Privacy Notice

Sections

Your personal information
Who are we?
How do we collect personal information?
Why do we collect personal information?
What sort of personal information do we collect?
Special types of information
Do you share my personal information with anyone else?
How long do we keep personal information?
Do we send personal information outside the UK and the European Economic Area?
Can I tell you to stop using my personal information?
What are my rights?
Who do I need to contact about the information you hold about me or if I have a concern?
Using our website

Your personal information

It is very important to us that your personal information is safe and secure, and only used for the right reasons. As a Mutual, we are owned by our customers – our Members – and we want to make sure that our Members trust us and are confident that we respect the privacy and legal rights of everyone whose personal information we hold.

This privacy notice explains why we collect personal information and how we use it. It also tells you about your legal rights.

We collect and use personal information about our Members and people who ask us for quotations for cover or about another service or product we offer or arrange.  We may collect information from you about other people, such as members of your family, included in your cover. We may also be given information about someone making a claim against one of our Members. 

Who are we?

We are The Military Mutual Limited.

How do we collect personal information?

We collect information from you:

  • when you ask us for a quote and apply for membership
  • when you renew or make changes to your cover with us
  • if you ask us about or have a service or product we arrange
  • when you contact us by phone, email or letter
  • if you make a claim
  • if you make a complaint
  • if you enter one of our competitions
  • if you take part in one of our promotions.

If you make a claim against a Member, we may be given information about you by other people who may include your solicitor, doctor or employer.

We may also buy contact lists from other organisations which contain personal information.  We will only do so if we are entirely satisfied that you have agreed that the other organisation can give your personal information to us for our marketing purposes.

We record telephone calls to make sure that we follow instructions correctly and for staff training purposes.

Why do we collect personal information?

We collect, use and store personal information for our legitimate business interests, and the legitimate interests of our Members and the general public, and so that we can:

  • give you information you ask for about our products and services
  • give you a quote for the cover we offer
  • make a decision about accepting you as a Member of the Mutual and giving you cover
  • confirm your identity
  • provide our cover to you
  • arrange or introduce products and services provided by somebody else
  • understand our Members’ needs and requirements so we can improve current products and develop new products
  • comply with Companies Act requirements and meet other legal obligations
  • send you information and documents about company matters
  • tell you about changes to our services
  • administer your cover and collect contributions
  • investigate, process and pay claims by Members and claims made against Members
  • obtain legal advice
  • bring or defend legal actions
  • recover debts
  • detect crime and prevent fraud
  • respond to complaints
  • carry out market research
  • if you agree, tell you by post, email, telephone call or text about products and services we offer.

If you have agreed that we can contact you to tell you about our products and services, you can ask us to stop sending you that information at any time.  Please let us know if you no longer want to receive it.

We may use information about you in order to comply with financial sanctions which apply in the UK and internationally.

What sort of personal information do we collect?

Personal information is anything that can identify a living person. The information we collect may include your:

  • name and address
  • telephone number and email address
  • age, marital status and gender
  • military rank and number
  • photograph
  • passport details
  • driving licence details
  • bank account details
  • credit/debit card details
  • claims history
  • employment records
  • health and medical records
  • criminal records information.

Special types of information

Information about health and medical records are known as “special category data” and need special protection. We will only use your special category data if you expressly agree that we can use it for one or more specified purposes.

If you give us special category data about someone who will be included in your cover, please make sure that you only give it to us if they have agreed that you can.

When you apply for or renew your cover, we may ask if you, or someone who is to be included in your cover:

  • have any unspent criminal convictions
  • have been charged with a criminal offence which has not yet gone to court
  • are a defendant in current proceedings in a criminal court.

If we ask, you must tell us if any of these things apply. You do not have to give us any more information than that if you do not want to, but if you do not give us details (for example, if you have an unspent conviction, when it was and what it was for) we may not be able to give you cover.

Do you share my personal information with anyone else?

We share personal information with our Managers. They run our day to day business including marketing, sales, renewals and claims and complaints handling.  We also share personal information with other organisations who are essential to the running of our business and the services and products we provide to our Members, such as our supporting insurers, loss adjusters, legal and medical advisers, and insurers who provide insurance direct to our Members. We have contracts with our service providers which say that they can only use the information we give them to provide services to us and our Members and to comply with legal obligations.

We may be required to give personal information to fraud prevention agencies in the UK and abroad.

The police and other law enforcement authorities can ask for personal information to detect or prevent crime or to comply with legal obligations.  If they ask, we have to give the information.

We will not give personal information to anyone else unless:

  • the person agrees
  • we are allowed or required by law to disclose it
  • we are involved in a sale, merger, reorganisation, transfer of business or dissolution.

We will not give information to any other organisation for their own marketing purposes unless you have agreed that we can.

Our Managers manage several other Mutuals. They may use information from some or all of the Mutuals to help improve the services they and the Mutuals provide, and to make sure that records are accurate and up to date. Someone involved in the management of another Mutual may need to have access to personal information we hold, so procedures are in place to make sure that such access is only allowed on a need to know basis and that the use of the personal information is always fair and lawful.

How long do we keep personal information?

We will only keep the information for as long as we need to use it for the purposes it was given to us and in line with our information retention standards (available on request), or as required by law or regulation.

When we no longer need to keep your information we will securely and confidentially destroy it.

Do we send personal information outside the UK and the European Economic Area?

We do not currently send personal information outside the UK or the EEA but, if we ever did, we would have a contract in place to make sure that the information is protected if we give it to businesses and organisations in countries that do not provide the same level of personal information protection as the UK.

Can I tell you to stop using my personal information?

If the only reason we hold your information is because you have agreed we can, you can tell us to stop using all or part of it at any time.  This includes information about your health and medical records, but if you are making a claim for personal injury and you tell us to stop using your medical records, we may not be able to deal with your claim.

Will you tell me if you change the way you use my information?

If we want to use your information for a new reason which isn’t the same as the original reason for collecting it and which you might not expect, we will write to you to tell you about the new reason and explain why we want to use the information in the new way.

If the only reason we hold your information is because you have agreed we can, we will ask you if you agree to the new use.  If you don’t agree, this may affect what we can do for you.

What are my rights?

The law gives you special rights. You have the right to:

  • know if we hold your information
  • know what we use it for
  • know what sort of information we hold
  • know who we share it with
  • know how long we will keep your information
  • receive a copy of the information we hold
  • have irrelevant information deleted
  • have any inaccuracies corrected
  • restrict the way we use your information until inaccuracies are corrected
  • in some cases, have your information deleted from our records
  • where we use your information to send you details of our other products and services, tell us to stop sending the details.

If you apply for a quote for our cover online and if your application is turned down, or you disagree with the quote, you have the right to know how the decision was reached, to challenge it and ask us to review it. If you would like to speak to us about the decision please telephone us on 0800 088 2284.

Who do I need to contact about the information you hold about me or if I have a concern?

If you have any questions about why we collect your information and how we use it, or:

  • if you want a copy of it
  • if you are unhappy with the way we are using your information
  • you believe we should not be using it
  • you would like to know more about a quote you obtained online

please contact us:

The Information Officer
The Military Mutual Limited
PO Box 993
Portsmouth PO1 9PS
Tel: 0800 088 2284
Email: services@themilitarymutual.com

If you wish to make a complaint, we will deal with your complaint as quickly as we can.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO).

You can contact the ICO by:

Information Commissioner’s Office
Wycliffe House
Water Lane

Wilmslow
Cheshire
SK9 5A
F

If you live in Scotland, Wales or Northern Ireland, you can chose to contact your local ICO office:

Scotland Wales

Information Commissioner’s Office Information Commissioner’s Office
45 Melville Street 2nd floor, Churchill House
Edinburgh EH3 7HL Churchill Way Cardiff CF10 2HH

Tel: 0303 123 1115 Tel: 029 2067 8400
Email: scotland@ico.org.uk Email: wales@ico.org.uk      

Northern Ireland  

Information Commissioner’s Office
3rd Floor
14 Cromac Place
Belfast BT7 2JB

Tel: 028 9027 8757 or 0303 123 1114
Email: ni@ico.org.uk

Using our website

We collect personal information directly from you on the website:

  • via enquiry and contact forms
  • through quote forms
  • when you purchase certain products or services using our website.

When you visit www.themilitarymutual.com and/or https://home.quote.themilitarymutual.com we collect information through ‘cookies’ so we can improve your online experience. By using cookies, we can make it easier for you to manage your account and login details and apply for products and services. View our cookie policy. To find out more about cookies and how they are used visit www.aboutcookies.org or www.allaboutcookies.org.

We use a third-party service, Google Analytics to collect details of visitor behaviour patterns to understand how many people have visited the site, what pages have been visited and how we can make sure the site meets their needs. This information is processed in a way that does not identify individuals.

When you visit our website, we record your registration and log in activity when you use our online platforms for – for example – generating a quote or creating an account. This information is retained and used to understand your interest in our website, improve customer use experience, determine pricing and/or offer you available discounts.