Data Protection

Privacy Policy

How Swan Protect collects, uses and protects your personal information.

Last updated: [insert date]

1 Who we are

Swan Protect is a trading name of Stonebridge Cover Limited. For data protection purposes, Stonebridge Cover Limited is the controller of personal information collected through this website and during our enquiry, quote and application process.

Legal name: Stonebridge Cover Limited
Company number: [insert company number]
Registered office: [insert registered office]
Email: [insert privacy email]
Telephone: [insert phone number]
ICO registration number: [insert if applicable]

2 What information we collect

We may collect and use the following information:

Name, email address, phone number
Address or postcode
Date of birth or age
Details of who you want to cover
Current insurer and renewal date
Health insurance needs and preferences
Business details (for business cover)
Notes from calls, emails or messages
Payment/policy information where relevant
Website usage info (cookies/analytics)

Health Information

Where necessary, we may also collect health-related information (medical history, symptoms, treatment, medication, underwriting answers). Health information is special category data and will only be used where necessary for insurance purposes and where we have a lawful basis to process it.

3 How we collect information

We may collect information when you:

Complete a quote form or request a renewal review
Contact us by phone, email, WhatsApp or website chat
Apply for insurance or send documents to us
Visit or use our website, or respond to our communications

We may also receive information from insurers, underwriters, compliance partners or other parties involved in arranging or administering your insurance.

4 Why we use your information

We use your information to:

Respond to your enquiry

Understand your insurance needs

Provide quotes or comparison info

Explain policy options

Arrange insurance cover

Communicate with insurers/underwriters

Review renewals

Manage customer service enquiries

Handle complaints

Meet legal/regulatory obligations

Keep records of advice and transactions

Improve our website and services

Send marketing where permitted

5 Lawful basis for using your information

Contract To take steps at your request before entering into a contract or to help administer a policy.

Legitimate interests To respond to enquiries, provide customer service, keep business records, improve services and communicate with you about relevant insurance matters.

Legal obligation To meet regulatory, tax, accounting, anti-fraud, complaints handling and record-keeping obligations.

Consent Where required, for example for certain marketing communications or the processing of health information where consent is the appropriate basis.

Substantial public interest / insurance purposes Where permitted by data protection law, we may process special category health information for insurance purposes.

6 Who we share information with

We only share information where necessary and appropriate. We may share relevant information with:

Insurance providers Underwriters Compliance partners CRM providers Service providers Professional advisers Regulators / Ombudsmen Fraud prevention agencies

7 How long we keep your information

We keep personal information only for as long as necessary. Retention periods may depend on whether you become a customer, regulatory record-keeping requirements, complaint time limits, legal obligations, and whether the information is needed to evidence advice, quotes or communications. We will not keep your information for longer than necessary.

8 Marketing

We may contact you about relevant products, renewals, guides or services where you have consented or where we are otherwise permitted to do so. You can opt out of marketing at any time by contacting us or using the unsubscribe option in our emails. We will not sell your personal information to third parties.

9 Cookies and analytics

Our website may use cookies and similar technologies to operate properly, understand visitor behaviour and improve user experience. Where required, we will ask for your consent before placing non-essential cookies. You can adjust cookie settings in your browser or through our cookie banner where available.

10 Your rights

You have rights under data protection law, including the right to:

Access your personal information
Correct inaccurate information
Request deletion (in certain cases)
Restrict processing
Object to processing
Request data portability
Withdraw consent
Complain to the ICO

To exercise your rights, please contact us using the details in Section 1.

11 How we protect your information

We use appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure. Access to customer information is restricted to people who need it for legitimate business purposes.

12 Complaints about data use

If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the issue. You can also complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

13 Updates to this policy

We may update this Privacy Policy from time to time. The latest version will be published on this page.