone else, such as an additional insured, we will endeavour to provide this Data Protection Statement to them. Where it is not possible to do so, you must make them aware of this Data Protection Statement and the terms of the insurance (including changes to the terms or processing activities) and encourage them to read this Data Protection Statement to find out more.
Online Information
When you visit the www.allianzni.co.uk website, we may record information about your computer or mobile device, including hardware and software used, general location, when and how you interact with our websites. This information is used to note your interest in our websites and improve customer journeys.
How long we keep your personal information
We will keep your personal data only for as long as it is required for your insurance contract, to handle claims and to comply with our legal and regulatory obligations as documented in our Records Management Policy. For the majority of policy data, this is seven years after the end of that transaction. If you do not accept a quote or complete an application for an insurance policy, your data will be kept for fifteen months and processed in line with this Statement. When a potential claim or actual claim is taken out on a policy, we hold details around this claim until a full and final settlement has been agreed. In most cases this should be seven years after the final settlement date or where a child was involved the later date of seven years after the child has turned eighteen or the settlement date. In certain cases, we are obliged to hold onto records for longer periods and we do so in line with our legal responsibilities. For more information on our data retention policies please refer to the “Contacting Us” section below.
Your rights in relation to your personal information
You have the right to request a copy of your personal data, and to have incorrect personal data about you corrected. You also have the right to object, to withdraw your consent for the processing of your personal data, have your personal data erased, or the processing restricted. Please note that withdrawing consent and requests for restriction/erasure may affect our ability to provide you with a contract of insurance. Some of the above rights are subject to limitations in order for us to comply with a number of legal and regulatory obligations. You have the right to data portability for insurance purposes (contact dataprotectionofficer@allianz.ie). You also have the right to lodge a complaint with the Data Protection Commissioner. For further information, please see the section “Contacting Us” below.
Automated decision making
As part of the provision of your insurance contract, including at quotation stage, Allianz may use automated decision-making. This means that we may use an automated underwriting model which uses your personal data to evaluate, analyse or predict the performance of your contract of insurance. Premiums are calculated according to the risk of loss, with the risk ascertained on the basis of profiling by way of a pricing tool and system. This avoids unfair discrimination. Certain motor policies also use Telematics (Allianz Safe Driver App) where driving behaviour is used to measure driving performance and to determine the nature and level of the risk associated with your insurance policy. In these cases, suitable safeguards are in place and you have the right to human intervention to express your interests and contest automated decisions. If you are making a claim, we may use profiling and other forms of automated processing to assess if your claim may be fraudulent and we may use your sensitive information, to carry out this assessment. For example, we may use your unspent motoring convictions for motoring insurance. We use automated decision making as it is necessary for entering into, or performance of your insurance policy between you as the data subject and Allianz as data controller, and other uses such as those authorised by law.
In the event that profiling determines you have a high risk profile, we may not be able to offer you an insurance policy. If you wish to review an automated decision with Allianz, please contact us on dataprotectionofficer@allianz.ie.
Up to date information
In order for us to keep your information accurate and up to date, please contact Allianz or your insurance intermediary (where applicable) if any of your details change. For contact details, please see “Contacting Us” below.
Direct Marketing
If your chosen preference is to receive marketing, we may contact you by email, SMS, phone or post to send you Allianz p.l.c. branded/co-branded information on special offers, competitions, vouchers and products. If you no longer wish your information to be used for marketing purposes please write to us at Allianz plc, 3 Cromac Quay, The Gasworks, Ormeau Road, Belfast, BT7 2JD, or e-mail us at info@allianz-ni.co.uk.
Contacting Us
If you have any questions about how we use personal information, or if you want to exercise your rights stated above, please contact our Data Protection Officer by either emailing, DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz p.l.c., Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6, Ireland.
If you have a complaint or concern about how we use your personal information, please contact us in the first instance and we will attempt to resolve the issue as soon as possible. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner at any time. The details of the Data Protection Commission are as follows:
Data Protection Commission
21 Fitzwilliam Square S,
Dublin 2
D02 RD28
Telephone: +353 (0)761 104 800 or +353 (0)57 868 4800
Email: info@dataprotection.ie
Fax: +353 57 868 4757
This statement was last updated October 2021
We may amend this Statement from time to time, in whole or in part, at our discretion. The latest version of this document will always be available at www.allianzni.co.uk and will take effect on the date that it is updated.
Please review this Data Protection Statement periodically to ensure you remain informed.
Data Protection Statement – Allianz p.l.c. Fair Processing Notice
This privacy statement/notice tells you how we use your information and confirms that your Data Controller is Allianz plc (“we”, “us”, “our”), Allianz House, Elm Park, Merrion Road, Dublin 4 D04 Y6Y6, Ireland. Email: info@allianz.ie. Our branch trading address is Allianz p.l.c., 3 Cromac Quay, The Gasworks, Ormeau Road, Belfast, BT7 2JD, Email: info@allianz-ni.co.uk. Our Data Protection Officer is contactable at: DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz p.l.c., Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6, Ireland.
1. What Personal Information We Collect
Type of Information
The type of information we collect and use will differ depending on the type of product or service you have with us but includes (please note that this is not an exhaustive list):
Name, address, date of birth, policy numbers, contact details mobile number and email address for customer identification purposes), marital status, national insurance number (or any other relevant tax identification numbers) (if required by legislation), occupation, employment details, gender, insurance requirements including details about your home or vehicle, years of residency in the UK, driving licence details, marketing preferences and renewal dates of policies with other insurers, claims history, bank and payment card details, records of payments and arrears, VAT and other relevant tax numbers, CCTV footage, membership status of any relevant bodies, penalty point information and Road Traffic offences, telematics data, dashboard camera video footage, credit score and on-board vehicle diagnostics information. Further details of information we collect can be found under specific headings in this Data Protection Statement.
Other People’s data:
As well as collecting your personal data, we may also use personal information about other people, for example, family members you wish to insure on a policy, dependents (where relevant for suitability purposes), insured persons (where different from the applicant/policyholder) family health history of insured persons, limited personal information about trustees/beneficiaries (where policies are under trust), executors, nominated representatives and attorneys (under power of attorney).
If you are providing personal information about another person in paper or electronic format or video we require you to let them know what information you've shared with us, share this data protection notice with them and ensure that they have given you permission to provide this information to us. If you or they have any concerns please ask them to contact us in one of the ways described in this notice. Special categories of data of other’s people will be processed solely if they are necessary for the provisions of a policy of insurance and for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Sensitive information
We may ask for health information or details of past or pending offences, unspent criminal convictions or other sensitive information about the person who is being insured, their family members or any other persons associated with the insurance policy. We recognise the sensitivity of collecting this information, so we will only ask for it to arrange, manage or administer an insurance contract, handle claims, or prevent fraud. Where we process health data for the purpose of a policy of insurance we will take suitable and specific measures to safeguard the fundamental rights and freedoms of individuals.
Given the fact that data relating to criminal and health convictions is particularly sensitive information, we only collect and use such data as follows:
Purpose: Unspent criminal conviction data is collected and used for the purposes of obtaining/providing quotes and handling any complaints you may have.
Basis: Performance of a contract under which we provide insurance services and assisting in the administration of a contract (the insurance policy); Consent (where another person provides your criminal conviction data to us so that we can provide them with a quote); and to take steps at your request before entering into a policy (e.g. obtaining/providing a quote)
Purpose: Health data is used for the purposes of obtaining/providing quotes, providing and/or submitting a proposal for insurance and providing insurance services; to assist in the administration of a policy including any complaints you may have.
Basis: Data Protection law permits us to use health data where we need to and where it is proportionate for the purposes of a policy of insurance.
We may also need to use your health and/or criminal data for the purposes of establishing, exercising or defending legal rights, including in connection with claims or proceedings and where authorised by law.
You do not have to provide us with any personal information, however, should you be unable to provide us with the required personal data, we will be unable to provide you with a quote, insurance or process a claim that you make.
2. How we collect your personal information
We may collect personal information about you from: you; your named driver (if you are purchasing or renewing a motor policy); joint policyholder; our intermediaries, your broker (or other representative), insured persons (where different from the applicant/policy owner); when you visit one of the Allianz Group websites (where you are purchasing or renewing a policy) or through cookies and other similar technologies when you visit our website or download and use one of our apps; when you visit a website aggregator; insurance industry databases and other commercial databases; third parties involved in a claim (including a claimant, private investigators engaged by us, witnesses, solicitors, health practitioners, medical representatives and independent experts); from public authorities;
communicating with us via social media platforms; requesting any information from us; other people who live with you in an insured property (if you are purchasing or renewing a home insurance policy); your agents, attorneys (under powers of attorney), nominated representatives (including health practitioners and medical representatives) and other third parties relevant to you and/or the policy, including your legal advisers; publicly available information including social media websites and online content, newspaper articles, TV, radio and other media content, court judgements; telephone calls, which we may record, analyse or monitor for insurance, regulatory, training and quality purposes; other records within Allianz if you have or have had other insurance policies with or sought a quote from us or another Allianz company or third party claims; the Insurance Fraud Bureau who operate a confidential phone line (cheat line for individuals who report suspect fraud); and credit referencing agencies (including but not limited to County Court Judgments and details from the electoral register).
Where you provide personal data relating to any person under the age of 16 years (“child”), Allianz will seek to verify that you are the parent/guardian of such a child. This is to ensure that you can authorise the processing of personal data relating to that child in order for Allianz to provide the insurance, deal with a complaint or claims.
3. How we use your personal information
Purpose: to obtain/provide a quote, for underwriting and pricing an insurance policy including making a decision as to whether we can provide you with cover and at what price; and to investigate, validate, arrange, handle, manage or administer a claim which you or another person makes in relation to your insurance policy.
Legal Basis: Legitimate interest in managing our business; for the performance of a contract under which we provide insurance; and in order to take steps at your request prior to entering into a contract of insurance.
Purpose: To provide you with insurance cover, administer and process your insurance policy, including dealing with any queries or changes, payments, renewals and processing a cancellation of your policy; make payments to you or receive payments from you; provide you with services such as breakdown assistance; and processing of any complaints; and maintain and store records on our computer systems.
Legal Basis: For the performance of a contract under which we provide insurance.
Purpose: To verify your identity.
Legal Basis: In order to take steps at your request prior to entering into a contract of insurance; for the performance of a contract under which we provide insurance; to comply with legal obligations.
Purpose: To carry out financial sanctions checks and prevention of financial crime.
Legal Basis: For the performance of a contract under which we provide insurance; in order to take steps at your request prior to entering into a contract of insurance; to comply with legal obligations; and public interest.
Purpose: To comply with laws and regulations provide repository policy information in respect of new and renewed employer’s liability insurance policies.
Legal Basis: To comply with legal obligations.
Purpose: To provide repository policy information in respect of new and renewed employer’s liability insurance policies to assist claimants to effectively and efficiently trace the relevant insurer to the Employers’ Liability Tracing Officer.
Legal Basis: To comply with legal obligations.
Purpose: For marketing purposes, market research, customer satisfaction surveys, and data analytics including profiling, to develop and enhance our service and products, the customer relationship and journey as part of our business strategy; for management information purposes including portfolio assessment, risk assessment, performance reporting and management reporting; for a proposed portfolio transfer, reorganisation, transfer, disposal or other transaction relating to our business; Managing our business effectively (e.g. with third party service suppliers); for audit purposes and managing our legal affairs including exercising our legal rights and defending claims; to maintain arrangements we have with reinsurers; for quality purposes; to manage our IT security and network; to carry out statistical analysis and reporting to help improve services and products; staff training in how to perform their duties and provide a better service to you; monitor recorded customer calls to assess our staff’s customer service; provide online services; and to enhance our applications and product offerings.
Legal Basis: Legitimate interest in managing our business; to better understand our customers; improve product and/or service enhancement; and monitor and assess business performance.
Purpose: To detect and prevent fraud.
Legal Basis: For our legitimate interest in managing our business; in order to take steps at your request prior to entering into a contract of insurance; for the performance of a contract under which we provide insurance; and to comply with our legal obligations.
If you are purchasing a policy, we also use certain information and consult certain databases as follows:
Information Used: Driving Licence Number.
Purpose: to validate your driving licence number with the relevant authority; to validate the number of penalty points disclosed by you.
Processing is necessary: in order to takes steps at your request prior to entering into the policy or for the performance of your policy.
Information Used: logging of any new claims notifications and any claim settlement for damage and injury.
Purpose: to confirm your personal data and verify claims information and/or for prevent and detecting crime and fraud through the Claims and Underwriting Exchange Database.
Processing is necessary: for our legitimate interest in managing our business.
Information Used: vehicle registration number.
Purpose: If you have a motor insurance policy, your details will be added to the Motor Insurance Database managed by the Motor Insurers’ Bureau ("MIB"). MID data may be used by the DVA for the purpose of Electronic Vehicle Licensing and by the Police Service for Northern Ireland (PSNI) for the purposes of establishing whether a driver's use of the vehicle is likely to be covered by a motor insurance policy and/or for preventing and detecting crime. If you are involved in an accident (in the UK or abroad), other UK insurers and the MIB may search the MID to obtain relevant policy information. Persons pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on the MID.
Processing is necessary: to comply with legal obligations.
4. How we share your personal information with others
We may share your personal information with: the Allianz Group, our agents, third parties who provide services to us (engineers, repairers, motor assessors, loss adjustors, expert appraisers, expert witnesses etc.), your intermediary and other insurers (either directly or via those acting for the insurer such as loss adjusters or investigators); providers of essential services (e.g. telecommunications, postal/courier providers, IT service providers, software providers, payment processor); other third parties involved in administering your contract; regulatory bodies and law enforcement bodies, including an Garda Siochana and PSNI (for example, where we are required to do so to comply with a relevant legal or regulatory obligations); reinsurers who provide reinsurance to Allianz (reinsurers will use your data to decide whether to provide reinsurance cover, assess and deal with reinsurance claims and to meet legal obligations; they will keep your data for the period necessary for these purposes and may need to disclose it to other companies within their group, their agents and third party service providers, law enforcement and regulatory bodies); witnesses to any accidents/incidents to which you are involved; any party you have given us permission to speak to (e.g. your representative, a relative or a friend); any party named under your insurance policy; industry and trade bodies; and claimants and their legal or medical representatives.
The personal information you provide may be used by us and shared with other insurers as well as certain statutory and other authorised bodies for anti-fraud purposes: other insurance companies to confirm information provided (including where you are purchasing a motor insurance policy, for the purposes of validating any No Claims Discount) and to safeguard against non-disclosure and help prevent fraudulent claims; public bodies and the PSNI and other law enforcement agencies; the Motor Insurance Anti Fraud and Theft Register (MIAFTR) and the Insurance Fraud Bureau, Claims and Underwriting Exchange Register (CUE) which are run by the MIB, to prevent and detect fraud;; the Motor Insurers’ Bureau (MIB) to assist in preventing or detecting theft and fraud and to pay claims; private investigators, tracing debtors or beneficiaries, recovering debt, managing your accounts and/or insurance policies; vehicle history check suppliers/ databases to protect our customers, inform our acceptance criteria and assist in claims investigations; and other fraud prevention, ID verification databases available in the insurance industry and publicly available information to detect or prevent possible criminal activity or fraud. If you have a motor policy, your personal details will be added to the Motor Insurance Database (MID) managed by the MIB, MID data may be used by the DVA for the purpose of Electronic Vehicle Licensing and by the PSNI for the purpose of establishing whether a driver’s use of the vehicle is likely to be covered by a motor insurance policy and/or for preventing and detecting crime. If you are involved in an accident (in the UK or abroad), other UK insurers and the MIB may search the MID to obtain relevant policy information. Persons pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on MID. You can find out more on www.mib.org.uk
We will use your personal information to detect and prevent fraudulent practices and fight financial crime to meet our regulatory responsibilities. If you purchase a product from our website or other Allianz sales channel, we will also ask you for payment details. We need this information so we can process the payment associated with any product purchased. We collect information to help us improve our products and services and let people know about products and services that we believe will be of interest to them. This may be through a range of channels including via email, online advertising or social media. We will always do this in accordance with marketing preferences provided.
Where we obtain data from the above sources, the categories we obtain will be personal data or claims information relating to insurance profiling, claims handling and fraud prevention. We may need your consent for the processing of certain data and in these cases, we will inform you of such processing and the reason for this at the time consent is captured.
Protecting Information Outside the European Economic Area
Your personal data may be transferred to and/or accessed from a country outside the European Economic Area (“EEA”). We will always take steps to ensure that any transfer of information outside the EEA is carefully managed to protect your privacy rights. Such transfer/access within the Allianz Group will be covered on the basis of the Allianz Group binding corporate rules (BCRs) known as the Allianz Privacy Standard (APS) which contractually obliges each member to ensure that your personal information receives an adequate and consistent level of protection wherever it is transferred within the Group. Where we transfer your data to a non-Allianz Group member or other companies providing us with a service, we will obtain contractual commitments and assurances from them to protect your personal information. These assurances are well recognised certification schemes like Standard Contractual Clauses. We will only transfer your personal information to countries which are recognised as providing an adequate level of legal protection or where we can be satisfied that alternative arrangements are in place to protect your privacy rights. Any requests for information we receive from law enforcement or regulators will be carefully validated before personal information is disclosed.
Representation
If you provide information about someone else, such as an additional insured, we will endeavour to provide this Data Protection Statement to them. Where it is not possible to do so, you must make them aware of this Data Protection Statement and the terms of the insurance (including changes to the terms or processing activities) and encourage them to read this Data Protection Statement to find out more.
Online Information
When you visit the www.allianzni.co.uk website, we may record information about your computer or mobile device, including hardware and software used, general location, when and how you interact with our websites. This information is used to note your interest in our websites and improve customer journeys.
How long we keep your personal information
We will keep your personal data only for as long as it is required for your insurance contract, to handle claims and to comply with our legal and regulatory obligations as documented in our Records Management Policy. For the majority of policy data, this is seven years after the end of that transaction. If you do not accept a quote or complete an application for an insurance policy, your data will be kept for fifteen months and processed in line with this Statement. When a potential claim or actual claim is taken out on a policy, we hold details around this claim until a full and final settlement has been agreed. In most cases this should be seven years after the final settlement date or where a child was involved the later date of seven years after the child has turned eighteen or the settlement date. In certain cases, we are obliged to hold onto records for longer periods and we do so in line with our legal responsibilities. For more information on our data retention policies please refer to the “Contacting Us” section below.
Your rights in relation to your personal information
You have the right to request a copy of your personal data, and to have incorrect personal data about you corrected. You also have the right to object, to withdraw your consent for the processing of your personal data, have your personal data erased, or the processing restricted. Please note that withdrawing consent and requests for restriction/erasure may affect our ability to provide you with a contract of insurance. Some of the above rights are subject to limitations in order for us to comply with a number of legal and regulatory obligations. You have the right to data portability for insurance purposes (contact dataprotectionofficer@allianz.ie). You also have the right to lodge a complaint with the Data Protection Commissioner. For further information, please see the section “Contacting Us” below.
Automated decision making
As part of the provision of your insurance contract, including at quotation stage, Allianz may use automated decision-making. This means that we may use an automated underwriting model which uses your personal data to evaluate, analyse or predict the performance of your contract of insurance. Premiums are calculated according to the risk of loss, with the risk ascertained on the basis of profiling by way of a pricing tool and system. This avoids unfair discrimination. Certain motor policies also use Telematics (Allianz Safe Driver App) where driving behaviour is used to measure driving performance and to determine the nature and level of the risk associated with your insurance policy. In these cases, suitable safeguards are in place and you have the right to human intervention to express your interests and contest automated decisions. If you are making a claim, we may use profiling and other forms of automated processing to assess if your claim may be fraudulent and we may use your sensitive information, to carry out this assessment. For example, we may use your unspent motoring convictions for motoring insurance. We use automated decision making as it is necessary for entering into, or performance of your insurance policy between you as the data subject and Allianz as data controller, and other uses such as those authorised by law.
In the event that profiling determines you have a high risk profile, we may not be able to offer you an insurance policy. If you wish to review an automated decision with Allianz, please contact us on dataprotectionofficer@allianz.ie.
Up to date information
In order for us to keep your information accurate and up to date, please contact Allianz or your insurance intermediary (where applicable) if any of your details change. For contact details, please see “Contacting Us” below.
Contacting Us
If you have any questions about how we use personal information, or if you want to exercise your rights stated above, please contact our Data Protection Officer by either emailing, DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz plc, Allianz House, Elmpark, Merrion Road, Dublin 4, D04 Y6Y6, Ireland.
If you have a complaint or concern about how we use your personal information, please contact us in the first instance and we will attempt to resolve the issue as soon as possible. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner at any time. The details of the Data Protection Commission are as follows:
Data Protection Commission
21 Fitzwilliam Square S,
Dublin 2
D02 RD28
Telephone: +353 (0)761 104 800 or +353 (0)57 868 4800
Email: info@dataprotection.ie
Fax: +353 57 868 4757
This statement was last updated in October 2021.
We may amend this Statement from time to time, in whole or in part, at our discretion. The latest version of this document will always be available at www.allianzni.co.uk and will take effect on the date that it is updated.
Please review this Data Protection Statement periodically to ensure you remain informed.
This privacy statement/notice tells you how we use your information for handling a claim - not withstanding the Data Protection Statement provided at policy inception if you are an Allianz customer - and confirms that your Data Controller is Allianz p.l.c. (“we”, “us”, “our”), Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6, Ireland. Email: info@allianz.ie. Our branch trading address is Allianz p.l.c., 3 Cromac Quay, The Gasworks, Ormeau Road, Belfast, BT7 2JD, Email: info@allianz-ni.co.uk. Our Data Protection Officer is contactable at: DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz p.l.c., Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6, Ireland.
This privacy statement/notice is intended to provide information to data subjects in situations where, in the context of a claim, Allianz is processing your personal data and the relevant data has been obtained directly from you or from another party, and therefore not directly from you.
1. What Personal Information We Collect for handling a claim
Type of Information
The type of information we collect might include (please note that this is not an exhaustive list):
Name, address (including Eircode), date of birth, photo ID, policy numbers, contact details (mobile number and email address digital communication purposes in connection with your claim), PPS number, national insurance number (or any other relevant tax identification numbers) (if required by legislation), occupation, years of residency in the UK, employment details, gender, claims history, bank and payment card details, VAT and other relevant tax numbers, CCTV footage, membership status of any relevant bodies, penalty point information and Road Traffic offences, telematics data, dashboard camera video footage, dashboard credit score and on-board vehicle diagnostics information. Further details of information we collect, can be found under specific headings in this Data Protection Statement.
Other People’s data:
As well as collecting your personal data, we may also use personal information about other people in connection with claims handling, for example family members such as minors, witnesses, limited personal information about trustees/beneficiaries (where policies are under trust), executors, nominated representatives and attorneys (under power of attorney), individuals who have an active membership relationship with the policyholder.
If you are providing personal information about another person in paper or electronic format or video we require you to let them know what information you've shared with us, share this data protection notice with them and ensure that they have given you permission to provide this information to us. If you or they have any concerns, please ask them to contact us in one of the ways described in this notice. Special categories of data of other’s people will be processed solely if they are necessary for the provisions of a policy of insurance and for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Sensitive information
We may collect health information or details of past or pending offences, unspent criminal convictions or other sensitive information about the claimant and/or their family members or any other persons associated with the claim. We recognise the sensitivity of collecting this information, so we will only ask for it to arrange, manage or administer a claim, or prevent fraud. Where we process health data, for the purpose of handling a claim we will take suitable and specific measures to safeguard the fundamental rights and freedoms of individuals.
Given the fact that data relating to health and criminal convictions is particularly sensitive information, we only collect and use such data as follows:
Purpose: Health data and Criminal Conviction is used solely for the purpose of handling a claim.
Basis: Irish Data Protection law permits us to use health data where we need to and where it is proportionate for the purposes of a policy of insurance and permits the use of Criminal Conviction data to prevent fraud.
We may also need to use your health and/or criminal data for the purposes of establishing, exercising or defending legal rights, including in connection with claims or proceedings and where authorised by law.
You do not have to provide us with any personal information, however, should you be unable to provide us with the required personal data, we will be unable to process your claim.
2. How we collect your personal information
We may collect personal information about you:
Directly from You; From our clients: our policyholder (e.g. employer/sport club); our named driver; our joint policyholder; your intermediaries; our broker (or other representative); our insured persons (where different from the applicant/policy owner); member of the public (e.g. dash cam footage); insurance industry databases and other commercial databases; third parties involved in a claim (including a claimant, solicitors, witnesses, health practitioners, medical representatives and independent experts, providers engaged by us including engineers, repairers, motor assessors, loss adjusters, expert appraisers, private investigators etc.); public authorities: the Department of Employment Affairs and Social Protection; the Personal Injuries Assessment Board; Public Authorities involved in the claim (e.g. Gardai, PSNI); communicating with us via social media platforms; people connected with you: people who live with you in an insured property; nominated representatives and other third parties relevant to you and/or to the claim, including your legal advisers; publicly available information: social media websites and online content, newspaper articles, TV, radio and other media content, court judgements; telephone calls, which we may record or monitor for regulatory, training and quality assurance purposes; any party you have given us permission to speak to: your representative, a relative or a friend, including health practitioners and medical representatives;other records within Allianz if you have or have had other claims with us; insurance industry’s representative body: ROI- Insurance Ireland who operate a confidential phone line (Insurance Confidential) for individuals to report suspect fraud; and Credit referencing agencies;NI- the Insurance Fraud Bureau who operate a confidential phone line (cheat line for individuals who report suspect fraud); and credit referencing agencies (including but not limited to County Court Judgments and details from the electoral register).
Where you provide personal data relating to any person under the age of 16 years (“child”), Allianz will seek to verify that you are the parent/guardian of such a child. This is to ensure that you can authorise the processing of personal data relating to that child in order for Allianz to deal with the claim.
3. How we use your personal information
Purpose: to investigate, validate, arrange, handle, manage or administer a claim that you are making in relation to an insurance policy held by us.
Legal Basis: Contractual and legal obligation connected to a contract of insurance.
Purpose: To verify your identity.
Legal Basis: For the performance of a contract under which we provide insurance.
Purpose: To carry out financial sanctions checks and prevention of financial crime.
Legal Basis: To comply with legal obligations; and public interest.
Purpose: To comply with laws and regulations.
Legal Basis: To comply with legal obligations. For motor policies only, in compliance with the Road Traffic Act 1961 (as amended) we share details of your policy with the Motor Insurers Bureau of Ireland (The details on MIBI processing activity can be found on https://www.mibi.ie MTPL section) and UK Motor Insurance Bureau, the Minister for Transport, Tourism and Sport and An Garda Síochána/PSNI for the purposes of section 78A as autonomous data controllers and in in respect of new and renewed employer’s liability insurance policies.
Purpose: To detect and prevent fraud.
Legal Basis: For the performance of a contract under which we provide insurance; and to comply with our legal obligations.
Purpose: To provide repository policy information in respect of new and renewed employer’s liability insurance policies to assist claimants to effectively and efficiently trace the relevant insurer to the Employers’ Liability Tracing Officer.
Legal Basis: To comply with legal obligations.
Purpose: For satisfaction surveys; to carry out statistical analysis and reporting to help us improving our products and services; for quality assurance purposes; for staff training in how to perform their duties and provide a better service; to monitor recorded customer calls to assess our staff’s customer service; and to enhance our services offerings.
Legal Basis: Legitimate interest in managing our business; improve service enhancement; and monitor and assess business performance.
We also use certain information and consult certain databases as follows:
Information Used: logging of any new claim notifications and any claim settlement for damage and injury.
Purpose: to confirm your personal data and verify claims information and/or for prevention and detection of crime and fraud through the Claims and Underwriting Exchange Database and Insurance Link Anti-Fraud register.
Processing is necessary: for our legitimate interest in managing our business.
Information Used: vehicle registration number.
Purpose: to identify whether a vehicle has been taxed, NCT or if the vehicle has been involved in a claim or written off using the VRN system. The Motor Insurance Database managed by the Motor Insurers’ Bureau ("MIB"), MID data is used by the DVA for the purpose of Electronic Vehicle Licensing and by the Police Service for Northern Ireland (PSNI) for the purposes of establishing whether a driver's use of the vehicle is likely to be covered by a motor insurance policy and/or for preventing and detecting crime. If you are involved in an accident (in the UK or abroad), other UK insurers and the MIB may search the MID to obtain relevant policy information. Persons pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on the MID.
Processing is necessary: for the handling of a claim.
Information Used: Driving Licence Number.
Purpose: to validate your driving licence number with the relevant authority; to validate the number of penalty points disclosed by you; to validate the licence date and country of origin of the licence.
Processing is necessary: for the handling of a claim.
Information Used: Personal Public Service (PPS) Number
Purpose: If you make a claim for personal injuries against an Allianz customer, we are obliged to provide the Department of Employment Affairs and Social Protection with your PPS Number to comply with the Recovery of Benefits and Assistance (RBA) Scheme.
Processing is necessary: to comply with legal obligations.
4. How we share your personal information with others
We may share your personal information with:
- third parties: the Allianz Group, our agents, third parties who provide services to us (engineers, repairers, motor assessors, loss adjustors, expert appraisers, expert witnesses, private investigators, claims handling agents etc.), your intermediary and other insurers (either directly or via those acting for the insurer such as loss adjusters or investigators or solicitors); providers of essential services (e.g. telecommunications, postal/courier providers, IT service providers, software providers, payment processor); other third parties involved in administering your claim;
- third parties involved in a claim: claimant, solicitors, witnesses, health practitioners, medical representatives and independent experts, providers engaged by us including engineers, repairers, motor assessors, loss adjusters, expert appraisers, private investigators etc.);
- regulatory bodies and law enforcement bodies: the Garda and PSNI (for example, where we are required to do so to comply with a relevant legal or regulatory obligations); the Department of Employment Affairs and Social Protection; reinsurers who provide reinsurance to Allianz (reinsurers will use your data to decide whether to provide reinsurance cover, assess and deal with reinsurance claims and to meet legal obligations; they will keep your data for the period necessary for these purposes and may need to disclose it to other companies within their group, their agents and third party service providers, law enforcement and regulatory bodies);
- witnesses to any accidents/incidents to which you are involved;
- other parties: any party you have given us permission to speak to (e.g. your representative, a relative or a friend, including health practitioners and medical representatives); any party named under your insurance policy; industry and trade bodies; other insurance companies to deal with the claim and to safeguard against non-disclosure and help prevent fraudulent claims ,and other claimants and their legal or medical representatives. If you are making a claim against an Allianz policyholder, we will share your information with our policyholder (e.g. employer/sport club) and or their agent including the financial outcome of your claim; statutory and other authorised bodies for anti-fraud purposes:; ROI- the Insurance Link Anti-Fraud register (for more info see www.inslink.ie) to prevent and detect fraud; No Claim Discount (NCD) to combat fraud; the Motor Insurers’ Bureau of Ireland (MIBI) to assist in preventing or detecting theft and fraud and to pay claims; private investigators, tracing debtors or beneficiaries, recovering debt, managing your accounts and/or insurance policies; vehicle history check suppliers/ databases to protect our customers, inform our acceptance criteria and assist in claims investigations; and other fraud prevention, ID verification databases available in the insurance industry and publicly available information to detect or prevent possible criminal activity or fraud. NI- ; the Motor Insurance Anti Fraud and Theft Register (MIAFTR) and the Insurance Fraud Bureau, Claims and Underwriting Exchange Register (CUE) which are run by the MIB, to prevent and detect fraud; the Motor Insurers’ Bureau (MIB) to assist in preventing or detecting theft and fraud and to pay claims; private investigators, tracing debtors or beneficiaries, recovering debt, managing your accounts and/or insurance policies; vehicle history check suppliers/ databases to protect our customers, inform our acceptance criteria and assist in claims investigations; and other fraud prevention, ID verification databases available in the insurance industry and publicly available information to detect or prevent possible criminal activity or fraud. If you have a motor policy, your personal details will be added to the Motor Insurance Database (MID) managed by the MIB, MID data may be used by the DVA for the purpose of Electronic Vehicle Licensing and by the PSNI for the purpose of establishing whether a driver’s use of the vehicle is likely to be covered by a motor insurance policy and/or for preventing and detecting crime. If you are involved in an accident (in the UK or abroad), other UK insurers and the MIB may search the MID to obtain relevant policy information. Persons pursuing a claim in respect of a road traffic accident (including citizens of other countries) may also obtain relevant information which is held on MID. You can find out more on WWW.MIB.ORG.UK.
We will use your personal information to detect and prevent fraudulent practices and fight financial crime to meet our regulatory responsibilities.
Where we obtain data from the above sources, the categories we obtain will be claims information relating to claims handling and fraud prevention. We may need your consent for the processing of certain data and in these cases, we will inform you of such processing and the reason for this at the time consent is captured.
Protecting Information Outside the European Economic Area
Your personal data may be transferred to and/or accessed from a country outside the European Economic Area (“EEA”). We will always take steps to ensure that any transfer of information outside the EEA is carefully managed to protect your privacy rights. Such transfer/access within the Allianz Group will be covered on the basis of the Allianz Group binding corporate rules (BCRs) known as the Allianz Privacy Standard (APS) which contractually obliges each member to ensure that your personal information receives an adequate and consistent level of protection wherever it is transferred within the Group. Where we transfer your data to a non-Allianz Group member or other companies providing us with a service, we will obtain contractual commitments and assurances from them to protect your personal information. Theses assurances are well recognised certification schemes like Standard Contractual Clauses. We will only transfer your personal information to countries which are recognised as providing an adequate level of legal protection or where we can be satisfied that alternative arrangements are in place to protect your privacy rights. Any requests for information we receive from law enforcement or regulators will be carefully validated before personal information is disclosed.
Representation
If you provide information about someone else, such as an additional insured, we will endeavour to provide this Data Protection Statement to them. Where it is not possible to do so, you must make them aware of this Data Protection Statement and the terms of the insurance (including changes to the terms or processing activities) and encourage them to read this Data Protection Statement to find out more.
How long we keep your personal information
We will keep your personal data only for as long as it is required for your insurance contract, to handle claims and to comply with our legal and regulatory obligations as documented in our Records Management Policy. For the majority of policy data, this is seven years after the end of that transaction. If you do not accept a quote or complete an application for an insurance policy, your data will be kept for fifteen months and processed in line with this Statement. When a potential claim or actual claim is taken out on a policy, we hold details around this claim until a full and final settlement has been agreed. In most cases this should be seven years after the final settlement date or where a child was involved the later date of seven years after the child has turned eighteen or the settlement date. In certain cases, we are obliged to hold onto records for longer periods and we do so in line with our legal responsibilities. For more information on our data retention policies please refer to the “Contacting Us” section below.
Your rights in relation to your personal information
You have the right to request a copy of your personal data, and to have incorrect personal data about you corrected. You also have the right to object, the right to withdraw your consent for the processing of your personal data, have your personal data erased, or the processing restricted. Please note that withdrawing consent and requests for restriction/erasure may affect our ability to provide you with a contract of insurance. Some of the above rights are subject to limitations in order for us to comply with a number of legal and regulatory obligations. You have the right to data portability for insurance purposes (contact dataprotectionofficer@allianz.ie). You also have the right to lodge a complaint with the Data Protection Commissioner. For further information, please see the section “Contacting Us” below.
Automated decision making
As part of the claim handling, Allianz may use automated decision-making. If you are making a claim, we may use profiling and other forms of automated processing to assess if your claim may be fraudulent and we may use your sensitive information, to carry out this assessment. For example, we may use your unspent motoring convictions for motoring insurance. We use automated decision making as it is necessary for entering into, or performance of your insurance policy between you as the data subject and Allianz as data controller, and other uses such as those authorised by law.
In the event that profiling determines you have a high risk profile, we may not be able to offer you an insurance policy. If you wish to review an automated decision with Allianz, please contact us on dataprotectionofficer@allianz.ie.
Up to date information
In order for us to keep your information accurate and up to date, please contact Allianz or your insurance intermediary (where applicable) if any of your details change. For contact details, please see “Contacting Us” below.
Contacting Us
If you have any questions about how we use personal information, or if you want to exercise your rights stated above, please contact our Data Protection Officer by either emailing, DataProtectionOfficer@allianz.ie or please write to The Data Protection Officer, Allianz p.l.c., Allianz House, Elm Park, Merrion Road, Dublin 4, D04 Y6Y6, Ireland.
If you have a complaint or concern about how we use your personal information, please contact us in the first instance and we will attempt to resolve the issue as soon as possible. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner at any time. The details of the Data Protection Commission are as follows:
Data Protection Commission
21 Fitzwilliam Square S,
Dublin 2
D02 RD28
Telephone: +353 (0)761 104 800 or +353 (0)57 868 4800
Locall Number: 1890 252 231
Email: info@dataprotection.ie
Fax: +353 57 868 4757
We may amend this Statement from time to time, in whole or in part, at our discretion. The latest version of this document will always be available at www.allianz.ie and will take effect on the date that it is updated.
Please review this Data Protection Statement periodically to ensure you remain informed.
Protecting your privacy is a top priority for us. Please read this notice carefully.
This Allianz Privacy Notice outlines Allianz plc’s (“Allianz”, “we”, “our” or “us”) policy regarding personal information (i.e., data which can be linked/attributed to an individual person, “Personal Data”) obtained by Allianz through the SpeakUp reporting tool and subsequent compliance investigations.
With our whistleblowing reporting channel, “SpeakUp”, we provide a means for reporting specific incidents of compliance violations e.g. (non-exhaustive list): fraud, theft, corruption, violations of gifts & entertainment policies and procedures, antitrust violations, financial irregularities or breaches of accounting or tax provisions, falsification and/ or manipulation of company business and/ or financial records, any kinds of discrimination or harassment, potential conflict of interest.
This Privacy Notice sets out which kind of Personal Data will be collected, processed, and used, for which purposes, to whom this Personal Data may be shared and which rights you, as the data subject, have in this regard.
1. Who is the data controller?
A data controller is the individual or legal person who controls and is responsible to keep and use personal data in paper or electronic files.
Allianz plc, located in Allianz House, Elmpark, Merrion Road, Dublin 4, Ireland, is the data controller as defined by relevant data protection laws and regulations. In the event that an alleged violation involves also other Allianz Group companies, the other Allianz Group companies will also be data controllers to the extent it is necessary to address the alleged violation. A list of the Allianz Group companies can be found here:
https://www.allianz.com/en/privacy-statement.html#TabVerticalNegative2523488475.
The SpeakUp system is stored in a database operated by Business Keeper GmbH, an independent operator located in 10789 Berlin, Bayreuther Str. 35, on behalf of Allianz SE, which is the German-based holding of the Allianz Group with an address at Koeniginstrasse 28, 80802 Munich, Germany. All data is encrypted, password-protected and stored at a secure location, so that access to the content of the reports on SpeakUp is limited to only authorised employees at Allianz and Allianz SE.
2. What Personal Data will be collected?
We will collect and process various types of Personal Data about you to fulfil the purposes of this notice, including:
- Surname and first name
- Contact information (e.g., email address, phone number)
- Business relationships
- Affiliation with Allianz
- Information about any complaints(s) made by or about you
- Information about any current or former investigations in which you may be involved or concerned
- Information to enable the investigation of improper or allegedly criminal activities, or breach of the Allianz Code of Conduct
Allianz encourages you to disclose your identity when you submit a suspected compliance violation. Many investigations can be conducted more quickly and efficiently if the name of the whistleblower is known, since the specialist handling the report can get in touch with the whistleblower directly. However, SpeakUp protects the anonymity of reporters who do not want to reveal their identity. When setting up your secured postbox, you may select a pseudonym/user name and password. As long as you do not enter data which makes it possible to draw conclusions about your identity, your report will be kept anonymous through numerous technical and organisational measures such as encryption.
The information you report may contain Personal Data about other individuals and will be evaluated by Allianz. It may result in the initiation of internal or external investigations and may have other negative consequences for those affected. You should therefore only provide information which you assume to be correct to the best of your knowledge. You should also provide us with the information that is relevant to the alleged compliance violation because, even if we are highly committed to the minimisation principle, we cannot modify the data you provided for audit trail purposes As long as your report is made in good faith and to your best knowledge, you will not face negative consequences for speaking up.
However, giving knowingly false or misleading information may have consequences for you. The intentional dissemination of false information is liable to criminal prosecution in many countries. In general, please do not provide us with information that is subject to prosecution in your country.
3. For which purposes do we process and use your Personal Data?
We will process your Personal Data for the purpose of providing a global whistleblowing reporting channel to our employees, shareholders, customers and the general public, and to investigate and address improper conduct, including alleged criminal activities (e.g., fraud) and violations of the Allianz Code of Conduct.
Allianz takes appropriate steps to make careful use of the information reported, applying the highest standards of confidentiality, care and caution. The Compliance function is primarily responsible for processing reports received through SpeakUp. Once a report is submitted, our Compliance function will receive the information and check whether an in-depth investigation is required. An investigation may be conducted by internal or external investigation specialists depending on the alleged violation. External specialists are contractually or legally bound by confidentiality obligations to protect Personal Data processed on behalf of Allianz. Audit, Legal and HR functions are also frequently involved in the compliance investigation process. In significant cases, the Board of Management and our Risk Committee of the Board of Directors is informed promptly and is updated on important findings.
The general rule is that SpeakUp should only be used to submit reports related to the compliance categories listed above. However, if the content of your report does not fall under any of the compliance categories, we will forward your report to the responsible Allianz function, provided we deem it necessary and appropriate. For instance, reports on personal matters may be sent to the HR function.
4. On which legal bases do we collect, process and use your Personal Data?
We use the following legal bases for the collection, processing and use of your personal data:
- Consent. We rely on your consent to disclose your identity in the event you are a whistleblower. As you enter information into the SpeakUp system, you will be asked for your consent to the collection, processing and use of your Personal Data as described above. You retain your right to withdraw your consent to disclose your identity to the affected persons, but please note that your withdrawal will only be possible within one month of the reporting. We may also need to disclose your identity to other third parties as described in Section 5. If you do not want Allianz to collect, process or use your Personal Data, you may submit a report anonymously.
- Legal Obligation. We will process Personal Data to comply with legal obligations to which we are subject (e.g., for maintaining and providing whistleblowing services to our employees).
- Legitimate Interest. We have a legitimate interest to ensure that violations of applicable laws or regulations and violations of the Allianz Code of Conduct are appropriately addressed in a timely manner to protect Allianz as well as our employees, shareholders, customers, and the general public from the results and effect of illegal or improper conduct.
5. Who will have access to your Personal Data?
We will ensure that your Personal Data is processed in a manner that is compatible with the purposes specified above.
For the specified purposes, your personal data may be disclosed to the following parties who operate as third party data controllers:
- In the event that an alleged violation involves other Allianz Group companies, the responsible function in these companies will be notified;
- Allianz SE in cases where the allegations may have an impact on Allianz Group ; and
- Authorised external specialists (e.g., outside counsel, auditors, forensic experts, etc.).
For the stated purposes, we may also share your personal data with the following parties who operate as data processors under our instruction:
- Authorised agents, contractors, and service providers.
Finally, we may share your Personal Data in the following instances:
- Allianz may also be required by law to provide certain government agencies, including, without limitation, government investigation agencies or courts with information about reported compliance violations. If we are obligated to provide such information, as well as in the event of confiscations, we are not able to withhold the Personal Data obtained by Allianz via SpeakUp or the subsequent compliance investigation.
- In certain instances, Allianz may not be obligated to share Personal Data with government agencies, but has the legal right to do so voluntarily. Please let us know if you do not want us to voluntarily share your Personal Data, including your identity, with government agencies (unless this disclosure is necessary to safeguard the legitimate interests of Allianz).
- It is frequently required by law that accused persons and witnesses named in a report that alleges a compliance violation have to be notified and heard. These persons will have the opportunity to present their view about the report during the course of the investigation. In the case of non-anonymous reporting, the affected persons may have legal rights to information, which may require us to disclose your name absent an overriding interest. Please let us know if you do not want us to give your name as the whistleblower. You retain your right to withdraw your consent to disclose your identity to the affected persons, but note that your withdrawal will only be possible within one month of the reporting.
6. Where will your Personal Data be processed?
Your personal data may be processed both inside and outside of the European Economic Area (EEA) by the parties specified above, subject always to contractual restrictions regarding confidentiality and security in line with applicable data protection laws and regulations. We will not disclose your personal data to parties who are not authorised to process them.
Whenever we transfer your personal data for processing outside of the EEA to another Allianz Group company, we will do so on the basis of the binding corporate rules (BCRs) of Allianz which establish adequate protection for personal data and are legally binding on Allianz Group companies. The public version of the BCRs and the list of Allianz Group companies that comply with them can be accessed on Allianz.com.
Where the BCRs does not apply, we will instead take steps to ensure that the transfer of your personal data outside of the EEA receives an adequate level of protection as it does in the EEA. You can find out what safeguards we rely upon for such transfers (e.g., Standard Contractual Clauses) by contacting us as detailed below.
7. What are your rights in respect of your Personal Data?
To the extent permitted by applicable data protection laws and regulations, you have the right to:
- Access your Personal Data held about you and to learn the origin of the data, the purposes and ends of the processing, the details of the data controller(s), the data processor(s) and the parties to whom the data may be disclosed;
- Update and correct your Personal Data so that it is accurate;
- Request the deletion of your Personal Data if it is no longer needed for the purposes indicated above;
- Obtain your Personal Data in an electronic format;
- Restrict the processing of your Personal Data in certain circumstances, for example; where you have contested the accuracy of your Personal Data, for the period enabling us to verify its accuracy;
- Object to the processing of your Personal Data on specific grounds relating to your particular situation that override our compelling legitimate grounds for the processing;
- Withdraw your consent at any time where your Personal Data is processed with your consent, without affecting the lawfulness of processing based on consent before its withdrawal and on processing done based on other legal basis (e.g., legitimate interest); and
- File a complaint with us and/or the relevant data protection authority.
You may exercise these rights by contacting us as detailed in Section 9, below, providing your name, email address, and purpose of your request. Note these are not absolute rights, but we will comply fully with our legal obligations.
8. What security measures have we implemented to protect your Personal Data?
Allianz has implemented reasonable technical and organisational security measures (e.g., access controls, encryption, , etc.) to protect your Personal Data collected by Allianz via SpeakUp and any subsequent compliance investigations against unauthorised access, misuse, loss or destruction.
9. How long do we keep your Personal Data?
We will only retain your Personal Data for 10 years in order to comply with legal requirements connected to the compliance violation being reported. Your Personal Data will be stored for longer if further retention is required by legal, regulatory or contractual obligations, or if it is permitted by law.
10. How can you contact us?
If you have any queries about how Allianz Plc uses your Personal Data, we encourage you to submit a request via the Speak Up tool. Alternatively you can reach out to us by post or email via the details specified below:
Allianz Plc
Elmpark
Merrion Road
Dublin 4
dataprotectionofficer@allianz.ie
If your query is about how other Allianz Group companies use your Personal Data, you can use the contact details listed in this Section 10 and we will forward your request to the Data Protection Officer of the applicable Allianz Group company accordingly.
11. Complaints
If you have a complaint or concern about how we use your personal information, please contact us in the first instance and we will attempt to resolve the issue as soon as possible. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner at any time. The details of the Data Protection Commission are as follows:
Data Protection Commission
21 Fitzwilliam Square S,
Dublin 2
D02 RD28
Telephone: +353 (0)761 104 800 or +353 (0)57 868 4800
Email: info@dataprotection.ie
Fax: +353 57 868 4757
12. How often do we update this Privacy Notice?
We regularly review this Privacy Notice. We will inform you when there is an important change that may have an impact on the processing of your Personal Data.
This privacy notice was last updated in March 2023.
We may amend this Statement from time to time, in whole or in part, at our discretion. The latest version of this document will always be available at www.allianz.ie and will take effect on the date that it is updated. Please review this Data Protection Statement periodically to ensure you remain informed.
We may amend this Statement from time to time, in whole or in part, at our discretion. The latest version of this document will always be available at www.allianzni.co.uk and will take effect on the date that it is updated.
Please review this Data Protection Statement periodically to ensure you remain informed.
Date Last Updated: 03/11/2021 16:00