​​​​​​Privacy Notice

Last updated: 30th April 2024

Date of next review: January 2026

Introduction

Thank you for choosing to be part of our community at Fin Pro Search Partners Ltd ("Company", "we", "us", "our"). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice or our practices regarding your personal information, please contact us at info@wearefinpro.com.

When you visit our website http://wearefinpro.com (the "Website"), and more generally, use any of our services (the "Services", which include the Website), we appreciate that you are trusting us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take the time to read it carefully, as it is important. If there are any terms in this privacy notice that you disagree with, please discontinue use of our Services immediately.

This privacy notice applies to all information collected through our Services (which, as described above, includes our Website) and any related services, sales, marketing or events.

Please read this privacy notice carefully as it will help you understand what we do with the information that we collect.

1. What information do we collect? 

Information automatically collected

In Short:  Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Website.

We automatically collect certain information when you visit, use or navigate the Website. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Website and other technical information. This information is primarily needed to maintain the security and operation of our Website and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage and performance information our servers automatically collect when you access or use our Website, which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type and settings and information about your activity on the Website (such as the date/time stamps associated with your usage, pages and files viewed, searches and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps') and hardware settings).
• Device Data. We collect device data such as information about your computer, phone, tablet or other device you use to access the Website. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model Internet service provider and/or mobile carrier, operating system and system configuration information.
• Location Data. We collect location data such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Website. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt-out, you may be unable to use certain aspects of the Services.

Newsletter/Website Sign-Ups and Contact Us Forms

In Short:  Some information — such as your name, email address, job title, company name and IP address — is collected when you sign up to our newsletter or contact us via our website. This includes when you apply for a role via the website.

You can unsubscribe from our newsletter at any time by using the link at the bottom of the newsletter email. Unsubscribing from the newsletter means you will not receive that newsletter, we may continue to contact you about other FinPro services. If you wish a full opt-out of any communications from FinPro, please email info@wearefinpro.com.

We are Women in Insurtech

In Short:  Some information — such as your name, email address, job title, company name and IP address — is collected when you sign up to join the We are Women in Insurtech. 

You can unsubscribe from receiving communications about our We are Women in Insurtech community by emailing info@wearefinpro.com. 

Unsubscribing from the We are Women in Insurtech community means you will not receive communication about that community, we may continue to contact you about other FinPro services. If you wish a full opt-out of any communications from FinPro, please email info@wearefinpro.com.

Information collected from other sources

In Short:  We may collect limited data from public databases, marketing partners, and other outside sources.

To enhance our ability to provide relevant marketing, offers and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, as well as from other third parties. This information includes mailing addresses, current employer, job titles, email addresses, phone numbers, intent data (or user behaviour data), Internet Protocol (IP) addresses, social media profiles, social media URLs and custom profiles, for purposes of targeted advertising and event promotion.

2. How do we use your information?

In Short:  We process your information for purposes based on legitimate business interests, the fulfilment of our contract with you, compliance with our legal obligations, and/or your consent.

We use personal information collected via our Website for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.

We use the information we collect or receive:

• To deliver and facilitate the delivery of services to the user. We may use your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may use your information to respond to your inquiries and solve any potential issues you might have with the use of our Services.
• To send you marketing and promotional communications. We and/or our third-party marketing partners may use the personal information you send to us for our marketing purposes if this is in accordance with your marketing preferences. For example, when you express an interest in obtaining information about us or our Website, subscribe to marketing, or otherwise contact us, we will collect personal information from you. You can opt out of our marketing emails at any time (see the "What are your privacy rights" below).
• Deliver targeted advertising to you. We may use your information to develop and display personalised content and advertising (and work with third parties who do so) tailored to your interests and/or location and to measure its effectiveness.

Additionally, as a network-driven business, we have a legitimate interest in providing content value in return for engagement by both clients and interested parties. They actively engage with our content and benefit from it. We therefore share identifiable data with our network for the purpose of value creation for both interested parties. For example, if you attend an event, it is in our legitimate interest to share your individual data with the sponsor, if we deem it relevant and of value to both sides.

Where we believe anonymity is important, for example, where individuals have engaged with our information on 3rd party services with no reference to our privacy policy and have only nominally engaged with content on a 3rd party platform, we anonymise data that is shared.  
 

3. Will your information be shared with anyone?

In Short:  We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfil business obligations.

We may process or share your data that we hold based on the following legal basis:

• Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.
• Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests.
• Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfil the terms of our contract.
• Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).
• Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.

More specifically, we may need to process your data or share your personal information in the following situations:

• Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

4. Do we use cookies and other tracking technologies?

In Short:  We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

5. Is your information transferred internationally?     

In Short:  We may transfer, store, and process your information in countries other than your own.

If you are accessing our Website from outside, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information (see "Will your information be shared with anyone?" above), in and other countries.

If you are a resident in the European Economic Area (EEA) or United Kingdom (UK), then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. We will, however, take all necessary measures to protect your personal information in accordance with this privacy notice and applicable law.

We will always take steps to ensure that any international transfer of information is carefully managed to protect your rights and interests:  

• We will only transfer your personal data to countries recognised as providing an adequate level of legal protection or where we can be satisfied those alternative arrangements are in place to protect your privacy rights.  
• Transfers to service providers and other third parties will always be protected by contractual commitments and further assurances, where appropriate.  
• Any requests for information we receive from law enforcement or regulators will be carefully checked before personal data is disclosed.  
• We have listed below the systems we use, and where we send data outside of the UK and on what basis we do so:

1. XERO - Data is transferred outside of the UK to the United States
2. Loxo - Data is transferred outside of the UK to various international locations
3. GetResponses - Data is transferred outside of the UK to various international locations
4. Microsoft 365 - Data is transferred outside of the UK to the United States
5. Google Analytics – Data is not transferred outside of the European Economic Area.  

6. How long do we keep your information? 

In Short:  We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this notice will require us to keep your personal information for longer than 2 years. We check our Data Retention Policy regularly to ensure we maintain a legitimate reason for retaining your data.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

7. How do we keep your information safe? 

In Short:  We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Website is at your own risk. You should only access the Website within a secure environment.

In the unlikely event of a breach of our security, we will inform the relevant regulatory body within 72 hours of the breach being discovered. If your personal data were involved in the breach, we shall also inform you.

8. What are your privacy rights?

In Short:  You may review, change, or terminate your account at any time.

You have certain rights as an individual, which you can exercise in relation to the personal data we hold about you. If you request to exercise any of your rights, we reserve the right to ask you for proof of your identity. We aim to acknowledge your request as soon as possible and address your query within one month from your request.

The right to access  

You are entitled to a confirmation of whether we are processing your data, a copy of your data, and information about purposes of processing, who we disclose it to, whether we transfer it abroad and how we protect it, how long we keep it for, what rights you have, where we got your data from and how you can make a complaint.

The right to rectification  

If you believe the personal data we hold about you is inaccurate or incomplete, you can request for it to be rectified.  

The right to erasure  

You have the right to ask for the erasure of your data if you withdraw your consent, terminate a contract with us, or believe the personal data is no longer necessary for the purposes for which it was collected. In that case, you may request that your data be deleted. However, this will need to be balanced against other factors; for example, certain regulatory obligations may mean we cannot comply with your request. 

The right to restriction of processing  

You can ask us to restrict (i.e. keep but not use) your personal data, but only where:  

• Its accuracy is contested, to allow us to verify its accuracy; or  
• The processing is unlawful, but you do not want it erased; or  
• It is no longer needed for the purposes for which it was collected, but we still need it to establish, exercise or defend legal claims; or  
• You have exercised the right to object, and verification of overriding grounds is pending.  
• We can continue to use your personal data following a request for restriction, where we have your consent; to establish, exercise or defend legal claims; or protect the rights of another natural or legal person. 

The right to data portability   

If we collected your personal data under a contract or your consent, you could request us to transfer your personal data to provide it to another third party of your choice.

The right to object  

You have the right to object at any time to processing of your personal data where processing is necessary for the performance of a task carried out in the public interest or the exercise of an official authority vested in the controller. You may also object where the processing is necessary for the purposes of the legitimate interests, except where such interests are overridden by your interests or fundamental rights and freedoms, where you are a child.

The right to withdraw consent  

If we process your personal data under your consent, you can withdraw it at any time. You can contact us at info@wearefinpro.com. We do not have to comply with a request where it would adversely affect the rights and freedoms of other individuals.

If you are a resident in the UK and believe we are unlawfully processing your personal information, you also have the right to complain to the UK Information Commissioner's Office. 

If you are a resident in the EEA and you believe we are unlawfully processing your personal information, you have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are a resident in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Website. To opt out of interest-based advertising by advertisers on our Website, visit http://www.aboutads.info/choices/.

9. Controls for do-not-track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice. 

10. Do California residents have specific privacy rights?

In Short:  Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

If you are under 18 years of age, reside in California, and have a registered account with the Website, you have the right to request removal of unwanted data that you publicly post on the Website. To request removal of such data, please contact us using the contact information provided below, and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Website, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g. backups, etc.).

11. Do we make updates to this notice?

In Short:  Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

12. How can you contact us about this notice?

If you have questions or comments about this notice, you may email us at info@wearefinpro.com or by post to:

Fin Pro Search Partners Ltd

69 Old Street,
London EC1V 9HX

United Kingdom