PRIVACY Notice

Introduction

At Safelane Insurance Brokers Ltd, (hereafter referred to as “SIB”, “we”, “us” or “our”), we are committed to safeguarding your personal data. We take your privacy seriously and strive to ensure that your personal data is processed in a lawful, fair, and transparent manner.

This Website Privacy Notice (“Privacy Notice”) informs you how we process your personal data in accordance with the Mauritius Data Protection Act 2017 (hereafter referred to as the “MDPA”). This Privacy Notice applies where we are acting as a data controller with respect to the personal data of our website visitors, physical site visitors, clients, suppliers, directors/ company representatives and business introducers.

SIB’s website may contain links to third-party websites that are not covered by this Privacy Notice. We therefore ask you to review the privacy statements of other websites and applications to understand their information practices.

We recommend you read this Privacy Notice to understand our approach towards the processing of your personal data.

Personal Data We Collect and Purposes of Processing

We may collect your personal data in the following ways:

Directly from you, for example when you:

  • Fill out the Client Information Form.
  • Use any of our services.
  • Provide or offer services to us.
  • When it is publicly available, for example, depending on your privacy settings for social media services, we may access information from those accounts or services (e.g., when you choose to interact with us through platforms such as Facebook) or from your website.
  • When you browse and/or interact on our website.

The types of personal data that we may process and the purposes for which we process these information are detailed below:

Clients

I. Purposes of Processing

We process your personal data for the following purposes:

  • For Client registration and onboarding.
  • Preparation and management of client records.
  • To carry out follow-up activities on behalf of SIB and the insurers, ensuring timely and effective communication.
  • Client Request Management and Processing.
  • Preparation and processing of insurance quotations.
  • Processing of credit requests.
  • Verification, screening, and approval of high-risk clients.
  • Processing of Insurance Claims.
  • Identification of the source of funds.
  • Policy endorsements.
  • Underwriting of insurance applications.
  • Conducting surveys and gathering feedback.
  • Contact prospective clients on social media.

II. Types of Personal Data

The types of personal data that we process for the aforementioned purposes are listed below:

  • Contact Details: Name, Office Address, Username, Phone Number, Office Phone, Fax Number, Email Address, Postal Address, Physical Address, Billing Address.
  • Individual Details: Gender, Nationality, Date of birth, Age, Driving License, Marital Status.
  • Financial Information: Bank Details, Bank reference Letter, Pay details.
  • Video surveillance: Closed-circuit televisions (“CCTV”) footage and images.
  • IT and IS Information: URL data, web analytics data.
  • Credit risk and anti-fraud details: Information which you need to collect in order to assess the risk in providing a product/service and provide a quote. This may include data relating to criminal convictions, credit history, purchase history, credit score, Source of funds, and information received from various anti-fraud databases or other special categories of personal data.
  • Special Categories of personal Data (Sensitive Details): Physical Health details, Mental Health Details, Disability, Pregnancy Status, Political Affiliation, Criminal convictions.
  • Others: Affidavit, successor’s NIC, amongst others.

Suppliers

I. Purposes of Processing

We process your personal data for the following purposes:

  • Enrolment of Suppliers
  • Payment to Suppliers

II. Types of Personal Data

The types of personal data that we process for the aforementioned purposes are listed below:

  • Contact Details: Name, Phone Number, Office Phone, Email address, Postal Address, Physical Address, Billing Address.
  • Identification Details: Business Registration Number.
  • Financial Information: Bank Details.
  • Video surveillance: Closed-circuit televisions (“CCTV”) footage and images.

Business Introducers

I. Purposes of Processing

We process your personal data for the following purposes:

  • Enrolment of Business Introducers
  • Payments to Business Introducers

II. Types of Personal Data

The types of personal data that we process for the aforementioned purposes are listed below:

  • Contact Details: Name, Phone Number, Office Phone, Email address, Postal Address, Physical Address, Billing Address.
  • Identification Details: National Identity Card Number
  • Financial Information: Bank Details
  • Video surveillance: Closed-circuit televisions (“CCTV”) footage and images

In addition to the above-mentioned specific purposes, we may also process any of your personal data where such processing is necessary for compliance with legal and regulatory requirements which apply to us, or when it is otherwise allowed by law, or when it is in connection with legal proceedings.

Legal Basis for Processing your Personal Data

SIB processes your personal data based on one or more of the following legal bases:

  • Contractual Necessity: Processing is necessary for the performance of your employment contract with SIB.
  • Legal Obligations: Processing is necessary for compliance with the legal obligations we are subject to.
  • Legitimate interests: Processing is necessary for our legitimate interests for promoting organisational accountability, protecting SIB against risks and ensuring a proper and effective administration of the organisation.
  • Vital interests: processing is necessary in order to protect your vital interests.
  • Consent: Processing is based on your explicit consent which you can withdraw at any time.

SIB adheres to provisions stipulated in the MDPA and processes special categories personal data on the following grounds, where:

  • The processing is based on your consent.
  • the purpose of carrying out the obligations and exercising specific rights of the controller or of the data subject; or
  • protecting the vital interests of the data subject or of another person where the data subject is physically or legally incapable of giving consent.

Mandatory and Voluntary Information

To ensure effective business relationship between SIB and you, and to comply with legal obligations, certain information is mandatory for you to provide. This mandatory information includes but is not limited to, your name, contact information and banking details. Failure to provide this information may impact the business relationship between you and SIB.  

If you choose to provide more information than required, we will assess its necessity. If unnecessary, we will promptly delete it to protect your privacy.  

Who has access to your personal data?

Mandatory and Voluntary Information

Employees who may have access to your personal data are required to keep it confidential.  

Access to your personal data by third parties  

We share your personal data with insurance companies as part of our business operations. We may also need to share your personal data with third–party service providers who assist us with the purposes mentioned above. The sharing or disclosure of personal data is done on a need-to-know basis and under clear contractual terms and instructions. These services include, but are not limited to: 

  • Provision of IT Systems and Services, including, for email management, storage of data, software hosting, amongst others. 
  • Handling of phone calls. 
  • Corporate secretarial services .
  • Auditing purposes.
  • Surveyor services.

We are also required to disclose your personal data where processing is necessary for us to comply with our legal obligation, including responding to legal processes or lawful requests, or where: 

  • We have a duty or a right to disclose in terms of law or for national security and/or law enforcement purposes. 
  • We believe it is necessary to protect our rights.  
  • We need to protect the rights, property or personal safety of any member of the public or a customer of our company, or the interests of our company. 
  • You have given your consent. 

We require our service providers and other third parties to keep your personal data confidential and only use it for specific purpose for which it was disclosed. We have agreements in place with our processors to ensure they comply with these privacy terms.

Personal Data Security

We prioritise the security of your personal data and have adopted adequate technical and organisational security measures to safeguard its confidentiality, integrity and availability. We also ensure business continuity and minimise operational damage by reducing the impact of security incidents. 

We have procedures in place to deal with any suspected data security breaches and will promptly notify you and the Data Protection Office of any suspected breaches where legally required.

Data Retention

We collect and process personal data for specific purposes and will retain it only as long as necessary to fulfil those purposes, unless required for legitimate business or legal reasons. Generally, we will retain your personal data for a maximum of 7 years upon the termination of the business relationship between SIB and you, except for CCTV footage, which will be retained for 30 days at SIB’s Head Office.

Transfer of Personal Data outside Mauritius

In certain circumstances, your personal data may be transferred to and processed outside Mauritius. We will ensure that any such transfer complies with the provisions stipulated in the MDPA. If your personal data is transferred to a country that does not provide an adequate level of protection, we will implement appropriate safeguards, such as contractual clauses, to protect your personal data.

Your Rights

As a data subject, you have certain rights regarding your personal data, as detailed below, and we are committed to facilitating the exercise of these rights:  

  • Right of Access: You have the right to request access to the personal data we hold about you. This includes the right to obtain confirmation of whether we process your personal data and to receive a copy of that information. 
  • Right to Rectification: If you believe that the personal data we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it. 
  • Right to Erasure: In certain circumstances, you may have the right to request the erasure of your personal data. This includes situations where your personal information is no longer necessary for the purposes for which it was collected, or where you withdraw your consent and there is no other legal basis for processing. 
  • Right to Restriction of Processing: You have the right to request the restriction of the processing of your personal data under certain conditions. This means we will temporarily suspend the processing of your personal data, such as when you contest its accuracy or when you object to the processing. 
  • Right to Data Portability: You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format. You also have the right to transmit this data to another data controller. 
  • Right to Object: You have the right to object to the processing of your personal data for certain reasons, such as direct marketing or legitimate interests. If you exercise this right, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms. 
  • Right to Withdraw Consent: If we rely on your consent as the legal basis for processing your personal data, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal. 

To exercise your right as a data subject, you are requested to fill out the Data Subject Rights Request Formby sending an email to the Data Protection Officer (DPO) on dpo@safelane.mu 

You are asked to submit your request with all required information, including: 

  • The request type – For example, are you requesting a copy of your information, the deletion or modification of your personal data; and   
  • All relevant information – Provide any information that will help us successfully respond to your request. 

Your Responsibilities

You are responsible for the data you provide or make available to us, and you must ensure it is honest, truthful, accurate, and not misleading in any way. You must ensure that the data provided does not contain material that is obscene, defamatory, or infringing on any rights of any third party, and does not contain malicious codeor is otherwise legally actionable.

Furthermore, if you provide any data concerning any other person, such as individuals you provide as references, you are responsible for providing any notices and obtaining any consent necessary for us to collect and use that data as described in this notice.

Queries and Complaints

If you have any questions or concerns about how we process your personal data or wish to exercise your rights, you should contact our DPO as detailed in Section 11. When contacting the DPO, you please provide a clear and detailed description of your concerns.  This will help us understand the issue and take the appropriate action. 

We will investigate and attempt to resolve complaints and disputes regarding use and disclosure of your personal data in accordance with this Notice. We will provide you a timely and appropriate response, typically within thirty (30) days. If additional time is required, we will inform you accordingly.  

If you believe we have not handled your request appropriately, you may submit a complaint to the Data Protection Office in Mauritius. 

Contact Us

For inquiries or to exercise your data protection rights, contact our Data Protection Officer as follows:

Email: dpo@safelane.mu
Phone Number: (+230) 290 8000
Address: Military Road, ABC Centre, Port Louis, Mauritius.

Changes to this Notice

We may update this Notice from time to time to reflect best practices in data management, security and control and to ensure compliance with any changes or amendments made to the MDPA and any laws or regulations thereof. We encourage you to review this notice periodically to stay informed about how we protect and use your personal data. The latest version will be made available to you on our website  https://safelane.mu