Privacy Policy

Important InformationThis privacy policy gives you information about how Coplus, a trading name of Motorplus Limited, collects and uses your personal data through your use of this website, including any data you may provide when you register with us or purchase a product or service.

1. Important information and who we are

This privacy policy gives you information about how Coplus, a trading name of Motorplus Limited, collects and uses your personal data through your use of this website, including any data you may provide when you register with us or purchase a product or service.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller

Motorplus Limited is the controller and responsible for your personal data (collectively referred to as “Coplus”, “we”, “us” or “our” in this privacy policy).

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 9), please contact the DPO using the information set out in the contact details section (paragraph 10).

2. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
Profile Data includes purchases or orders made by you, your interests, preferences, feedback and survey responses. Where relevant to the product you might enquire about or purchase, we might also collect vehicle registration numbers which, for the purposes of this policy, we consider personal data.
Usage Data includes information about how you interact with and use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

Your interactions with usYou may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for our products or services;
- request marketing to be sent to you;
- enter a competition, promotion or survey; or
- give us feedback or contact us.
Automated technologies or interactionsAs you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.
Third parties or publicly available sourcesWe may receive personal data about you from various third parties as set out below:
- Technical Data is collected from analytics providers Microsoft Azure based outside the UK.

4. How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contractWhere we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interestsWhere it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience.
Legal obligationWhere it is necessary for compliance with a legal obligation that we are subject to.
ConsentWhere we have obtained your active agreement to use your personal data for a specified purpose.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so.

Purpose/Use	Type of data	Legal basis and retention period
To register you as a new customer	Identity Contact	Performance of a contract with you Necessary to comply with a legal obligation We will retain this data for so long as we are required to hold it for as per Clause 8.
To process and deliver your order including: Manage payments, fees and charges Collect and recover money owed to us Managing, arranging and administering your insurance product, including renewal, where applicable	Identity Contact Transaction Marketing and Communications	Performance of a contract with you Necessary for our legitimate interests (to recover debts due to us) We will retain this data for so long as we are required to hold it for as per Clause 8.
To manage our relationship with you which will include: Notifying you about changes to our terms or privacy policy Dealing with your requests, complaints and queries Managing, arranging and administering your insurance product, including renewal	Identity Contact Profile Marketing and Communications	Performance of a contract with you Necessary to comply with a legal obligation Necessary for our legitimate interests (to keep our records updated and manage our relationship with you) We will retain this data for so long as you remain a customer of ours, except where we are required to hold it for longer as per Clause 8.
To enable you to partake in a prize draw, competition or complete a survey	Identity Contact Profile Usage Marketing and Communications	Performance of a contract with you Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) We will retain this data for so long as you remain a customer of ours, except where we are required to hold it for longer as per Clause 8.
To administer and protect our business and this website	Identity Contact Technical	Necessary for our legitimate interests (business operations, IT services, security, fraud prevention) Necessary to comply with a legal obligation We will retain this data for so long as we are required to hold it for as per Clause 8.
To deliver relevant website content and advertisements	Identity Contact Profile Usage Marketing and Communications Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) We will retain this data for so long as we are required to hold it for as per Clause 8.
To use data analytics to improve our website and services	Technical Usage	Necessary for our legitimate interests (to define types of customers, keep website updated, develop business) We will retain this data for so long as we are required to hold it for as per Clause 8.
To send you relevant marketing communications	Identity Contact Technical Usage Profile Marketing and Communications	Necessary for our legitimate interests (direct marketing, growing business) We will retain this data for so long as you remain a customer of ours, except where we are required to hold it for longer as per Clause 8.
To carry out market research through surveys	Voluntary participation data	Necessary for our legitimate interests (product improvement) We will retain this data for so long as you remain a customer of ours, except where we are required to hold it for longer as per Clause 8.

Marketing Preferences

Direct marketing

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving the marketing. We may also analyse your data to form a view which products, services and offers may be of interest to you.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out

You can ask to stop sending you marketing communications at any time. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.

5. Disclosures of your personal data

We may share your personal data where necessary with the parties set out below:

Internal Third Parties;
External Third Parties; and
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes.

6. International transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data.
We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

9. Your legal rights

You have a number of rights under data protection laws in relation to your personal data:

Request accessCommonly known as a “subject access request”.

Request correctionOf the personal data that we hold about you.

Request erasureIn certain circumstances.

Object to processingWhere we are relying on a legitimate interest or for direct marketing.

Request transferOf your personal data to you or to a third party.

Withdraw consentAt any time where we are relying on consent.

Fees and Information

You will not usually have to pay a fee to access your personal data. We may need to request specific information from you to help us confirm your identity.

We try to respond to all legitimate requests within one month.

10. Contact Details & Complaints

If you have any questions about this privacy policy or our privacy practices, please contact our Data Protection Officer:

Emaildpo@coplus.co.uk

AddressFloor 2, Norfolk Tower, Surrey Street Norwich, NR1 3PA

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).

11. Glossary

Legitimate Interest

The interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience.

Performance of Contract

Processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation

Processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Third Parties

Internal: Other companies in the Motorplus Group acting as joint controllers or processors.
External: Service providers, professional advisers, HM Revenue & Customs, market research agencies, and fraud prevention agencies.