About this Fair Use Notice

This Fair Use Notice relates to Kia Car Insurance and Kia Accident Aftercare services.

This Fair Use Notice is to help you understand how we will collect, process and share your personal data. This allows you to make an informed decision as to whether you want to provide us with your data and if you want to give us additional permissions relating to it.

It also sets out your rights in relation to this data and how to complain to the Information Commissioner if you are unsatisfied with how we have handled your personal data.

You can update the consents you have given us here

The latest version of this Fair Use Notice can be found here

Who we are.

We, in this policy refers to Car Care Plan Limited. It may be that we provide you with one or more of the following:.

• arranging Kia Car Insurance and related ancillary products
• Claims management in respect of Kia Car Insurance or and Kia Accident Aftercare services. such as Call Kia First.
• An Excess Return Voucher or Free Driveaway Insurance policy.

Car Care Plan Limited is the data controller in relation to the data you provide to us.

Car Care Plan Limited is a specialist company appointed by Kia to ensure its customers are able to obtain insurance policies and use accident claims services which guarantee to repair your vehicle at a Kia approved repairer using only genuine Kia parts. For more information about Car Care Plan visit www.carcareplan.com

Car Care Plan Limited has appointed a Data Protection Officer who can be contacted at:

CCPH_DPA@carcareplan.co.uk

01923 692000

The Data Protection Officer, Car Care Plan Ltd, Second Floor, Aztec Centre, Aztec West, Bristol BS32 4TD.

Other Joint Data Controllers

For some parts of our service we are also Joint Data Controllers with other Parties. Where this is the case we remain primarily responsible for facilitating your rights as a data subject.

When we get an insurance quote from our specially selected panel of insurers, then we and the insurer are joint data controllers.

For more information about how our insurer panel use your personal data, you can find a copy of the respective Fair Processing Notice as follows:

Please note: If the insurer or product provider is not listed above, please contact us.

When you make a claim under an insurance policy or use our Accident Aftercare Service and that service involves the provision of a hire car or you ask for assistance with a personal injury claim then for that part of the process, we will be joint data controllers with our claims handling partner, Kindertons Ltd

Who you are.

You are anyone whose personal information we collect including anyone:

• requesting an insurance quote, for any of the insurance products we provide, or free driveaway insurance;
• any Driveaway Insurance holder, policyholder and any named driver;
• any person issued with an Excess Return or Excess Protect Voucher
• any person requesting a vehicle repair be managed by us either under an insurance policy we have issued or as part of an accident aftercare service;
• any other party involved in an insurance claim or vehicle repair; or
• any person you authorise to act on your behalf in dealing with any of the services that we provide.

When requesting an insurance quote, you should only provide details of named drivers if you have their permission to do so, including any sensitive personal data, and you should make them aware of this Fair Use Notice. By providing their details you are confirming to us that that is the case.

Data we collect about you.

Data You Provide

We collect the data that you give us when we provide you with a quote or when you make an insurance claim or use an accident aftercare service and any other time that we speak to you or you contact us.

The data we collect from you for an insurance quote and in the handling of any claims may include sensitive personal data relating to any convictions you have or that are pending and details of certain medical conditions.

We record telephone calls with you and these call recordings also form part of your personal data.

We also store information about your contacts with us such as the time, length and source of calls, the IP address that you use to access our website, whether you have read or replied to an email we send you; all this data helps us improve our service, detect fraud and resolve complaints when they arise. Our websites may use cookies (small text files) to track and record your activity and to allow us to personalise our websites and enhance your experience of them.

On occasions, you may ask your dealer to provide us with all or some of this data to help you set up a quote, free driveaway insurance or policy. Where you ask the dealer to do this we treat this as data that you have provided to us and we consider that the dealer has been acting on your behalf in providing us that data.

Data We Collect from Others

We may have made contact with you initially having been provided with your details by a third party, such as your finance provider, following an application by you for vehicle finance. When this is the case, they may provide us with data that they hold which is relevant for the purpose of us providing you with an insurance quote. This is in order to minimise the need for you to provide data to us. We will only receive this data where we are satisfied that the provider has your consent or another lawful reason to provide it to us and we will tell you when we contact you who provided us with the data.

As part of providing an insurance quote and administrating a policy including handling a claim we or the insurers and product providers we use may collect data from third parties about you including

• your vehicle manufacturer who may provide details of cars they and their dealers have sold.
• suppliers who provide services to you as part of our service such as repairers and roadside recovery agents
• other parties to an accident and their insurers
• the Motor Insurance Database (MID);
• the Claims and Underwriting Exchange (CUE);
• the Motor Insurance Anti-Fraud and Theft Register (MIAFTR);
• the DVLA and MyLicence, a database that allows us to verify your driving licence details;
• credit reference and identity verification agencies;
• Lexis-Nexis NCD Database, a database that allows us to verify your No Claims Discount;
• emergency services, police, medical and legal practices;
• If you have a usage-based product or add-on, then we will receive the data from your vehicle’s telematics provider that provides us with the relevant usage data for that product or add-on.

How we use your data.

We will use your data to fulfil requests you make of us and to meet the requirements of any contract we enter with you or any promotion we provide to you.

For instance

• if you ask us for an insurance quote we will process your data to provide that for you including providing your details to one or more insurers;
• if you have an insurance policy with us we will process that data to fulfil our obligations under that contract;
• If you ask us to repair your car we will appoint a repairer and provide them with you and your cars details so that they can carry out that repair and pass back to us information about that repair.
• If we provide you with an Excess Return or Excess Protect Voucher we will keep a record that you have been issued with it and process your data in connection with it.
• If you have a usage-based product or add-on then in addition, we and our underwriters will use the data collected and processed by the relevant telematics partner to
  1. Understand, as relevant to the applicable product or add-on, your vehicle usage and to use this information to fulfil the usage based features of the product;

Additionally, we will process your data to fulfil our legitimate interests where they are not overridden by your interests. This includes:

• If you have asked us for a quote or received a product or service from us, then we may contact you to let you know of similar products and services that we provide from time to time. You can opt out of this at any time here and any such communication will let you know how to do that easily.
• Inviting renewal of your policies or Excess Return or Excess Protect Voucher;
• Contacting you to assist you when you are accessing our services online;
• Letting you know when a Driveaway Insurance policy is going to expire and providing you with a means to take up a full motor insurance policy;
• Administering our business including:
  1. Motor insurance policy pricing and underwriting
  2. Fraud prevention and detection
  3. Debt recovery
  4. Verifying your identity
  5. Carrying out customer satisfaction surveys
  6. Resolving complaints
  7. Researching new products
  8. Evaluating new insurers and suppliers
• To enable us by way of analysis to improve and develop the services we provide;
• Using automated means, to decide what products and services you may be more likely to be interested in or how we administer products and the service we provide to you;
• Updating you on promotions that you have participated in where we may contact you to remind you of the benefits you could receive;
• Letting your vehicle manufacturer and/or your franchise dealers know the take up of the products that they promote and to share with them details of complaints and other feedback you might provide about our services;
• To contact you to let you know about significant updates to this Fair Use Notice (you can check back here anytime to see the current version).

Additionally, should your vehicle manufacturer appoint another company to provide their branded motor insurance in our place, and where you have an active branded motor insurance policy then we will provide your data to that company solely for the purpose of them providing you with a branded motor Insurance renewal quote.

You can ask us not to process the data in any of these ways and we will consider your request fairly (see your rights to object to processing of your data below)

Additional Data Permissions

If you have not asked us for a quote or received a product or service from us we will only promote additional products and services to you where you have given us your consent. For instance, if you give us your renewal date we will consider that consent to send you a quote near the time of your renewal. You can update the consents you have given us here or by calling us on 0330 102 8831.

When you report a claim to us or use our Accident Aftercare service we will share certain data with your franchise dealer, but we will only do that if you give us permission at the time you report the incident to us.

Who else will we provide your data to?

We, or the insurers that we deal with, may provide your data to certain third parties in relation to the services that you request from us or that are covered by an insurance contract or promotion you have participated in.

These include

• your vehicle manufacturer and your franchise dealer;
• insurers or product providers;
• our approved suppliers including
  1. Claim administrators, loss adjusters, recovery agents
  2. approved repairers and network managers
  3. premium finance providers
  4. companies providing customer satisfaction surveys and ecommerce assistance
  5. marketing companies that assist us marketing our products and services
  6. IT providers
• providers of Regulatory Compliance Services;
• the Motor Insurance Database (MID);
• the Claims and Underwriting Exchange (CUE);
• the Motor Insurance Anti-Fraud and Theft Register (MIAFTR);
• Lexis-Nexis NCD Database, a database that allows us to verify your No Claims Discount;
• emergency services, police, medical and legal practices; and
• our professional advisers

Transfer of data outside of the UK and the EU.

We use servers located in the UK to store your personal information or elsewhere in the EU where it is protected by laws equivalent to those in the UK.

Some of our suppliers and insurers from whom we source insurance quotes may transfer your personal information outside the EU, where this is the case our contracts with such suppliers require them to provide equivalent levels of protection for your personal information as it would have anywhere in the EU.

How long will we keep your data?

Where you do not enter into an insurance contract with us we will delete or anonymise your data during the third year after you last provided it to us or updated it unless there is a reason to hold it for longer, such as you made a complaint that was not resolved quickly.

Where you enter into an insurance contract, including a Driveaway Insurance, arranged by us we will need to hold your data for the period that a third party is entitled to notify a claim under that policy which can be brought many years after the event, however we will pseudo anonymise your data in the third year after the expiry of your policy. That means it will be held in our systems in such a way that your data cannot be identified except by reference to a separately held and secured data file.

If we have been provided with your data by a third party in order to contact you to provide you with a quote for a product or service and we are not able to contact you or, when we do, we not provide you with a quote, we will delete your data within 12 months of receiving it, unless you have opted in by another means.

Your rights in respect of your personal data

You as someone whose personal data we process have certain rights as to how we process it; namely:

The right to be informed

You are entitled to be informed in a transparent manner about the processing of your data and that is what we have set out in this Fair Use Notice. If you have any questions about how your data is processed then please contact us on 0330 102 8831 and we will try to answer your questions.

The right of access

You are entitled to know what data we are processing and to receive a copy of it. You can request this from us at any time. This is known as a Subject Access Request and in normal circumstances we cannot charge you for providing you with a copy of your personal data that we process. We will normally provide you with a copy of your data within one month of receiving your request.

The right to rectification

You are entitled to have corrected any incorrect or incomplete information that we hold on you.

The right to be forgotten

You are entitled to request that we delete your personal data where we no longer have a legal basis for processing it. We will delete your data if you request that we do so and if:

• It was no longer necessary for the purpose you gave it to us,
• We were processing it based solely on your consent and you have withdrawn your consent; and
• There is no overriding legitimate interest for us to continue to process it.

The right to restrict processing

You are entitled to request that we restrict the processing of data so that we only store your data and not process it further and we shall comply where one of the following applies:

• the accuracy of the personal data is contested by you, for a period enabling us to verify and or rectify the accuracy of the personal data;
• we have processed the data without a lawful basis and you do not wish us to delete it and have asked that we restrict its use instead;
• we no longer need the personal data for the purpose originally intended, but you want us to retain it in relation to a legal claim;
• you have raised an objection to the processing of the data and we are in the process of considering whether to agree to that objection.

The right to object

You are entitled to object to our processing of your personal data for our legitimate interests beyond that which is strictly necessary in relation to a contract you have entered in to. If you make such a request we will either agree to your request or let you know any reason we have for not agreeing to it.

Where we have passed your data to another party and you make a request to exercise your rights in relation to that data we will endeavour to pass on your request to all such third parties who will be similarly obliged to treat your request in accordance with your rights as a data subject.

Your right to lodge a complaint with the Information Commissioner.

You are entitled to make a complaint to the Information Commissioners Office which you can do:

• via their website https://ico.org.uk or
• by calling 0303 123 1113 or 01625 545 745; or
• by writing to

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

This Fair Use Notice was last updated on 19th April 2024 – V12