Ebix Europe Limited Privacy Policy

Introduction

Ebix Europe Limited (“Ebix”), has its registered office at Walsingham House, 35 Seething Lane, EC3N 4AH, London, UK. Ebix provides electronic trading solutions, services and innovative Insurtech products to the London and global (re) insurance markets, covering both large commercial and speciality markets.  Our comprehensive solutions cater for various aspects within the commercial insurance lifecycle This policy applies to the management of your data that was collected by our UK offices.

The protection of your personal data is particularly important to us, and we understand our responsibilities to manage your personal data with care, to keep it secure and to follow the UK Government’s legal and regulatory expectations from Ebix.

We may update this policy from time to time, for example to keep it up to date, to follow the UK government’s legal and regulatory expectations and requirements from Ebix or conduct any updates to the way we run our business. It provides information on the data we collect, how we use it, and who we share it with.

We ensure data minimization, i.e., we will not request any data from you which is not needed for providing you with our products and services.

Personal information: how and why we request it:

We will collect information from you:

  • when you visit our website (i.e., to search for our product or service information)
  • when you call our help desk for user support (i.e., by recording telephone calls for training and quality assurance purposes).
  • to add/update your contact details to provide you with our products and services.
  • to inform you of any impact on your accessibility to make use of our services.
  • to provide and run our software products,
  • to further develop, customize and improve our software products and the website tools.
  • to provide ongoing customer assistance and technical support.
  • to enhance our data security and fraud prevention capabilities and our responsibility towards our stakeholders and
  • to comply with any regional laws and regulations.

We are obliged to set up a legal ground to use your personal data, therefore, we will make sure that we only use your personal data for the purposes set out above where we are satisfied that – our use of your personal data is necessary to support the Legitimate Interests that we have as a business:

  • to improve our products or services, to provide help or support in connection with our products and our website, to ensure that our products and services operate efficiently and securely, and to carry out analytics across our datasets), provided it is always carried out in a way that is proportionate, and that it respects your privacy rights.
  • is necessary to follow any relevant legal & regulatory expectations that we must adhere in the UK.

We do not collect any sensitive data from our external stakeholders, however, if we do, we will establish an added lawful ground to those set out above which will allow us to use that information. This added exemption will typically be:

  • your explicit written consent
  • your right to opt-out of further processing of such information.
  • the establishment, exercise, or defence by us/you or third parties for any legal claims

Your explicit written consent will allow us to process your sensitive data. If you choose to revoke your authorisation for us to use such data, we may be unable to provide all services to you in certain circumstances.

All the personal data we request from you, is processed by our UK based offices. All data related to our IT hosting & maintenance of our products and services, is located on the servers within our UK Offices. We will not share your data (globally) unless it is a secure transfer to a country providing adequate level of protection. You will have the right to request information about the safeguards we have put in place there.

No third parties, other than those that you chose to transact with over our products and services, have access to your data.

We will always ensure that your personal data is processed, managed, and stored securely, and deleted or destroyed securely when no longer needed as per our contractual obligations toward you.

How we store your personal information

Your information is securely stored for a minimum of 5 years after the last date of any business transactions, interaction, or communication between Ebix and you or your organisation.

In certain circumstances, we may keep your data for longer periods of time as is necessary to fulfil our above obligations toward any relevant UK regulations and laws – i.e., to meet our legal, regulatory, tax or accounting requirements, as a part of an audit trail to record your use of our products and services.

Your rights related to your data that Ebix holds:

  • Your right of access: you have the right to ask us for copies of your personal information.
  • Your right to rectification: you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure: you have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing: you have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing: you have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability: you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You do not have to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at dpo@ebix.com

How to complain

If you have any concerns or wish to complain about our use of your personal information, please email us at dpo@ebix.com

You may also complain to the Information Commissioner’s Office, if you are unhappy with (how we have used your data or) have been unable to resolve your complaint.

In the United Kingdom, the supervisory authority for data protection can be contacted at:         

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow, Cheshire

SK9 5AF

UK

Website: https://www.ico.org.uk

Learn More

We are the largest provider of electronic trading solutions and innovative Insurtech products to the global (re)insurance market, covering both large commercial and specialty markets.