This is your guide to how personal data is managed by Cavanagh Hooper Dolan Insurances Limited. Please read it carefully.
Data privacy is taken very seriously at Cavanagh Hooper Dolan Insurances Limited. It is important that you know exactly what we do with the personal information you and others provide to us, why we gather it and what it means to you. This document outlines our approach to Data Privacy to fulfil our obligations under the General Data Protection Regulation (2018). We also welcome it as an opportunity to reassure you of the importance we place on keeping your personal data secure, and of the strict guidelines we apply to its use. We want you to be clear on:
Cavanagh Hooper Dolan Insurances Limited complies with the requirements of the General Data Protection Regulation 2018 and the Irish Data Protection Act 2018. The data which you provide to us will be held on a computer database and paper files for the purpose of arranging transactions on your behalf. The data will be processed only in ways compatible with the purposes for which it was given and as within this Privacy Notice.
Please contact us at email@example.com if you have any concerns about your personal data. You have the right at any time to request a copy of any ‘personal data’ (within the meaning of the GDPR) that our office holds about you and to have any inaccuracies in that information corrected.
Throughout this document, “we”, “us”, “our” and “ours” refers to Cavanagh Hooper Dolan Insurances Limited.
There are a number of reasons for gathering information about you. For instance, we need to know how to get in touch with you, we need to be certain of your identity and we need to understand your financial circumstances, so we can offer you products and services and give you the best possible customer experience. The information we collect falls into various categories.
Name, date of birth, copies of ID, contact details, PPS number (or foreign equivalent), security details to protect identity, nationality, home status and address, email address, work and personal phone numbers, marital status, family details, tax residency and tax related information.
Bank account details, credit/debit card details, application processing and administration records, your employment status and employment details of your partner, credit data from credit registers, credit agency performance data, life assurance, pension and investment details, transaction details, financial needs/attitudes, contact outcomes, authorised signatories details, information relating to power of attorney arrangements.
If you are married or are financially linked to another person in the context of a particular product or service, a financial association may be created between your records and their records, including any previous and subsequent names used by you (for example, if you apply jointly or one is guaranteeing the debts of another). This means that we may treat your financial affairs as affecting each other. These links will remain on your and their files until you or they break that link. We may make searches on all joint applicants, and evidence of that search will be left on all applicants’ records.
If you give us information about someone else (for example, information about a spouse or financial associate provided during the course of a joint application with that person), or someone gives us information about you, we may add it to any personal information we already hold and we will use it in the ways described in this Data Privacy Notice. Before you disclose information to us about another person, you should be sure that you have their agreement to do so. You should also show them this Data Privacy Notice. You need to ensure they confirm that they know you are sharing their personal information with us for the purposes described in this Data Privacy Notice.
We may hold information about you which includes sensitive personal data, such as health or criminal conviction information. We will only hold this data when we need to for the purposes of the product or services we provide to you or where we have a legal obligation to do so. Examples of when we use this type of data include:
Medical information, for example, where you apply for life insurance, income protection, mortgage protection or investment products or travel insurance.
If you have criminal convictions, we may process this information in the context of completing an insurance policy.
Information about you provided by others If you give us information about someone else, or someone gives us information about you, (for example, where another person provides your information to us during the course of a joint application), we may add it to any personal information we already hold and use it in the ways described in this Data Privacy Notice.
We collect information about your internet browser settings or otherwise Internet Protocol (IP) and other relevant information to help us identify your geographic location when providing you with our services.
Telephone and image recordings.
CCTV images at our offices (but only for security reasons and to help prevent fraud or crime).
Information in relation to data access, correction, restriction, deletion, porting requests and complaints.
For example, you may be a beneficiary, guarantor, director or representative of one of our customers, or you may be in the process of making an application for a Cavanagh Hooper Dolan Insurances Limited product or service. In other cases, your own circumstances may have a material impact on the ability of our customer to perform their obligations to us, and we will need to consider these. If so, we will apply the principles outlined in this Data Privacy Notice when dealing with your information.
Cavanagh Hooper Dolan Insurances Limited will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation. We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary.
As you use our services, apply for products, make enquiries and engage with us, information is gathered about you. We may also collect information about you from other people and other parties, for example, when you are named in an insurance policy application, from credit rating agencies and from sources where you have chosen to make your information publicly available, such as social media sites.
When we collect information about you:
When you ask us to provide you with certain products and services. For example, insurance or investment products may require us to collect relevant health information from you.
When you use our website and online services provided by us and visit our offices.
When you or others give us information verbally or in writing. This information may be on application forms, in records of your transactions with us or if you make a complaint.
When you use our products or services, including making transactions on your account, we gather details about who you get money from, who you pay money to, how much the payments are for and when the payments are made.
From information publicly available about you – for example in trade directories, online forums, websites, Facebook, Twitter, YouTube or other social media. When you make information about yourself publicly available on your social media accounts or where you choose to make information available to us through your social media account, and where it is appropriate for us to use it, this information can help enable us to do things like:
1. improve our service (for example, identifying common service issues),
2. personalise your online experience with us 3. contact you through the social media services, and
4. enable you to share your experience and content via social media services.
From your online activities with third parties where you have given us your consent (for example, by consenting to our use of certain cookies or other location tracking technologies).
From credit reference agencies, credit registration agencies, fraud prevention agencies or public agencies such as property registration authorities, the Companies Registration Office or judgement registries.
Please note: If you apply for or hold a financial product in joint names, you should only give personal information about someone else (for example, a joint applicant, guarantor or dependant) with their permission.
Whether we’re using it to confirm your identity, to help in the processing of an application for a product or service or to improve your experiences with us, your information is always handled with care and the principles outlined in this Data Privacy Notice are always applied. We use your information:
To provide our products and services to you and perform our contract with you, we use your information to:
To manage our business we may use your information to:
For example, running competitions, promotions and direct marketing (provided that you have not objected to us using your details in this way), and research, including customer surveys, analytics and related activities.
Where you have given us permission (which you can withdraw at any time) we may:
We only share your information with a select number of individuals and companies, and only as necessary. Sharing can occur in the following circumstances and/or with the following persons:
These include your attorney (under a Power of Attorney) and any other party authorised by you to receive your personal data.
We will pass your details to the insurer and reinsurer.
We may request information relating to your health for underwriting and claims administration purposes.
If you make a claim, any information you give us, or to the insurer, may be put onto a register of claims and shared with other parties to prevent fraudulent claims. A list of the participants is available from the insurer.
We may disclose your information within our Group of companies, to our agents and other insurers and third parties for administration, regulatory, customer care and service purposes, and to investigate or prevent fraud.
When you use a joint product.
If you open or hold a joint account or product, this may mean that your personal data will be shared with the other applicant. For example, transactions made by you will be seen by your joint account holder, and you will see their transactions.
We will share your information with any person or entity which guarantees your obligations to us (for example, if a parent guarantees your mortgage or an entity provides a guarantee as part of a statutory scheme) or gives us an indemnity concerning these obligations.
Your personal information remains protected when our service providers use it. We only permit service providers to use your information in accordance with our instructions, and we ensure that they have appropriate measures in place to protect your information.
Our service providers include marketing and market research companies, analytics companies, investment companies, IT and telecommunication service providers, software development contractors, data processors, debit/credit card producers, computer maintenance contractors, printing companies, property contractors, document storage and destruction companies, custodians and providers of administration services, archiving services suppliers, debt collection agencies, budgeting and advice agencies, tracing agencies, receivers, liquidators, examiners, official Assignee for Bankruptcy and equivalent in other jurisdictions, auditors and consultants, including legal advisors.
Insurers/re-insurers and insurance bureaus.
Trade associations and professional bodies, non-statutory bodies and members of trade association.
Pension fund administrators, trustees of collective investment undertakings and pensions trustees.
Persons making an enquiry or complaint.
Healthcare professionals and medical consultants.
Business partners and joint ventures. In such cases, we, our business partners or those involved in the joint venture will let you know that your information is being shared and who it is being shared with.
These include the courts and those appointed by the courts, government departments, statutory and regulatory bodies in all jurisdictions where Cavanagh Hooper Dolan Insurances Limited operates including: the Central Bank of Ireland, the Data Protection Commission, the Financial Services and Pensions Ombudsman, An Garda Síochána/police authorities/enforcement agencies, Revenue Commissioners, Criminal Assets Bureau, US, EU and other designated authorities in connection with combating financial and other serious crime, NAMA and its agents or other parties designated by or agreed with NAMA or designated under the relevant legislation, police forces and security organisations, ombudsmen and regulatory authorities, as well as fraud prevention agencies.
Credit reference/rating agencies, including The Irish Credit Bureau:
Those who are interested in or participating in buying or selling assets of Cavanagh Hooper Dolan Insurances Limited and/or the Hooper Dolan Group or in connection with a funding arrangement for Cavanagh Hooper Dolan Insurances Limited and/or the Hooper Dolan Group.
Correspondent banks and other financial institutions engaged to supply status opinions in accordance with banking practice.
The length of time we hold your data depends on a number of factors, such as regulatory rules and the type of financial product we have provided to you. Those factors include:
Sharing information with us is in both your interest and ours.
Provide our products and services to you and fulfil our contract with you.
Manage our business for our legitimate interests.
Comply with our legal obligations.
Of course, you can choose not to share information, but doing so may limit the services we are able to provide to you.
We may not be able to provide you with certain products and services that you request. We may not be able to continue to provide you with or renew existing products and services.
We may not be able to assess your suitability for a product or service, or, where relevant, give you a recommendation to provide you with a Cavanagh Hooper Dolan Insurances Limited financial product or service.
When we request information, we will tell you if providing it is a contractual requirement or not, and whether or not we need it to comply with our legal obligations.
We will use your data and share that data where:
In exceptional circumstances we may use and/or disclose information (including special categories of data) we hold about you to identify, locate or protect you, for example, if it comes to our attention that you are in imminent physical danger and this information is requested by An Garda Síochána or your relative.
Your information is stored on secure systems within Cavanagh Hooper Dolan Insurances Limited premises and with providers of secure information storage. We may transfer or allow the transfer of information about you and your products and services with us to our service providers and other organisations outside the European Economic Area (EEA), but only if they agree to act solely on our instructions and protect your information to the same standard that applies in the EEA.
For example, we may process payments using third parties, including other financial institutions such as banks and the worldwide payments systems. Those external organisations may process and store your personal information abroad and may disclose it to foreign authorities to help them in their fight against crime and terrorism.
Some of our service providers, for example IT, telecommunication, credit reference agencies, payment processors, custodians and providers of administration services, tracing agents and contractors are based outside of the EEA. Where we authorise the processing/ transfer of your personal information outside of the EEA, we require your personal information to be protected to at least Irish standards and include the following data protection transfer mechanisms:
Adherence to the EU/US Privacy Shield. You can find more information on the EU/US Privacy Shield at www.privacyshield.gov including a list of all organisations that have signed up to the EU/US Privacy Shield framework. Please contact us for further details on any transfers of personal information by Cavanagh Hooper Dolan Insurances Limited to entities in the US.
Providing and holding personal information comes with significant rights on your part and significant obligations on ours. You have several rights in relation to how we use your information. If you make your request electronically, we will, where possible, provide the relevant information electronically unless you ask us otherwise: You have the right to:
We are obliged to respond without undue delay. In most instances, we will respond within one calendar month. If we are unable to deal with your request fully within a calendar month (due to the complexity or number of requests), we may extend this period by a further two calendar months. Should this be necessary, we will explain the reasons why. If you make your request electronically, we will, where possible, provide the relevant information electronically unless you ask us otherwise.
You have the right to complain to the Data Protection Commission. You can contact the Office of the Data Protection Commissioner at:
Telephone: +353 (0)761 104 800 or Lo Call Number 1890 252 231
Fax: +353 57 868 4757
Postal Address: Data Protection Commission, Canal House, Station Road, Portarlington, R32 AP23, Co. Laois.
If you have any questions about how your personal data is gathered, stored, shared or used, or if you wish to exercise any of your data rights, please contact our Data Protection Officer at Telephone: +353 (074) 91 77500 E-mail: firstname.lastname@example.org Postal Address: Rossview Business Park, Port Road, Letterkenny, Co Donegal.
Cavanagh Hooper Dolan Insurances Ltd is regulated by the Central Bank of Ireland. In the UK, Cavanagh Hooper Dolan Insurances Ltd is authorised by the Central Bank of Ireland and registered with the Financial Conduct Authority.