Privacy Policy – what this policy covers
At FitPro we are committed to doing the right thing and respecting and protecting the privacy of all those who use our Websites, Apps and Services. That’s why we’ve developed this Privacy Policy, and our Cookie Policy.
The following Privacy Policy explains the various ways in which we collect personal information and data about our users, explains when and why we will share personal data and details the rights and choices you have when it comes to your personal data. By using the FitPro Group Websites, Mobile Apps and Services, you’re agreeing to be bound by the terms of this policy.
Our Websites or Mobile Apps may contain links to other websites operated by other organisations that have their own privacy policies. Please make sure you read the terms and conditions and privacy policy carefully before providing any personal data on a website, as we do not accept any responsibility or liability for websites of other organisations.
FitPro manages the FitPro website on behalf of our partner, PHL Insurance Brokers Limited, 5 Beaconsfield Street, London, England, N1C 4EW, Company number: 04851546. PHL Insurance Brokers acts as a separate Data Controller for data they handle for insurance broking purposes. Questions about their data processing activities can be sent to [email protected] .
This policy may change so you may want to check in from time to time to ensure you’re happy with our changes. Questions about this policy or other practices relating to privacy can be sent to [email protected]. Our direct telephone number is +44 (0)20 8586 0101.
Personal data we collect
When you register for our Services, you may provide us with:
- Your personal details, including your title, postal and billing addresses, email addresses, phone numbers and date of birth
- Information relating to your Service-specific choice, such as Insurance
- Your account login details, like your username and your chosen password (kept until your account is deleted or inactive for 2 years )
- Insurance policy records
- Payment and billing information to process payments or collect payments from you (kept for 7 years to fulfill UK tax and statutory accounting obligations)
When you’re online and browse our Websites or use our Mobile Apps, we may collect information about:
- Your online purchases and usage
- The devices you have used to access our Services (including the IP address, browser type and mobile device identifiers)
- Your online browsing behaviour to deliver a better app/website experience and improve our services (kept for 14 months or until you clear your cookies/withdraw consent)
How is your information used?
We may use your personal information to:
- Process payments you have made or collect payments from you
- Notify you of important changes to our Services and Policies
- Send you information about Products and Services you may be interested in from the FitPro Group or our selected partners
- Carry out our contractual obligations
- Enable access to specific Websites or Mobile App Services
- Improve the Products and Services we provide and to deliver a better Website and Mobile App experience (see Cookie Policy)
- Communicate better with you
- Broker insurance
We store your personal data for the following periods:
- Personal details, including contact details – 7 years from the end of the policy/service
- Date of birth – 7 years from the end of the policy/service
- Insurance policy records – 7 years from the end of the policy/service
There are certain types of information (for example, invoicing and payments) that we are required to hold to fulfil our statutory obligations. Personal information is held securely, but only on our systems for as long as it is necessary for the relevant activities.
We collect your personal information under the following lawful bases:
- Personal details, including contact details – For the performance of your insurance broking contract
- Date of birth – For the performance of your insurance broking contract
- Insurance policy records – For the performance of your insurance broking contract
Sharing personal data
We may share personal data we collect with Partners and Service Providers. We work with:
- Retail Partners who sell products through our Services. For example, when you take insurance with FitPro we supply this information to Aviva, which is our retail Partner and underwriter.
- Selected Service Providers that help us with technology services (including data storage and organisation), processing payments and delivering orders. We only share personal data that enables our Service Providers to provide their services.
- Our partners, PHL Insurance Brokers, who process your personal data for insurance broking purposes.
When we share personal data with these companies we require them to keep it safe, and they must not use your personal data for their own marketing purposes.
FitPro stores data on servers located within the United Kingdom. We transfer your personal data to our service providers with data centres located in the United Kingdom. We use sufficient safeguards, including Standard Contractual Clauses or the UK data bridge extension to the EU-US Data Privacy Framework for these data transfers.
Sharing personal data with other organisations
We may share personal data with other organisations only in the following circumstances:
- If the law or a public authority requires it
- If we need to share personal data in order to establish, exercise or defend our legal rights (this includes for the purposes of preventing fraud and reducing credit risk)
- To an organisation to which we sell or transfer (or enter into negotiations to sell or transfer) any of our businesses. If the transfer or sale goes ahead, the organisation receiving your personal data can use your personal data in the same way as we do
Your information is never shared with third parties for marketing purposes without your explicit prior consent. FitPro will send you information about FitPro products/services you may like until you opt-out or unsubscribe.
Protecting personal data
We use computer safeguards such as firewalls, regular backups of data, encryption of data and secure password protection policies on all systems handling your personal information. We enforce physical access controls to buildings and files to keep data safe.
Whilst we take appropriate technical and organisational measures to safeguard your personal data, we cannot guarantee the security of any personal data that you transfer over the internet to us.
Privacy policy at a Glance
| Data Type | Purpose of Processing | Lawful Basis | Retention Period |
| Personal & Contact Details (Title, address, email, phone, DOB) | To provide you with requested services and broker your insurance. | Performance of a Contract | 7 years from the end of the policy/service. |
| Insurance Policy Records | To broker and maintain your insurance policies. | Performance of a Contract | 7 years from the end of the policy/service. |
| Account Login Details (Username, encrypted password) | To enable access to specific Websites or Mobile App Services securely. | Performance of a Contract | Kept until your account is deleted or inactive for 2 years. |
| Payment & Billing Information | To process payments or collect payments from you. | Legal Obligation / Performance of a Contract | 7 years to fulfill UK tax and statutory accounting obligations. |
| Device & Browsing Data (IP address, browser type, online behaviour) | To deliver a better app/website experience and improve our Services. | Consent (via Cookies) / Legitimate Interests | 14 months, or until you clear your cookies/withdraw consent. |
| Marketing Preferences | To send you information about FitPro products/services you may like. | Consent (Opt-in) or Legitimate Interests (Existing customers) | Until you opt-out or unsubscribe. |
Your rights
You have these rights over your personal data:
- Your right to request access to your personal data. You can receive a copy of the data we hold and check how we are using it.
- Your right to request us to correct (rectify) your personal data. You can ask us to correct your data that isn’t complete or accurate.
- Your right to request we delete your personal data (right to be forgotten). You can ask us to delete your personal data. This applies where there is no good reason for us to keep processing it.
- Your right to object to us processing your personal data. You can object to us processing of your personal data. This applies unless we have a good reason to keep using it.
- Your right to request us to restrict your personal data. You can ask us to suspend using your personal data.
- Your right to request a transfer of your personal data to you or to someone else (data portability). You can ask us to give you, or someone else, your personal data in a format you can use.
- Your right to withdraw consent. We will stop using your data if we collected it with consent. However, please note we may have processed your data up to the point where you withdrew your consent.
- Your right to challenge, express your view, or have a human review any automated decisions we make. This happens when these decisions may have a big impact on you. We do not make any such decisions.
If you would like to exercise any of your rights in relation to data held for insurance purposes, please contact us at: [email protected]
We will review verified data protection rights requests and respond to you as quickly as possible. If we are unable to comply with your request due to an exception or limitation, we will explain this in writing. If we need more time, we will inform you of the reason and extension period in writing.
We remind you that you have a right to lodge a complaint with the Information Commissioner’s Office (ICO) should you feel unsatisfied with our treatment of your personal data. Depending on the laws applicable to you, if you are not satisfied with our response to you, you may have the ability to appeal our response. If an appeal right is applicable to you, we will let you know in our response to you
You have the right to see the personal data we hold about you. Any requests must be made in writing and we will respond within one week. We do not charge for this service.
If you would like a copy of the personal data we hold about you, please email us at [email protected]
We want to make sure that the personal data we hold about you is accurate and up to date. If any of the details are incorrect, please let us know and we will amend them.
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If you have any questions or queries about how PHL Insurance Brokers Limited processes your personal data, or if you wish to exercise your rights, you can contact us using the following details:
- Name: PHL Insurance Brokers Limited, Company number 04851546
- Company address: 5 Beaconsfield Street, London, England, N1C 4EW
- Email address: [email protected]
