Privacy Notice

This Privacy Notice applies to Oasis Cover Limited, including where we trade as Oasis Underwriting, Oasis Commercial Lines and Oasis Personal Lines.

At a glance

We only use information we need

We collect and use information to provide quotations, arrange and administer insurance, underwrite risks, manage claims, meet our legal and regulatory responsibilities and run our business.

We work with different insurers and insurance partners

The insurer or insurance market involved will depend on the product you choose. Your quotation and policy documents will clearly tell you who your insurer is.

We use service providers carefully

We may use service providers such as Xceedance or Mark Bates Limited for selected administration or operational support.

This does not mean that every customer's information is automatically shared with those organisations. We only share information where the provider is involved in the relevant service.

We carry out financial-crime checks

This can include sanctions, identity and fraud screening on customers and, for businesses, relevant people connected with the organisation such as directors, persons with significant control and beneficial owners.

You have rights over your information

You have rights under data-protection law, including rights to access and correct your information and to object to direct marketing.

1. Who we are

Oasis Cover Limited is an insurance intermediary based in Grantham.

We trade through brands and trading styles including:

• Oasis Commercial Lines

• Oasis Underwriting

• Oasis Personal Lines

Depending on the insurance product involved, we may:

• act as an insurance broker or intermediary and arrange insurance with an insurer or managing general agent;

• underwrite, bind or administer an insurance scheme under authority delegated to us by an insurer;

• administer an insurance facility or scheme; or

• provide other insurance-related services.

Your insurer

Oasis works with a number of insurers and insurance-market providers.

The insurer or market involved will depend on the product you choose. Your insurer will be shown clearly in your quotation and policy documents.

Oasis Cover Limited is registered in England and Wales under company number 07257145.

Registered office:

Premier House
Londonthorpe Road
Grantham
Lincolnshire
NG31 9SN

Oasis Cover Limited is authorised and regulated by the Financial Conduct Authority, FRN 744721.

Oasis is a data controller where we decide why and how your personal information is used.

Some organisations we work with, including insurers, managing general agents and premium finance providers, may also be separate data controllers in their own right.

2. What information we may use

The information we need will depend on the product or service involved.

Identity and contact information

This can include your:

• name;

• date of birth;

• address;

• telephone number;

• email address; and

• other information needed to identify or contact you.

Business information

For business customers this can include:

• your role or occupation;

• business activities;

• directors and partners;

• shareholders;

• persons with significant control;

• beneficial owners; and

• ownership structure.

Insurance and risk information

This can include information about:

• property;

• vehicles;

• employees;

• turnover;

• business activities;

• previous insurance;

• claims history; and

• anything else relevant to the risk we are being asked to insure.

Financial information

This can include:

• payment details;

• bank information;

• premium finance information; and

• where relevant, financial or credit information.

Claims information

If you make or are involved in a claim, we may use information about:

• incidents and losses;

• photographs;

• documents;

• reports;

• correspondence; and

• other evidence relevant to the claim.

Communications

This may include emails, letters, notes of conversations and, where applicable, telephone call recordings.

Financial-crime information

This can include the results of:

• sanctions checks;

• identity verification;

• fraud checks; and

• other regulatory or financial-crime screening.

Online information

When you use our websites or online services, we may collect information such as:

• your IP address;

• browser information;

• device information; and

• information about how you use our websites.

Please see our Cookies Policy for more information.

Sensitive information

For some insurance products or claims, we may need to process more sensitive information.

This can include health information or information about criminal convictions or offences where that information is relevant and we are legally permitted to use it.

3. Where we get information from

We may receive information from:

• you;

• someone acting on your behalf;

• a business, employer or organisation you are connected with;

• brokers, introducers and other insurance intermediaries;

• insurers, managing general agents and other insurance-market participants;

• claims handlers, loss adjusters, solicitors, experts and repairers;

• payment, banking and premium finance providers;

• identity, fraud, financial-crime and sanctions-screening services;

• publicly available sources, such as Companies House and the UK Sanctions List;

• regulators, government bodies and law-enforcement agencies; and

• service providers or other group companies where they lawfully support Oasis or the service being provided to you.

If you give us someone else's information

If you provide personal information about another person, please make sure that you are allowed to provide it.

Where appropriate, you should also make them aware that their information may be shared with Oasis and direct them to this Privacy Notice.

4. Why we use your information

Data-protection law requires us to have a lawful reason for using personal information.

Providing quotations and arranging insurance

We use information to understand your requirements, assess the risk, obtain or provide insurance terms and issue documentation.

We will normally rely on:

• taking steps before entering into a contract;

• performing a contract; or

• our legitimate interests, particularly where we are dealing with a business customer.

Underwriting and policy administration

We may use information to:

• assess and rate risks;

• apply underwriting rules;

• refer cases;

• bind insurance cover; and

• administer policies.

Depending on the circumstances, we may rely on contractual necessity, our legitimate interests or legal and regulatory obligations.

Claims

We may use information to investigate, manage and settle claims and to work with insurers, claims professionals and other relevant organisations.

Payments and premium finance

We use information to:

• collect premiums;

• make refunds or other payments; and

• where requested, arrange or administer premium finance.

Fraud, sanctions and financial crime

We use information to protect our customers and our business, meet legal and regulatory responsibilities and prevent unlawful activity.

Customer service and complaints

We use information to:

• answer questions;

• make changes to policies;

• deal with renewals;

• administer insurance; and

• investigate and resolve complaints.

Improving our services

We may use information to understand how our products and services perform and to improve our:

• insurance products;

• systems;

• controls;

• processes; and

• customer experience.

Marketing

Where the law allows us to do so, we may tell customers, prospective customers and business contacts about relevant products and services.

Depending on the communication involved, we may rely on your consent or our legitimate interests.

You can ask us to stop sending direct marketing at any time.

5. Sanctions, fraud and identity checks

Insurance businesses have responsibilities to help prevent financial crime and comply with financial sanctions.

Oasis uses screening and verification checks as part of those controls.

Checks may include:

• the customer or policyholder;

• relevant directors;

• persons with significant control;

• beneficial owners;

• other people connected with the risk where appropriate;

• claimants;

• beneficiaries;

• third-party payees; and

• people involved in certain transactions or payments.

Checks may be carried out:

• before insurance is arranged;

• during our relationship with you;

• when information changes;

• before certain payments or transactions; or

• where otherwise appropriate.

A possible match does not automatically mean that someone is sanctioned or involved in wrongdoing.

We may ask for additional information so that a possible match can be reviewed properly.

6. Sensitive information

Some insurance products and claims require information that data-protection law treats as particularly sensitive.

This can include health information and, in some circumstances, information concerning criminal convictions or offences.

We only use this information where it is relevant and where the law permits us to do so.

For insurance activities this can include conditions under the Data Protection Act 2018 relating to:

• insurance purposes;

• legal claims;

• fraud prevention; and

• other substantial public-interest reasons.

7. Who we may share information with

We do not sell your personal information.

Where relevant and necessary, we may share information with:

• insurers and reinsurers;

• managing general agents;

• coverholders;

• wholesale brokers;

• insurance brokers and other intermediaries;

• introducers and appointed representatives;

• claims administrators;

• loss adjusters;

• surveyors and engineers;

• repairers;

• solicitors and other legal advisers;

• medical experts and investigators;

• banks;

• card-payment providers;

• direct-debit providers;

• premium finance providers;

• technology and hosting providers;

• cyber-security providers;

• communications and document-management providers;

• identity, fraud, sanctions and financial-crime service providers;

• auditors and accountants;

• professional advisers;

• regulators;

• courts;

• government organisations; and

• law-enforcement agencies.

We only share information where there is an appropriate reason to do so.

8. Third-party administrators and outsourced support

We may use third-party administrators, sometimes known as TPAs, or other service providers to help us with selected administrative and operational services.

These can include providers such as Xceedance and Mark Bates Limited, where they have been appointed for the relevant service.

Not every customer's information is sent to every provider

A TPA might support one insurance scheme, one process or one part of our business while having no involvement in another.

We only share information where the provider is actually involved in the relevant policy, claim, enquiry or service.

We also seek to limit the information shared to what is reasonably necessary.

Where an organisation processes personal information on our behalf, we require appropriate contractual, confidentiality, security and data-protection arrangements.

9. International transfers

Some insurers, technology providers, administrators or other suppliers may process personal information outside the United Kingdom.

Where this amounts to a restricted international transfer under UK data-protection law, we will use an appropriate lawful safeguard.

Depending on the circumstances, this may include:

• UK adequacy arrangements;

• an International Data Transfer Agreement;

• the UK Addendum to approved standard contractual clauses; or

• another mechanism permitted by law.

10. Automated systems and decision-making

We may use automated systems to help with:

• insurance pricing;

• underwriting rules;

• referrals;

• fraud detection;

• sanctions screening;

• identity checks; and

• administration.

These systems will not always make the final decision.

Where a decision is made solely by automated means and produces legal or similarly significant effects, we will provide the information and rights required by data-protection law where those rules apply.

11. How long we keep information

We only keep personal information for as long as we reasonably need it.

This may include keeping information for:

• providing insurance services;

• claims;

• complaints;

• accounting;

• legal requirements;

• regulatory requirements;

• fraud prevention; and

• potential legal proceedings.

Insurance records will commonly be retained for at least six years after the relevant relationship or transaction ends.

Some information may need to be kept for longer because of:

• the type of insurance;

• a claim;

• legal limitation periods;

• insurer requirements; or

• regulatory obligations.

12. How we protect your information

We use technical and organisational measures designed to protect personal information.

These may include:

• user access controls;

• authentication;

• encryption;

• cyber-security monitoring;

• backups;

• staff training;

• confidentiality requirements; and

• security requirements for service providers.

Access to personal information is limited to people who reasonably need it to carry out their role.

13. Marketing

Where the law allows us to do so, we may contact customers, prospective customers and business contacts about relevant products and services.

Depending on the communication, we may rely on consent or our legitimate interests.

You can stop marketing at any time

You have the right to object to the use of your personal information for direct marketing.

You can:

• use the unsubscribe option contained in a marketing message; or

• contact us using the details below.

14. Your rights

Depending on the circumstances, you may have the right to:

• know how your information is being used;

• ask for a copy of the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to erase information in certain circumstances;

• ask us to restrict how information is used in certain circumstances;

• receive certain information in a portable format;

• object to processing based on legitimate interests;

• object to direct marketing at any time;

• exercise certain rights where a significant decision is made solely through automated processing; and

• withdraw consent where we rely on your consent.

These rights are subject to certain legal conditions and exemptions.

We may need to verify your identity before responding to a request.

15. Questions, requests or complaints

If you have a privacy question or would like to exercise one of your data-protection rights, please contact:

Simon Oakes
Chief Financial Officer and Data Protection Lead
Oasis Cover Limited
Premier House
Londonthorpe Road
Grantham
Lincolnshire
NG31 9SN

Email: compliance@oasisunderwriting.com
Telephone: 01476 513797

If you are unhappy with how we have handled your personal information, please contact us first so we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO).

16. Cookies and online services

Our websites use cookies and similar technologies.

Please read our Cookies Policy for information about the cookies we may use, why we use them and how you can control your choices.

17. Changes to this Privacy Notice

We may update this Privacy Notice when our:

• business changes;

• insurance arrangements change;

• service providers change; or

• legal or regulatory requirements change.

The latest version will always be published on the relevant Oasis website and will show when it was last updated.