Privacy policy
MIB’s Privacy Policy sets out how and why Motor Insurers’ Bureau (MIB) processes personal information.
Part 1: General information
This section of the Privacy Policy is general to all of MIB’s processing.
Part 2 sets out our fair processing information which is for specific processing operations and processing purposes.
Contents:
Who we are and how to contact us
MIB is a private company registered in England.
MIB’s company number is 412787.
MIB’s registered office and postal address is:
Linford Wood House
6-12 Capital Drive
Milton Keynes
MK14 6XT
MIB’s phone number is 01908 830001
If you wish to contact MIB to request a copy of your data or for any of your other rights, please see the contact details stated under Your rights.
For further information about contacting us, please visit contact us.
MIB and MIB's client companies
Claims Portal Limited (CPL)
Employers Liability Tracing Office (ELTO)
Insurance Fraud Bureau (IFB)
Motor Insurers’ Bureau (MIB)
Motor Insurers’ Information Centre (MIIC)
MIB Management Services Limited (MIB MSL)
MIB Portal Services
Official Injury Claim (OIC)
Tracing Services Limited (TSL)
Trustee(s) of the Motor Insurers' Bureau Pension and Life Assurance Scheme
MIB’s role
MIB is the data controller* for the personal information we process, unless we state otherwise. MIB collects, provides, stores and processes personal data with other organisations, some of whom are also data controllers and some of whom are data processors. We provide details on these organisations in MIB client companies.
MIB is responsible for ensuring that we comply with relevant data protection law when processing your personal data.
* The ICO provides helpful explanations for data protection terms, such as data controller, on their site ico.org.uk, or you can contact us if you have any questions.
Your names, previous names, title (eg Mr, Mrs or Ms), address, other contact details (eg email address and telephone numbers), gender, marital status, date and place of birth, nationality, employer, job title and job category.
Identification numbers issued by government bodies or agencies, such as your national insurance number, passport number, tax identification number and driving licence number.
Details of your insurance policies, including the vehicle registration insurer and policy number.
Information relating to your use of our website, including identifiers such as your IP address, browser information, times and dates, response times, page interactions.
Name, username (where different), contact details (eg address, phone number, email address), company details, job title and category.
Any other personal data provided to us from time to time.
Why we process your data and our legal grounds for doing so
This section sets out the processing that may happen across MIB.
Please see Section 2 for the specific operations and processing purposes.
Purpose
We may process your personal information for internal research and management purposes to allow MIB to identify trends and to assist in internal resource allocation. We may also process your personal information for staff training and records maintenance purposes, in the context of MIB’s own business administration and to improve the service MIB provides to customers and partners.
Legal basis
Legitimate interests: We have a legitimate interest in using your information where this is necessary or appropriate for MIB’s internal purposes, such as assisting in resource allocation, training our staff and maintaining records.
Purpose
We may collect your personal information to respond to enquiries from you and to provide you with information about MIB.
Legal basis
Legitimate interests: We have a legitimate interest in using your information where this is necessary or appropriate to respond to your enquiries and provide you with information about MIB and its operations.
Purpose
Our website may invite you to provide us with your personal information. Where you provide us with your information, we will only use it for the purpose for which it you have provided it.
Our website uses cookies to help it work more efficiently and to provide us with information on how the website is being used. You can control cookies through the settings or preferences of your browser, as well as through dedicated browser extensions or add-ons. For more information on how we use cookies, please see our Cookie Policy.
Legal basis
Legitimate interests: We have a legitimate interest in:
providing the facilities on our website that you have requested,
understanding how our website is used, and the popularity of the content on our website.
Purpose
We have security measures in place at our offices, which include building access controls and may include CCTV. Images captured by CCTV are securely stored and only accessed on a need to know basis (eg to look into an incident). CCTV recordings are typically automatically overwritten after a short period of time unless an issue is identified that requires investigation (such as a theft).
We require visitors to our offices to sign in at reception and we keep a record of visitors for a short period of time. Our visitor records are securely stored and only accessible on a need-to-know basis (eg to look into an incident).
Legal basis
Legitimate interests: We have a legitimate interest in making sure our offices, and the people that visit and work at our offices, are safe and secure.
Purpose
To manage access to systems for registered users, including access management, support and ensuring system security.
Legal basis
Legitimate interests: To support people's access to our systems and services as well as ensuring information security.
Purpose
To enable us to review, analyse improve and develop our services and business.
Legal basis
Legitimate interests: We have a legitimate interest in understanding the data and how we can improve and develop the services that we provide.
Purpose
To support awareness of and promote MIB and its’ partners’ work and services.
To provide relevant updates and news.
To provide help, tips, guidance and support knowledge.
Legal basis
Legitimate interests: The newsletters will support both the recipients and MIB with understanding, receiving updates and with help.
Purpose
In some cases, it might be necessary to conduct testing on our different systems using data, with strict privacy and security controls in place.
Legal basis
As stated under the relevant section under Section 2.
Testing will be conducted to ensure that the data, systems and services are able to fulfil their purposes. The relevant purposes and their legal basis are defined in the relevant 'Why we process your data' and 'Our legal grounds' sections.
Purpose
For law enforcement purposes, including the prevention and detection of crime (including fraud).
Legal basis
Legitimate interests: Where it is necessary for the police and other authorised third parties (such as the IFB) to process the data for the prevention and detection of crime.
Purpose
To enable us to build a picture of uninsured and untraced drivers:
To support our mission of reducing uninsured and untraced drivers on the road
To understand how claims may look in the future.
Legal basis
Legitimate interests: The profiles established will support MIB in reducing uninsured and untraced driving and processing claims by understanding individuals better.
Where we get your information from
This section sets out where we get your information from across MIB. Please see Section 2 for the specific operations or processing purposes.
We may collect your personal information from various sources, including:
Directly from you: For example, if you send us a claim form, submit a statement, make an enquiry with us, make a complaint, enter a survey, send us an email, apply for a job with us, or speak to us by phone. In some cases where you speak to us by phone, your call will be recorded and/or monitored.
From your representative (where you have one): For example, if your representative communicates with us about your claim, makes an enquiry on your behalf, sends an email or speaks to us by phone on your behalf.
From insurers and their representatives: As set out in Section 2, when relevant.
By actively obtaining your personal information ourselves: For example, through the use of cookies, server logs and other similar technologies. In some instances, we may collect information made publicly available by other organisations.
The sources that apply to you will depend on why we are collecting your personal information.
Where we obtain your information from a third party, we may ask them to provide you with a copy of this Privacy Policy (or if applicable, a shortened version of it) to ensure you know we are processing your information and the reasons why.
Who we share your information with
We do not make your information generally available to others. However, we do share your information where appropriate, as set out below.
This section sets out the how we share your information across MIB. Please see Section 2 for the specific operations or processing purposes.
MIB client companies: Please see MIB client companies.
External service providers and third-party suppliers: In order to operate efficiently, we require the assistance of various external service providers, particularly in relation to our IT systems. Some of these services (such as email hosting and data backups) involve the service provider holding and using your personal information. In each case where we share your information with one of our service providers, the service provider is required to keep it safe and secure and make sure it is properly protected. They are also not permitted to use your personal information for their own purposes.
With third parties to protect the rights and property, and ensure the safety, of MIB and others.
Bodies to comply with legal or regulatory requirements: We may share with other third parties, such as relevant public and government authorities, including regulators and law enforcement bodies, where we are required or requested to do so to comply with legal or regulatory requirements.
Anti-fraud agencies: We may make disclosures to agencies whose purpose is the detection and prosecution of fraud (eg the IFB) and those who manage anti-fraud databases (eg the Insurance Fraud Register).
New owners: If we sell our business, then your information will be transferred to the new owner to enable the continuation of the business.
You have the right to ask us for copies of your personal information and other supplementary information.
This Privacy Policy provides information about how and why your data is used, but if you have any other questions please contact us.
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete any information you think is incomplete.
You can ask us to erase your personal information in certain circumstances. If you would like to discuss this, or understand whether this is applicable to you, please contact us at the details below.
You have the right to ask us to restrict the processing of your information in certain circumstances. If you would like to discuss this, or understand whether this is applicable to you, please contact us at the details below.
You have the right to object to processing in certain circumstances if we are processing your information because the process is for a public task or in our legitimate interests. If you would like to discuss this, or understand whether this is applicable to you, please contact us at the details below.
This right only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under a contract. Please see Why we process your personal data and our legal grounds to understand whether this right applies to you, or contact us at the details below if you would like advice or guidance.
To request one of your rights please contact us at dsar@mib.org.uk, or write to the Data Support team using the postal address under Who we are and how to contact us. You can also visit our website for help regarding right of access requests: Requesting your data from MIB.
We will assess requests on a case-by-case basis, and we might ask you for proof of identity or for clarification of your request before doing so.
Your right to complain
If you have any queries or concerns about our processing of your personal data or our response to any requests by you to handle your rights please contact us at privacy@mib.org.uk or by writing to the postal address under Who we are and how to contact us and we will do our best to assist you.
You also have the right to complain to the authority that supervises our processing of your personal information.
In the UK, the relevant supervisory authority is the Information Commissioner’s Office (ICO). Details of the ICO can be found at ico.org.uk.
How long we keep your personal data for
We will keep your personal data for no longer than is required to fulfil the purposes described to you in Why we process your personal data and our legal grounds, unless there is a legal requirement to keep it for longer (in which case we will remove your personal data as soon as the legal requirement ends).
If you would like further information about how long we keep your data for, please email us at privacy@mib.org.uk.
Do we transfer your data overseas?
Yes, MIB may transfer data to countries outside of the United Kingdom.
Where we transfer your personal data to other countries, we will protect your information by ensuring that those transfers are made in compliance with all relevant laws. This means that we will either:
Transfer your information to a country that the UK has assessed as having adequate data-protection laws to protect your personal data
Put controls in place to protect your data, which in most cases will be by using UK government approved agreement terms.
If you would like further information on how your personal data is protected when transferred to another country, please email us at privacy@mib.org.uk.
Part 2: Specific information
This part of MIB's Privacy Policy provides information about specific processing operations and processing purposes. More than one of these sections may be relevant to you because of the different types of processing that takes place at MIB.
If you want general information about MIB's processing, please refer to part 1 of this Privacy Policy
Contents:
ask Services
Navigate holds a central record of all insured vehicles in the UK. Please see Navigate for further information.
The askMID Check Your Vehicle (CYV) service provides the public with the ability to conduct a free check to ensure that their own vehicle, or a vehicle they have a link to via employment or a leasing agreement, is showing as insured on Navigate.
The askMID Third-Party Lookup service provides the public and their representatives with the ability to check whether someone that they have been involved in a road traffic collision with is showing as insured on Navigate, as well as providing limited insurer details.
The Claims and Underwriting Exchange (CUE) is a central database of motor, home and personal injury/ industrial illness incidents reported to insurance companies which may or may not have given rise to a claim. Please see Claims and Underwriting Exchange (CUE) for further information.
The askCUE service checks the CUE personal injury database for records held about claimants. It is a statutory requirement that solicitors check the claims records of prospective clients before taking them on.
A. Information we process about you
In addition to the personal information listed in Information we process about you in part 1, we may also process the following information for the askCUE and askMID services.
Details: The type of claim
Service: askCUE
Details: Date enquiry made on the askCUE service
Service: askCUE
Details: Date of incident for which the solicitor has been instructed to act on behalf of the client
Service: askCUE and askMID Third-Party Lookup
Details: The user’s enquiry reference number
Service: askCUE and askMID Third-Party Lookup account users
Details: The VRM of the vehicle being enquired about. In the case of askMID Third-Party Lookup, the VRM of the enquirer’s vehicle
Service: askMID Check Your Vehicle and Third-Party Lookup
Details: The make and model of the vehicle as entered on Navigate
Service: askMID Check Your Vehicle
Details: The enquirer’s involvement in the incident (eg including but not limited to whether they are the owner of a car involved in the accident or a pedestrian involved in an accident)
Service: askMID Third-Party Lookup
Details: Financial details, such as your bank account details or payment card information
Service: askMID Third-Party Lookup
Details: A 'yes' or 'no' response is provided as to whether a vehicle is showing on the database at the time of the enquiry
Service: askMID Check Your Vehicle
Details: Insurer name and contact details
Service: askMID Third-Party lookup
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in part 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
For members of the public to check whether their vehicle is recorded as insured on Navigate.
Legal basis
Legitimate interests: members of the public have a legitimate interest in checking whether their vehicle is recorded on Navigate.
Purpose
For members of the public, or their representatives, to obtain insurance details of third-party vehicles following an incident, for the purposes of claims management.
Legal basis
Legitimate interests: members of the public have a legitimate interest in identifying the insurer of a third-party vehicle in order to initiate their claim.
Purpose
To search a claimant’s CUE PI record for fraud checking purposes, as part of the legal process required to submit a personal injury claim.
Legal basis
Legal Obligation: It is a statutory requirement under the relevant Pre-Action Protocols that claimant representatives check claims records of their clients before taking them on.
C. Where we get your information from
In addition to the people and organisations listed in Where do we get your information from, we may also get your information in the following ways:
Insurers, intermediaries, and, in the case of fleet policies (including lease plans), directly from the relevant organisation managing the fleet or lease plan: Provide the motor insurance policy and CUE data.
Continuous Insurance Enforcement (CIE)
Under the CIE scheme, MIB and the Driver and Vehicle Licensing Agency (DVLA) work in partnership to continuously identify uninsured vehicles by systematically comparing DVLA vehicle records against those held in Navigate.
Please see the Navigate Motor Insurance Policy Data section for further information on Navigate.
A. Information we process about you
In addition to the personal information listed in Information we process about you in part 1, we may also process the following personal information for the CIE service.
Registered keeper details
Details of the registered keeper.
Vehicle Registration Number/Mark (VRN/VRM)
The VRM of the registered keeper's vehicle.
Road tax status
Details of vehicle tax status.
Policy start and end dates
The start and end date of the insurance policy cover.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in part 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
Production of Insurance Advisory Letters (IAL):
To verify insurance status
To produce and send IALs under the CIE scheme for vehicles not appearing on Navigate but which are taxed.
Legal basis
Legal obligation: We have a statutory obligation under the Motor Vehicles (Insurance Requirements) Regulations 2011.
C. Where we get your information from
In addition to the people and organisations listed in Where we get your information from, we may also get your information in the following ways:
DVLA: DVLA provides data relating to the tax status of vehicles.
MIB databases: Such as Navigate (including Motor Insurance Policy Data (MIPD) and Vehicle Salvage and Theft Data (VS&TD)) and the Claims and Underwriting Exchange (CUE).
D. Who we share your information with
In addition to the people and organisations listed in Section 1: Who we share your information with, we may also share your information with the following:
Third-party postal services: As part of generation and sending of IALs, letters are sent using third-party postal services.
Registered keepers or owners of vehicles: Recipients of IALs.
Claims
A. Information we process about you
In addition to the personal information listed in Information we process about you in part 1, we may also process the following information.
Details about the accident.
Details about your health, any injuries sustained in the accident and any subsequent medical treatment.
Details relating to property damage resulting from the accident.
Details about any other losses or expenses being claimed.
Relevant financial information, such as payslips, bank or building society account details, and credit card, bank or building society statements and payments.
This includes publicly available data from sources such as social networking sites.
Where you are an expert, relevant details such as your name, business contact details, area of expertise, professional qualifications, registration details, location of examination rooms (where applicable), whether you accept home visits and any applicable restrictions and fees.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in part 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
To process claims for compensation submitted to us in relation to accidents involving a motor vehicle. Including investigating and administering the claim, providing guidance to claimants and paying any compensation or other costs.
Legal basis
For all information:
Legitimate interests: we have a legitimate interest in using your information where this is necessary to investigate and administer a claim.
For special category and criminal convictions data (eg including medical and criminal offences and convictions):
The establishment, exercise or defence of legal claims.
Purpose
We may use evidence of fraud or fundamental dishonesty in order to inform decisions regarding payment and prosecution.
We may also share personal information with fraud prevention agencies who will use it to prevent fraud and money laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment.
Legal basis
For all information:
Legitimate interests: We have a legitimate interest in using your information in order to assess and administer payment decisions. We have a legitimate interest in disclosing your information in order to assist with crime prevention and the prosecution of offenders, where applicable.
For special category and criminal convictions data:
Preventing fraud; and the establishment, exercise or defence of legal claims.
Purpose
We may use and share your personal information – including sharing it with our legal advisers – when looking to establish our legal position. We may also process your personal information in the context of debt administration and the recovery of losses from liable parties.
Legal basis
For all information:
Legitimate interests: We have a legitimate interest in understanding and establishing our legal rights and obligations and in debt administration and the recovery of losses from liable parties, which will help to reduce the MIB levy and provide an additional deterrent against uninsured driving and hit and run drivers.
For special category and criminal convictions data:
The establishment, exercise, or defence of legal claims.
Purpose
We collect information about experts in order to maintain a list of experts who may be contacted in relation to claims. We also process information about experts in connection with the provision of their services in relation to a claim.
Legal basis
Legitimate interests: We have a legitimate interest in maintaining a list of relevant experts and in contacting and dealing with experts involved in providing services to us.
Consent
Please note that we do not generally process your personal information based on consent, as we rely on the other legal bases stated in the table. However, medical professionals will often only release patient medical records to us with the explicit consent of the patient. MIB may therefore ask claimants to provide this consent, which might be via the completion of a mandate. Please note that medical professionals may also contact you separately to gain this consent.
C. Where we get your information from
In addition to the people and organisations listed in Where we get your information from, we may also get your information in the following ways:
Your employers or any other persons or organisations to whom you may have provided services: The information requested may include wage and other benefits/pension details, absence/attendance records, your full personnel file and details of any services provided.
Publicly accessible registers or sources of information: Examples include:
Government sources, such as the Driver and Vehicle Licensing Agency’s (DVLA) MOT check, Companies House, VAT Information Exchange System (VIES) VAT number validation, the Compensation Recovery Unit (CRU) of the Department for Work and Pensions (DWP) and His Majesty’s Revenue and Customs (HMRC). Information requested may include applications for benefits, tax records, payments made and driving licence details;
local authorities. Information requested may include taxi and private hire licensing details, benefits claimed and funding received, and
social media and internet search engines.
MIB databases: Such as Navigate (including Motor Insurance Policy Data (MIPD) and the Vehicle Salvage and Theft Data (VS&TD)) and the Claims and Underwriting Exchange (CUE).
Fraud prevention databases: Such as the Insurance Fraud Bureau (IFB) and the Insurance Fraud Register (IFR).
Finance, ID and background verification organisations, banks and building societies.
Medical professionals.
Experts: (Such as vehicle engineers, accident reconstruction experts and medical experts providing evidence of injuries), including experts that we instruct as part of the processing of a claim.
Insurers: Information requested may include full details of any policies held, claims made and monies received.
Other parties involved in the accident: Including witnesses.
Registered keepers or owners of vehicles.
Law enforcement authorities: Including the police.
Professional advisors: Including lawyers, accountants, bankers and auditors.
Other service providers: Including IT suppliers and financial and administration services providers.
D. Who we share your information with
In addition to the people and organisations listed in Section 1: Who we share your information with, we may also share your information with the following:
As part of the proper administration of a claim, including identity and background verification organisations; insurers; law enforcement bodies; government departments; local authorities; DVLA; the Compensation Recovery Unity (CRU) of the Department for Work and Pensions (DWP) and experts.
As part of the proper investigation and administration of the claim. This includes sharing personal information with the claimant, the defendant and witnesses (either directly or via their representatives). Where we conclude a claim, we may then subsequently share your personal information as part of legitimately seeking to recover any compensation monies we have paid out. For example, we may share your personal information with the uninsured driver as part of seeking to recover from them the compensation monies we have paid out as part of concluding the original claim.
A. Information we process about you
In addition to the personal information listed in Information we process about you in part 1, we may also process the following information for CUE.
Details
Bank and card details.
Service
CUE Personal Injury (PI)
Details
The account number of your mortgage.
Service
CUE Home
Details
Details of the vehicles involved in the incidents, including the Vehicle Registration Mark/Number (VRM/VRN), the Vehicle Identification Number (VIN), make and model.
Service
CUE PI, CUE Motor
Details
Eligibility for benefits (disability, incapacity care, mobility, income support, industrial injuries and jobseeker allowance).
Service
CUE PI
Details
Details about any injuries sustained in an incident, any subsequent medical treatment, number of ambulance journeys, days spent in hospital.
Service
CUE PI
Details
Details relating to property damage resulting from an incident.
Service
CUE Home and CUE Motor
Details
Claim loss dates and details.
Service
CUE Home, CUE Motor and CUE PI
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose | Legal basis |
|---|---|
To enable CUE subscribers to see the incident data:
Please see the Who we share your information with section to see who subscribers are. | For all information: Legitimate interests: MIB and the insurance industry have a legitimate interest to process data for the prevention and detection of fraud. For special category data (CUE PI health and injuries data): Processing is necessary for reasons of substantial public interest: preventing fraud. |
Research To research, predict and help to inform how claims may look in the future. | Legitimate interests: It is in the legitimate interest of the insurance industry to research and predict how claims may look in the future, to enable them to prepare. |
C. Where we get your information from
In addition to the people and organisations listed in Where we get your information from, we may also get your information in the following ways:
Subscribers: Insurers and their representatives (such as brokers, intermediaries and Delegated Authorities) provide the data to CUE.
D. Who we share your information with
In addition to the people and organisations listed in Who we share your information with, we may also share your information with the following:
Subscribers: Insurers and their representatives (such as brokers, intermediaries and Delegated Authorities) enquire against CUE as described in Why we process your personal data and our legal grounds above.
CUE nominated suppliers: Parties authorised by MIB to access, establish, administer and amend the database, including supplying data services for the CUE database.
The Department for Work and Pensions (DWP): CUE PI data is shared with the DWP where required.
Thatcham: To support research into how claims may look in the future.
Data subject rights
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information where you submit a Data Subject Request (DSR) to MIB Group.
The details you provide to MIB Group when you submit your request, as well as any further details you provide as part of the request process.
As relevant, these include your title (eg Mr, Mrs or Ms), your full name, your address, your date of birth, your National Insurance (NI) number, your Vehicle Registration Number/Mark (VRN/VRM) and your driving licence number.
Where a request is made on behalf of someone else, evidence of authority (such as a power of attorney letter, a letter of consent or a letter of authority).
Either details from our identity verification partner as to whether or not you have passed their identity (ID) check, or evidence of ID to confirm an individual’s ID and address details.
The information processed and collected about you in relation to your request.
Please see the relevant sections of this Privacy Policy to understand the data that may be processed about you in the relevant areas of MIB.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose | Legal basis |
|---|---|
To process your DSR Including ID verification, searching for, collating and preparing any results found, communicating with you and any other processing required in order to process your request. | For all information:
For special category and criminal offence data:
|
Prospective employees, employees, temporary workers and contractors
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information where you are an MIB Group employee, contractor or temporary worker; or where you apply for a job at MIB Group.
In addition to the individual details stated under the Information we process about you section, we also process details relating to your next of kin, dependants and emergency contacts, as well as photographs of you where necessary for the purposes stated under the Why we process your data and our legal grounds for doing so section.
This includes any information included in your right to work documentation, references, your CV, background checks, the application form completed by you and any other information you may provide to us as part of the application process.
This includes employment records, performance information, disciplinary and grievance information, training and development records, monitoring data (such as CCTV, login and access records and IT usage data), salary, annual leave, pension and benefits information and any other information gathered as part of your ongoing employment with MIB Group.
This includes bank account information, remuneration (pay and benefits) information and tax information.
This includes any CCTV footage (visual and audio) of you, recorded when you visit premises of the MIB Group.
This includes information about your race, ethnicity, religious beliefs, sexual orientation, political opinion, trade union memberships, disabilities (including requirements for reasonable adjustments), health, criminal offences and in limited circumstances biometric data*.
*Biometric data means data relating to your physical, physiological or behavioural characteristics.
Failure to provide information:
Where we ask you to provide personal information to us on a mandatory basis, we will inform you of this at the time of collection and in the event that particular information is required to discharge our duties as an employer or satisfy our legal obligations this will be indicated.
Where you refuse to provide information that we reasonably require to fulfil our obligations this may mean that we are unable to continue with your job application or it could result in your employment being terminated, as MIB will not have the personal data we believe to be necessary to manage and administer our relationship with you.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose | Legal basis |
|---|---|
All data subjects | |
To comply with our legal obligations To comply with our legal obligations in connection with:
| For all information:
For special category and criminal offence data:
|
Legal disputes To deal with legal disputes, including bringing or defending legal claims. | For all information:
For special category and criminal offence data:
|
Complaint management To manage and investigate any complaint under MIB’s grievance policy (or other relevant policies) to meet our obligations under employment law. | For all data:
For special category and criminal offence data:
|
CCTV If you visit one of our MIB owned premises, to monitor activity on our premises. | Legitimate interests: Necessary for our legitimate interests to keep individuals safe and secure and to investigate any incidents on our premises. |
Job applicants | |
Application process To process job applications in order to make a decision about your recruitment or appointment, for example, inviting you to interview and pre-employment vetting. | For all data:
For special category and criminal offence data:
|
Employees, contractors and temporary workers | |
To contact you To contact you about your employment and about essential MIB updates. | For all data:
|
Pay and other benefits and services To administer and process your pay, pensions, benefits and other services you may sign up for. | For all data:
For special category and criminal offence data:
|
Employee recognition programme To administer our employee recognition programme. | Necessary for our legitimate interests: to develop and reward our workforce. |
Leave and absence To process your leave and absence requests. | For all data:
For special category and criminal offence data:
|
Support and management To support and manage you. | For all data:
For special category and criminal offence data:
|
Information security (including monitoring) To ensure our IT systems are secure and are being used appropriately in accordance with our internal policies, standards and procedures. Including identification and access verification functionality options (which you have chosen to use). | For all information:
For special category and criminal offence data:
|
Compliance monitoring To monitor compliance with applicable legal and regulatory requirements and our internal policies, standards and procedures. | Necessary to comply with a legal obligation. Necessary for our legitimate interests: to ensure we operate our organisation effectively. |
Statutory communications To send you statutory communications. | Necessary to comply with a legal obligation. |
Statistical analysis To carry out statistical analysis of our employees and workplaces, for example, to comply with equality and diversity requirements or to keep MIB’s commitment to equal opportunities under review. | For all data:
For special category and criminal offence data:
|
To promote our organisational aims Where relevant, for publishing communications via our intranet, social media and other publicity channels to promote our organisational aims. | Consent. Necessary for our legitimate interests: to promote our organisational aims and objectives. |
To manage our relationship with you To manage our relationship with you which will include:
| Performance of a contract with you. Necessary to comply with a legal obligation. Necessary for our legitimate interests: to keep our records updated and to obtain employee feedback. |
C. Where we get your information from
In addition to the people and organisations listed in Where we get your information from, we may also get your information in the following ways:
Third parties or publicly available sources: We will receive personal data about you from various third parties and public sources as set out below:
Analytics providers
Employment agencies
Advertising networks
Search information providers such as credit reference agencies and vetting agencies
Your previous employer
Nominated referees
Educational and professional establishments
Medical professionals
Professional advisory service providers
D. Who we share your information with
In addition to the people and organisations listed in Section 1: Who we share your information with, we may also share your information with the following:
HR and employee survey service providers.
Marketing service providers.
Professional advisers: Including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue and Customs, regulators and other authorities: Who require reporting of processing activities in certain circumstances.
Law enforcement bodies: Where necessary to prevent and detect crime.
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information for MIB Hub.
Driving licence number and whether the driver holds a GB (Great Britain) driving licence.
Licence valid to and from dates, entitlement details, endorsement details, restriction details (including medical restrictions), driving offence details (including offence and conviction dates, custodial periods, fines, penalty points, disqualification details and the rehabilitation spent date).
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
For insurance underwriting purposes, relating to:
Applications for insurance
Midterm insurance policy adjustments
Policy renewals
Verification of cover in the event of a claim
The information is used by insurance organisations to verify details to enable them to provide more accurate quotes.
Legal basis
For all data:
Legitimate interests: For the legitimate purposes of improving the customer experience when calculating the insurance quote and providing fairer quotes.
For special category and criminal offences data on MyLicence:
Processing is necessary for a substantial public interest: necessary for an insurance purpose.
Purpose
For law enforcement purposes, including the prevention and detection of crime (including fraud).
Legal basis
For all data:
Legitimate interests: Where it is necessary for the police and other authorised third parties (such as the Insurance Fraud Bureau (IFB)) to process the data for the prevention and detection of crime.
For special category and criminal offences data on MyLicence:
Processing is necessary for a substantial public interest: preventing fraud and preventing or detecting unlawful acts.
C. Where we get your information from
In addition to the people and organisations listed in Where we get your information from, we may also get your information in the following ways:
Authorised users: Insurers, intermediaries, software houses and aggregators provide the data to the Hub.
The Driver and Vehicle Licensing Agency (DVLA).
D. Who we share your information with
In addition to the people and organisations listed in Who we share your information with, we may also share your information with the following:
Authorised users: Insurers, intermediaries, software houses and aggregators enquire against the Hub as described in Why we process your personal data and our legal grounds above.
Navigate: Vehicle Salvage and Theft Data (VS&TD)
Navigate: Vehicle Salvage and Theft Data (VS&TD)
The Vehicle Salvage and Theft Data (VS&TD) database contains records of written off and stolen vehicles, as defined by the Code of Practice for the Disposal of Motor Vehicle Salvage. VS&TD was designed and developed to help monitor vehicles written off for insurance purposes, to help trace and recover stolen vehicles and to help detect fraud.
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information for VS&TD.
The Vehicle Registration Mark (VRM) (this is sometimes also known as the Vehicle Registration Number (VRN)) and Vehicle Identification Number (VIN).
Details of the specific damage to the vehicle.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
To validate information as part of the claims handling process;
To validate information at the point of quote;
For the administration of motor insurance policies.
Legal basis
Legitimate interests: MIB and the insurance industry have a legitimate interest to detect and prevent fraud (eg by validating information provided).
Purpose
To notify the DVLA of any vehicles no longer considered roadworthy (also known as 'total losses' or 'written off').
Legal basis
Legitimate interests: MIB has a legitimate interest in supporting the insurance industry comply with its legal obligation to notify the DVLA of written-off or stolen vehicles.
Purpose
For law enforcement purposes, including the prevention and detection of crime (including fraud).
Legal basis
Legitimate interests: Where it is necessary for the police and other authorised third parties (such as the Insurance Fraud Bureau (IFB)) to process the data for the prevention and detection of crime.
Purpose
To validate the history of a vehicle. Vehicle details are provided to approved organisations in order for them to provide history checks (known as vehicle provenance checks).
Legal basis
Legitimate interests: MIB, approved vehicle provenance check organisations and consumers have a legitimate interest to enable consumers to look up the history of a vehicle to check that it is not being miss-sold to them.
Only vehicle details and damage/theft information are provided to these recipients.
Purpose
To research, predict and help inform how claims may look in the future.
Legal basis
Legitimate interests: It is in the legitimate interest of the insurance industry to research and predict how claims may look in the future, to enable them to prepare for it.
C. Where we get your information from
In addition to the people and organisations listed in Where we get your information from, we may also get your information in the following ways:
Subscribers: Insurers and their representatives (such as brokers, intermediaries and Delegated Authorities) provide the data to VS&TD.
D. Who we share your information with
In addition to the people and organisations listed in Section 1: Who we share your information with, we may also share your information with the following:
Subscribers: Insurers and their representatives (such as brokers, intermediaries and Delegated Authorities) enquire against VS&TD as described in Legal grounds for processing your data above.
The Driver and Vehicle Licensing Agency (DVLA): Please see the Legal grounds for processing your data above.
Vehicle Provenance check organisations: Please see the Vehicle history checks section under Legal grounds for processing your data above.
Members of the public: Please see the Vehicle history checks section under Legal grounds for processing your data above.
Thatcham: To support research into how claims may look in the future.
Navigate – Motor Insurance Policy Data
About Navigate: Motor Insurance Policy Data
Navigate holds a central record of all insured vehicles in the UK.
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information for Navigate: Motor Insurance Policy Data.
VRM/VRN of the vehicle.
In addition to policy holder details, the name and date of birth of named drivers are also recorded.
The start and end date of the insurance policy cover.
The reason for the policy end date.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
To support claims handling;
To conduct checks at the point of quote.
Legal basis
Legitimate interests: The insurance industry have a legitimate interest in identifying liable insurers in relation to claims, as well as in identifying relevant past or current insurers at the point of quote where it may be relevant to underwriting processes.
Purpose
Provide an 'information centre' of insurance.
Legal basis
Legal obligation: The method by which insurers comply with the EU Fourth Motor Insurance Directive and the Implementing UK regulations, the Motor Vehicle (Compulsory Insurance) (Information Centre and Compensatory Body) Regulations 2003 and the Motor Vehicles (Third Party Risks)(Amendment) Regulations 2001.
Purpose
For the prevention and detection of fraud.
Legal basis
Legitimate interests: MIB and the insurance industry have a legitimate interest to process data for the prevention and detection of fraud.
Purpose
For law enforcement purposes, including the prevention and detection of crime, including the crime of driving with no insurance.
Legal basis
Legal obligation: Processing is necessary for compliance with a legal obligation to which the controller is subject (Road Traffic Act 1988).
Legitimate interests: Where it is necessary for the police to process the data for the prevention and detection of crime, the protection of life and property, and the preservation of order.
Purpose
To verify the insurance status of a vehicle for vehicles to be used for private hire (eg taxis).
Legal basis
Legitimate interests: Where an authority has a legitimate interest to check a vehicle is appropriately insured to be on the road and carry paying customers.
Purpose
Please see the Police Helpline section for further information.
Legal basis
Please see the Police Helpline section for this information.
Purpose
Please see the ask services sections.
Legal basis
Please see the ask services sections for this information.
Purpose
To enable vehicle recovery companies to identify an insurer to contact where they are recovering a vehicle as a result of a road traffic collision.
Legal basis
Legitimate interests: Vehicle recovery companies, on behalf of the police, have a legitimate interest to identify an insurer in order for damaged vehicles to be appropriately managed. Relevant insurers have a legitimate interest to be notified when a vehicle they are the responsible insurer for has been damaged and recovered as the result of a road traffic collision.
Purpose
To research, predict and help inform how claims may look in the future.
Legal basis
Legitimate interests: It is in the legitimate interest of the insurance industry to research and predict how claims may look in the future, to enable them to prepare for it.
C. Where we get your information from
In addition to the people and organisations listed in Where do we get your information from, we may also get your information in the following ways:
Subscribers: Insurers and their representatives (such as brokers, intermediaries and Delegated Authorities) and, in the case of fleet policies (including lease plans), the organisation managing the fleet or lease plan, provide the Motor Insurance Policy Data to Navigate.
D. Who we share your information with
In addition to the people and organisations listed in Section 1: Who we share your information with, we may also share your information with the following:
Subscribers: Insurers and their representatives (such as brokers, intermediaries and Delegated Authorities) enquire against Navigate as described in Legal grounds for processing your data above.
The Driver and Vehicle Licensing Agency (DVLA): Please see the CIE information under Legal grounds for processing your data above.
Members of the public: Other members of the public may be entitled to search for your vehicle insurer if they have been in a road traffic collision with you, please see the ask services section for more information.
Vehicle recovery organisations: Including Emergent Network, Intelligence and NationalSalvageGroup. Please see the Vehicle recovery section in the Legal grounds for processing your data above for more information.
Thatcham: To support research into how claims may look in the future.
Police Helpline
About Police Helpline
The Police Helpline is a service provided primarily to the police, to enable them to verify the insurance details when having stopped a driver at the roadside and/or police staff working at impound facilities. Police Helpline operatives speak directly with insurance companies to clarify information and make sure that the police have the right information with which to make a decision.
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information for Police Helpline.
Name, contact phone number, email address, police officer shoulder number, organisation/constabulary.
Name, address, date of birth, vehicle details (including make, model and VRM), purpose of journey, vehicle’s registered keeper, vehicle’s registered owner, insurance policy details, policy holder details, insurance policy status and details.
Any other relevant information provided to us to support with the enquiry on a case-by-case basis, including but not limited to, driving licence restrictions.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose
To provide the Police Helpline services:
To enable ongoing communication between MIB and the caller.
To confirm the identity (ID) of the caller
For MIB to maintain records of enquiries.
Legal basis
Legitimate interests: MIB and the police have a legitimate interest in ensuring the security of data by confirming ID and to maintain communication while investigations are ongoing regarding the insurance status of a vehicle.
Purpose
To verify insurance details for the police:
When a vehicle is stopped at the roadside, or has previously been stopped at the roadside, by the police, and
When determining when to release an impounded vehicle.
To prevent uninsured/incorrectly insured vehicles from being driven on the roads:
Where the police attend an road traffic collision (RTC)
To identify the insurer(s) of the vehicles, or identify cases where there is no valid insurance cover.
Legal basis
Legitimate interests: MIB, the police and society have a legitimate interest in uninsured/incorrectly insured vehicles being kept off the roads.
Purpose
To support court enquiries:
Where the processing is necessary to support court cases, including but not limited to:
Appeals
Subsequent insurance records checks.
Legal basis
Legitimate interests: where it is in the legitimate interest of supporting a court enquiry to process the data.
Or
Legal obligation: when the MIB are legally required to provide the information.
Purpose
To build profiles of uninsured drivers:
Where a vehicle has been stopped at the roadside by the police and has been found to have no or an incorrect level of insurance cover.
Legal basis
Legitimate interests: MIB has a legitimate interest in understanding uninsured drivers to prevent uninsured driving through education and early intervention.
For criminal convictions data (eg criminal offences and convictions):
Preventing or detecting unlawful acts.
C. Where we get your information from
In addition to the people and organisations listed in Where do we get your information from, we may also get your information in the following ways:
Caller data:
From the caller: When making enquiries with MIB.
All other data:
From the police and staff at impound facilities: When they make an enquiry through the Police Helpline. The information these staff provide to MIB is generally given to them by drivers and policy holders.
From callers who are:
Members of the police in line with the purposes described in the Why we process your data and our legal grounds section.
A member of MIB staff, supporting the police, as described in the Why we process your data and our legal grounds section.
An individual who requires the data in line with a court enquiry, as described in the Why we process your data and our legal grounds section.
Who obtain the information from the relevant drivers and/or policyholders in the circumstances described in the purposes under the Why we process your data and our legal grounds section.
From insurers and their representatives: Such as brokers, intermediaries and Delegated Authorities:
Who add your data to the Motor Insurance Policy Data on Navigate (please see the Motor Insurance Policy Data on Navigate section for further information), and
When MIB makes direct enquiries with them in relation to an enquiry by the police.
D. Who we share your information with
In addition to the people and organisations listed in Section 1: Who we share your information with, we may also share your information with the following:
The police and staff at impound facilities: In relation to enquiries made through the Police Helpline.
Insurers and their representatives: Such as brokers, intermediaries and Delegated Authorities in relation to enquiries made through the Police Helpline.
IT and business consulting services: In relation to profiling.
Competitions
About competitions
We regularly run competitions with prizes to raise awareness about the dangers of uninsured driving and having the right insurance in place.
A. Information we process about you
In addition to the personal information listed in Information we process about you under Section 1, we may also process the following information for competitions and prize draws.
Competition entry information eg which competition you entered, which prize was being offered, when you entered the competition and the result for your entry.
Any other relevant information provided to us to support with the delivery of the prize(s), including but not limited to, email addresses.
B. Why we process your personal data and our legal grounds
In addition to the legal grounds listed in Section 1: Why we process your personal data and our legal grounds, we may also process the following information for the purposes listed below.
Purpose | Legal basis |
|---|---|
We will use your information:
| Legitimate interests: We have a legitimate interest in tackling and ending uninsured driving. We use competitions to raise awareness about the dangers of uninsured driving and having the right insurance in place. |
C. Where we get your information from
We will get your information from you:
When you scan your details to enter the competition
When you agree to receive any relevant future newsletters and communications.
D. Where we keep your information
Your information will be held securely and confidentially on our network. We will not share this information with any third parties unless it’s necessary to do so for purposes of managing the competition, distribution of prizes, or communicating to you about the competition or how MIB is tackling and ending uninsured driving.
E. How long we hold your information for
We will keep your competition data for a period of six months after the competition has ended.