In accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK data protection legislation, we are committed to protecting the confidentiality and security of the information that you provide to us.

Under Article 14 of UK GDPR, we must advise you when we have obtained your data from a third party. Before obtaining your data, we will take all reasonable steps to ensure that the party providing your data to us, has a lawful basis for doing so. Details of the third party who provide us with your data are available on request. Should you have any queries in respect of their data protection practices, you should contact them directly.

This Privacy Notice is designed to help you understand how we use information about you that we obtain via a third party, in addition to information that you provide us with directly.

We may collect information from you about other people, for example, family members or employees. If you give us information about another person, it is your responsibility to ensure and confirm that:

  • You have told the individual who we are and how we use personal information, as set out in this Privacy Policy; and
  • You have permission from the individual to provide that personal information to us and for us to use it, as set out in this Privacy Notice.

If you have any questions or queries about this policy, please contact us.

Who We Are

“M & D H Insurance Services Limited” (also referred to in this Notice as “we”, “us”, or “our”) means

M & D H Insurance Services Limited. For the purposes of the UK GDPR, we are a Controller. We are registered with the Information Commissioner’s Office number Z735943X.

How To Contact Us

For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a subject access or any other request regarding the information we hold, please contact us at:

Data Protection Manager
M & D H Insurance Services Limited
Sandland Court
Pilgrim Centre
Brickhill Drive
MK41 7PZ

T: 01234 352230

Why We Need Your Personal Information

We only collect, use and store your information where we have lawful grounds and legitimate business reasons to do so.

We collect, use and store your personal information in order to fulfil requests for quotes, products and services as part of our insurance broking, claims handling consultancy and advocacy services in relation to a voided or cancelled insurance policy and risk management. It may also be used to verify your identity, administer payments and to enable us to carry out anti-money laundering and other financial crime checks where required. If you pay by instalments your information may also be used to arrange credit.

The use of your data is essential for us to check your identity, to enable you to enter into an insurance contract and for the insurance to operate (in the event of a claim, for example). We may also use it keep our records up to date, to notify you about changes to our service and to help us in develop new products and services.

If you do not provide the information required, we are unlikely to be able to arrange your insurance and may not be able to provide certain services to you.

Telephone Call Recording

All telephone calls relating to applications and claims may be recorded for training and quality purposes, and for fraud prevention and detection. Where call recordings are made, they are retained for 3 years, in line with regulatory guidance. Other users of the fraud prevention agencies such as law enforcement agencies, may use this information in their own decision-making processes.


We may wish to send marketing materials to you on the basis of our legitimate interests or, where necessary, having obtained your consent beforehand. It is the right of individuals to opt-out of or unsubscribe from any marketing material. Full details of how this can be done will be included within each marketing communication. You may also opt-out by contacting us at the above address.

The Type Of Personal Information We Collect

In order to offer and maintain our services to you, we may collect the following information:

  • Your name, contact details (including home address, telephone number and e-mail address) and date of birth.
  • All other personal information that is provided to us when completing an application for a quote for any policy, including (as necessary) any sensitive information (e.g. information about your health and/or previous convictions or policy voidances etc.).
  • Details of all previous quotes for policies requested from us.
  • Details of all policies held with us including dates of purchase, lapse and cancellation.
  • Details of claims on policies held with us.
  • Your payment history relating to policies held with us.
  • The length of time you have been a customer with us.

We may receive information about you from any of the following sources:

  • Directly from you or from someone you have authorised to incept a policy on your behalf or a price comparison website or other website with whom you have shared your contact details.
  • When you or your representative obtains a quote, incepts, renews or amends a policy or makes a claim.
  • From third parties such as credit reference or debt collection agencies ( confirm your personal data).
  • From insurers, witnesses, third parties, loss adjusters, claims management companies and solicitors (e.g., details relating to an incident that is the cause of a claim).

Special Category Data

We may collect and use special category data including information about criminal convictions and the health of an individual in relation to providing our insurance services. This information may be shared with insurers, insurance product providers and our third-party service providers necessary for the provision of our services to you.

Our lawful basis for processing special category data you provide, is that of substantial public interest as designated under Schedule 1 of the Data Protection Act 2018, therefore, we do not need your consent when we process this data. However, where consent is necessary under the UK GDPR we shall obtain your consent prior to processing such information.

We will process this data in strict accordance with this Privacy Policy. The data will be retained for 7 years (the duration of your policy with us, plus six years,) as is required by the Financial Conduct Authority (FCA) and in line with British Insurance Brokers Association guidance to support our ability to manage your policy, provide you with consultancy and advocacy services, respond to complaints, demonstrate compliance with FCA rules and to support our ability to defend against legal claims.

Our Lawful Basis For Processing Data

It is a requirement of the UK General Data Protection Regulations that data is processed only when there is a lawful basis for doing so.

Our legal basis for processing data will include one or more of the following:

  • The processing of data is necessary for the performance of a contract to which you are a party or when taking steps in order to enter into a contract at your request.
  • Processing is necessary for our compliance with our legal obligations.
  • • Processing is necessary for the purposes of pursuing our legitimate interest (including carrying out our business of providing insurance services to clients and prospective clients and pursuing our general business interest).
  • The processing is necessary for the establishment, exercise or defence of legal claims.
  • Special public interest – insurance contracts.
  • Consent.

What We Use Your Information For

Your personal information may be used by M & D H Insurance Services Limited as is necessary for the following purposes:

  • To assess your application for an insurance quote.
  • To submit your application to any insurer or our panel of insurers to enable them to provide you with a quote or multiple quotes as applicable.
  • To assess your financial standing.
  • To process an application for credit.
  • To confirm your identity.
  • To prevent fraud.
  • To verify the information provided.
  • To administer and maintain your policies.
  • To assist you with claims and enquiries.
  • To maintain your insurance records with insurers.
  • To inform you of your renewal date.
  • To renew your insurance policy.
  • To tell you about other insurance and related products and offers from M & D H Insurance Services Limited (subject to your consent, as required – please see below under the heading Marketing).
  • Carry out market research, statistical analysis and customer profiling.
  • To facilitate our quality and compliance monitoring.

We may also share your information with law enforcement agencies, reinsurers and regulators such as the FCA, as required or permitted by law. In addition, in the event of a merger, acquisition, or any form of sale of some or all of our assets to a third party, we may also disclose your personal information to the third parties concerned or their professional advisors.

Who Your Data Is Shared With

In order to provide our services to you and comply with our legal obligations, it may be necessary for us to share the personal data we hold, insofar as we are obliged or allowed by law to do so, with third parties including the following:

  • Financial organisations, debt collection, credit reference and tracing agencies.
  • Suppliers and service providers used by us in order to deliver our services to you. This may include, including document storage facilities, IT service providers such as cloud providers of software, data room providers and providers of our IT servers.
  • Our own legal and other professional advisors.
  • Government agencies, regulators, the police/law enforcement agencies, and other authorities (including the Information Commissioner and Financial Services Ombudsmen).

With your consent, we may also share your personal data with anyone you have authorised to deal with us on your behalf.

Transfer Of Personal Data Outside The UK

We use UK based cloud storage providers. However, certain personal information held on our Information Technology systems may be transferred across geographical borders in accordance with applicable law.

Where we transfer data outside the UK and the EEA, the transfers are governed by European Union (EU) standard contractual clauses or equivalent data transfer agreements to protect the security and confidentiality of personal information.

How Long We Keep Information About You

We will keep your information for as long as it is required to enable us to provide quotations, administer your insurances, offer renewal and respond to any claims or complaints (which may arise after the period of insurance has expired).

This will usually be a minimum period of seven years or otherwise as determined by law or regulation. Once we decide that we no longer need your information it will be securely and confidentially destroyed.

Where a quote has been obtained but not taken up the data collected will be kept for a maximum of 3 years.

Your Data Protection Rights

You have certain legal rights under UK data protection law and regulations, summarised as follows:

  • The right to be informed about our data processing activities, including through Privacy Notices such as this.
  • The right of access to the personal information we hold about you. To request a copy of this information you can make a subject access request in writing or by calling us.
  • The right of rectification. You may ask us to correct any inaccurate or incomplete data within one month.
  • The right to erasure and to restrict processing. You have the right to have your personal data erased and to prevent processing except where we have a legal obligation to process your personal information. You should bear in mind that by exercising this right you may hinder or prevent our ability to provide products and services.
    • The right to data portability. On your request, we will provide you with your personal data in a structured format.
    • The right to object. You have particular rights in relation to automated decision making and profiling to reduce the risk that a potentially damaging decision is taken without human intervention. You can object to your personal data being used for profiling, direct marketing or research purposes.
    • Rights in relation to automated decision making and profiling. You have particular rights in relation toautomated decision making and profiling to reduce the risk that a potentially damaging decision is taken without human intervention. You can object to your personal data being used for profiling, direct marketing orresearch purposes

You may invoke any of these rights at any time by contacting us on the details given at the beginning of this Privacy Notice.

Withdrawal Of Consent

Where you have provided your specific consent to the use of personal data, you may withdraw that consent by contacting us:

M & D H Insurance Services Limited
Sandland Court
Pilgrim Centre
Brickhill Drive
MK41 7PZ

T: 01234 352230

How To Make A Complaint

If you wish to make a complaint about how we hold or use your data, please contact us:

M & D H Insurance Services Limited
Sandland Court
Pilgrim Centre
Brickhill Drive
MK41 7PZ

T: 01234 352230

If you are dissatisfied with how we deal with your complaint, you may contact the Information Commissioner’s Office:

The Information Commissioner
Wycliffe House
Water Lane

T: 0303 123 1113

We may amend this Privacy Notice from time to time, for example to keep it up to date or to comply with legal requirements.

The latest version of this policy can be found at


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Updated: 05/10/2022