Privacy and cookies

Definitions

We/Us/Our means New Moon Insurance Services Ltd.

You/Your means our client.

FCA means The Financial Conduct Authority, an independent authority that regulates financial services.

By asking us to quote for, arrange or handle your insurances, you are deemed to have accepted this privacy policy and to have given us your consent to operate in the ways described below.

If you have any concerns or questions regarding the use of your data please contact our Data Protection Officer at Newmoon Insurance Services Ltd, Data Protection officer, Pine Grove Business Centre, Pine Grove, Crowborough, East Sussex, TN6 1DH 01892 280323 or email enquiries@newmooninsurance.com.

The following details below explain how your data is used by Newmoon and our insurers.

Privacy Notice How information about you will be used

What Information we collect about you:

When you contact us for an insurance quotation we collect the relevant information needed by an insurer to calculate the premium and understand your insurance needs. We collect this information during our meetings, email and /or telephone conversations with you and through the completion of proposal forms and fact finds.

Personal information we collect is restricted to the information our insurers require for their products. Currently this includes :-

name and address

insurance identification/ background information/ risk details including previous claims information

criminal convictions (where relevant to your policy)

photography of insured item(s) or video - used to access and monitor policies and claims.

How your information will be used:

The information we collect will be passed to insurers to enable them to calculate a competitive insurance quotation to meet your requirements. Newmoon only work with one insurer per product but in rare cases it may be necessary to pass your information to other insurance intermediaries who are authorised and regulated by the Financial Conduct Authority.

The General Data Protection Regulation (GDPR)

Newmoon will only contact you in relation to any product you purchase or ask for a quote from us or request contact via either phoning us or emailing us etc.

Newmoon will not pass any of your information to third parties other than to our insurers with the restriction that this information will only be used for issue and admin your policy and any claim. We do not use your personal information to market products to you. Cookies are used on the site but only for our system performance management. They are not used to collect your data/ information or used for marketing.

Newmoon will contact you regarding your renewal, new business, mid term adjustment etc by letter, email and phone. If you do not wish to be contacted by one of these methods please inform us.

If your policy lapses we will remind you for a suitable period as indicated above.

Insurance requires the issue of a legal document and documents will be retain for the required period by current legislation. Please be aware that if your policy had either employers liability and or public liability these documents will be held for a longer period than those without these covers.

If buying or seeking a quote online the basic quote is an automated decision process. If you disagree with the decision or outcome of the automated quote process please contact us.

Please note calls to Newmoon are recorded.

Newmoon do not hold any payment details.

Information provided by you may be put onto a register of claims and shared with other insurers to prevent fraudulent claims.

Should you wish to pay your premium by instalments we may pass your information to a premium finance provider however, this will not be done without discussing payment options with you first. Currently Newmoon do not offer instalments.

We will retain any information we have collected about as required by law of insurance contract once our professional relationship has terminated. You retain the right under GDPR to :- object to us using your data (we will explain why we need to use your data e.g. under contract law or will agree to stop using) , an update or to correct your data, ask for a copy of personal data held by us for your personal use, right to delete your personal data if no longer required, right to be removed (where applicable by law) or "forgotten", complain about our use to the ICO or similar body and the right to restrict use of your data as outlined in the current regulations.

Your rights of access to your data:

You have a right to obtain a copy of the personal information that we hold about you. If you believe that any information held is incorrect or incomplete, you should contact us. Any information that is found to be incorrect or incomplete will be amended promptly.

You also have a right to “be forgotten”, this means you can ask for the information which we hold about you to be deleted from our records but this will mean that we will be unable to continue to handle your insurance arrangements.

GDPR - our insurance partners policy:-

Music instrument Policy - Insurers Use of your personal information

Newmoon only use Ecclesiastical insurance Office for our Harmonic, Natursal and Harmonic+ policies (prior to 1st June 2019 we used Hiscox). For other policies we continue to use Hiscox.

The specific company (Newmoon) acting as a data controller of your personal information will be listed in the documentation.

Ecclesiastical collect and process information about you in order to provide insurance policies and to process claims. Your information is also used for business purposes such as fraud prevention and detection and financial management. This may involve sharing your information with, and obtaining information about you from, our group companies and third parties such as brokers, loss adjusters, credit reference agencies, service providers, professional advisors, our regulators or fraud prevention agencies.

Ecclesiastical may record telephone calls to help us monitor and improve the service we provide.

For further information on how Ecclesiastical use your personal data is used and your rights in relation to your personal data please refer to our Privacy Policy at www.ecclesiastical.com/privacypolicy or contact our Data Protection Officer at Beaufort House, Brunswick Road, Gloucester GL1 1JZ or on 0345 6073274 or email compliance@ecclesiastical. com

Whilst Hiscox cases have now all expired if you require further information on how your information is used by Hiscox and your rights in relation to your information please see Hiscox privacy policy at www.hiscox.co.uk/cookies-privacy. If you are unsure you can also contact Hiscox at any time by telephoning 01904 681198 or by emailing Hiscox at dataprotectionofficer@hiscox.com

Gun Insurance Policy - Insurers Use of your personal information

Newmoon only use Ecclesiastical on or after 1st November 2020. See above for information. Prior to the is date we only used UK General (UKG) for its gun insurance product.

The specific company (Newmoon) acting as a data controller of your personal information will be listed in the documentation. If you are unsure you can also contact UKG details of which are on the policy wording.

UKG collect and process information about you in order to provide insurance policies and to process claims. Your information is also used for business purposes such as fraud prevention and detection and financial management. This may involve sharing your information with, and obtaining information about you from, our group companies and third parties such as brokers, loss adjusters, credit reference agencies, service providers, professional advisors, our regulators or fraud prevention agencies.

UKG may record telephone calls to help us monitor and improve the service we provide.

Marketing

Newmoon do not cross sell products and will not pass your details to third parties in any way other than to fulfil your insurance product e.g. relevant details to issue a document.

Contact

Newmoon products do not automatically renew. We will contact you by email approx. 6 weeks before renewal to remind you and provide your renewal terms. A further letter reminder will be issued approx. 4 weeks before renewal and we will remind you again by email or phone the week of the renewal. If the policy lapses we will contact you to remind you that cover has lapsed.

The information you supply may be used by Newmoon for insurance product administration and potentially customer feedback (Feefo). Newmoon do not cross sell other products and unlike other companies we will not contact you on other services or products.

We treat all of our clients’ records as confidential even when they are no longer a client. By buying a product from Newmoon via the website or over the phone you accept our Privacy terms.

We capture your personal information such as name and addresses over a secure link using recognised industry standard Secure Sockets Layer (SSL) technology which encrypts the data whilst passing it over the web.

This will be indicated on most browsers by a lock in the status bar at the bottom of the screen.

We never retain your bank or card details. We do not offer direct debit and will not hold bank details.

Firewalls are used to block unauthorised traffic to the servers and the actual servers are in a locked secure location which only authorised personnel are allowed.

Your information will not be passed to another party (other than for the purposes of arranging your insurance) without your prior consent, unless we are legally obliged to do so, or to meet our regulatory requirements.

For your protection, telephone calls will be recorded and may be monitored.

Where appropriate we may make a check with a licensed credit referencing agency and a record of any search will be made. Our insurers may exchange information with other insurers through various databases to help them check information provided and also to prevent fraudulent claims. We will disclose information about you to regulatory authorities in response to formal requests.

Your personal data will not be transferred to countries outside the EEA by Newmoon but our insurers may do so. It will at all times be held securely and handled with the utmost care in accordance with all principles of the UK law. By submitting your information you consent to such a transfer.

Under the Data Protection Act 1998, you have the right to access your personal records held on our files.

The aim is to check information provided and also to prevent fraud.

Should you require clarification of your rights under the current Act please visit www.ico.org.uk or telephone 03031231113.

By submitting any information about you and ,where applicable, others within our website at www.newmooninsurance.com you and they consent to its use as set out in our Privacy Policy.

If you provide us with information about another person you confirm that they have appointed you to act for them, to consent to the processing of their personal data and that you have informed them of us and the purposes for which their personal data will be processed.

The internet is not a secure medium. However we are committed to ensuring that your privacy is protected. The Privacy Policy explains the security measures we have put in place to protect information we collect.

The following types of information may be collected - Name, address, phone, email and similar plus financial information including bank account, credit card numbers that you link to your insurance and PayPal account together with details of the items to be insured - for example a flute serial number 12345. We do not hold financial details of customers e.g. as credit card number on our secure systems.

Newmoon use PayPal Website payments Standard which is Payment Card Industry Data Security Standard complaint.

Recording of information - for our mutual protection and training purposes, any telephone calls to our service/ call centres may be recorded and may be monitored.
How we use your information -Where we collect information about you throughout the website we will notify you of how we will use it. Within the website we may ask you to provide us with relevant personal information (including but not limited to sensitive information such as criminal convictions) in order that we can provide you with the product or service requested, undertake administration and generally service and maintain your policy, including responding to any query that you may raise with us.
We would like to keep you informed by telephone, post or email of selected products and services available from us and our carefully chosen suppliers. If your personal details a change or you would prefer not to receive this information from us please let us know when you contact us.
As part of the process of providing you with the product or service requested we may undertake certain checks or exchange information with third parties through various databases.
As part of the process of underwriting general insurance products we may check with a licensed credit- referencing agency and a record of this search will be made.
Fraud - In order to prevent fraud we may at any time:- share information about you with other organisations and public bodies including the Police, check or file your details with fraud prevention agencies and databases and if you give us false or inaccurate information and we suspect fraud, we will record this. We and other companies may also search these databases to help us make decisions about the provisions and administration of insurance, credit and related services, check your identity to prevent money laundering and additional fraud searches.
Cookies - When you visit our website we may attach a "cookie" to your browser. These are small text files that allow us to identify your computer, recognise repeat users, observe anonymous user behaviour and compile aggregate data about users to improve our service. We will not use third party advertising agencies or similar. We will not and will not allow any third party to track or collect any personally identifiable information of visitors to our website. We will not associate any data gathered from this site with any personally identifying information from any other source. We will not and will not allow any other party to associate your IP address with any other data held by any third party. Neither will we allow a link or seek to link an IP address with the identity of a computer user. You may disable use of "cookies" via your browser settings but without cookies you may not be able to use the full functionality of our website. Information on deleting or controlling cookies is available at www.aboutcookies.orgDisclosure of Material Facts (Commercial Customers)
It is your responsibility to provide complete and accurate information to insurers when you take out your insurance policy throughout the life of your policy and when you renew your insurance. Failure to disclose any material information to your insurers could invalidate your insurance cover and mean that part or all of a claim may not be paid. If you are in any doubt as to whether information is material you should disclose it. Underwriting Information
It is your duty to take reasonable care to answer all questions honestly and to the best of your knowledge. if you do not your insurance policy may be cancelled or treated as if it never existed or your claim may be rejected or not paid in full. it is important that all statements you make on proposal forms claim form and any other documents are full and accurate. If a form is completed on your behalf you should check that the answers shown to any of the questions are true and accurate before signing the document. Failure to provide requested information to your insurers could invalidate your insurance cover and mean that part or all of a claim may not be paid.
Awareness of Policy Terms
- When a policy is issued, you should read it carefully. The policy documents, the schedule and any certificate of insurance are the basis of the insurance contract you have purchased. If you are in doubt over any of the policy Terms and Conditions, please contact us promptly. Adequacy of Sums Insured and Limits
- At all times it is your responsibility to ensure that insured values and policy limits are adequate and that all sums insured properly reflect current reinstatement / replacement costs where applicable. Whilst we seek to assist in establishing and maintaining insured values we cannot accept responsibility for their accuracy.
- Where applicable, it is strongly recommended that an appropriate Professional (e.g. Valuer) be consulted to ensure that the sums insured are adequate. Quotations
- Unless otherwise advised, any quotation we give you will normally remain valid for 30 days from the date of issue.