This Cookies & Privacy Policy is part of our website Terms (‘the Terms’), which, by continuing to access www.polo.works (‘the Site’), you are deemed to accept and to have agreed to be bound by. The Site is provided by Polo Managing Agency Ltd and Polo Commercial Insurance Services Ltd (together, ‘PoloWorks’). The Terms are set out in full in the Legal Notice .
The information that we collect and store during normal use of the Site and our landing pages is used to monitor and analyse how parts of the Site are used. This may result in personal data about the device you are using being collected and stored, eg its IP address.
You have the option on certain pages within this site and on our landing pages to submit additional personal information to PoloWorks, so that we might send you further information. The description below provides details as to how this information may be used. By submitting your personal information through the Site or through our landing pages and forms, it will be processed by Polo Managing Agency Ltd or Polo Commercial Insurance Services Ltd in the manner described in this privacy notice.
We may collect and process the following data about you, which may include personal data:
Information that you provide to us about you, which may include personal data and/or special-category data, will be used only for the following purposes and subject to any preferences you have notified us of:
Marketing (Legitimate Interest) – PoloWorks provides administration services on behalf of its corporate clients and their policyholders. We sometimes undertake business-to-business marketing activity and have a legitimate business interest in processing your personal data as set out in this privacy policy in order to provide you with marketing information and communications relevant to you and your organisation. This applies to existing clients, prospective clients and users who show an interest in particular information on behalf of their organisations. Our Legitimate Interest Assessment is available upon request to compliance@polo.works .
If you do not wish to be contacted or to receive any further communications, you can opt out using the unsubscribe link in any communication we send you. You can also exercise your right to object to this direct marketing at any time by contacting us at compliance@polo.works .
Marketing (Consent) – In order to meet the requirements of the Privacy and Electronic Communications Regulations (PECR), we will not be able to automatically contact you with relevant information if you are a sole trader, a small partnership or an individual acting for yourself.
If you fall into one of these categories and would like to receive information, you will need to provide us with your consent to receive it. You can do this by completing a dedicated form to subscribe to a public list, or by ticking an opt-in checkbox on one of our forms, hosted either on the Site or our landing pages. Once this consent has been provided, you have the option to opt out or unsubscribe at any time, using the e-mail preferences centre or by contacting us at compliance@polo.works .
Financial Crime (Legal Obligation) – We process information about our clients (beneficial owners and officers) to comply with Anti-money laundering legislation. This includes verifying an individual’s identity and screening them against crime and sanctions databases.
We may share your information with the following types of organisation:
It may sometimes be necessary to transfer your data outside of the EEA. Should this be necessary it will be done in accordance with the applicable regulations and with suitable safeguards in place, using either the International Data Transfer Agreement or the International Data Transfer Addendum to the EU’s Standard Contractual Clauses.
PoloWorks has a Data Retention Policy which mandates how long records, including personal data, must be retained. All personal data will be held in accordance with this policy.
Retention periods are determined by legislation and business requirements. In most cases, we will hold your data for three years beyond the last contact, unless a legal or regulatory obligation requires that we hold the data for another period. All information will be kept securely on our systems.
PoloWorks will keep your information for a reasonable period of time for the purposes outlined above.
The Site maintains security arrangements to ensure that any personal data entered are protected against loss, misuse or alteration.
We take appropriate steps to maintain the security of your data. However, you should understand that the open nature of the internet is such that data may flow over networks without security measures and may be accessed and used by people other than those for whom the data are intended. While we use all reasonable endeavours to protect your security, we consider that it is only appropriate to advise users that the security of data transmission over the internet and the Web cannot be guaranteed. Therefore, you use the Site at your own risk.
Your privacy is very important to us and data protection legislation gives you a number of rights. To exercise any of these rights please contact us, detailing which right in particular you would like to exercise.
For this purpose, you may contact us at compliance@polo.works or by writing to PoloWorks, 4th floor, 65 Gresham Street, London EC2V 7NQ.
This includes an obligation to explain to you how your information is used. This privacy notice provides you with this information.
You have the right to obtain confirmation that your information is being processed and to obtain access to your information, eg by receiving a copy of it.
You have the right to have your information corrected if it is inaccurate or incomplete.
You have the right to request the deletion or removal of your information in certain circumstances. Please note that there may be circumstances where it is not possible to fulfil the request for your information to be deleted, eg if there is a legal reason to retain it, or if it is still required to provide our services to you.
You have the right to request that the processing of your information is restricted in certain circumstances. Again, there may be circumstances where we are legally entitled to refuse such a request.
You have the right to receive the information you have provided in a usable electronic format and/or to request that it be transmitted to a third party where this is technically feasible. This will only apply where we process your data based on consent or if you as an individual have a contract with us.
You have the right to make a complaint to the Information Commissioner if you think that any of your rights has been infringed. Such a complaint may be made through the Information Commissioner’s website at this address, https://ico.org.uk/concerns.
A cookie is a tiny text file that a website can store on your machine and read on subsequent visits. This allows the website to identify you and, for example, remember to log you in the next time you visit.
Our website may use cookies and similar technologies to remember any preferences that the Site may allow you to set or to track your progress through the Site so we can make improvements to the service we offer you. Cookies may be required to allow you to access and participate in certain areas of the website. The cookies we store on your computer do not contain any personally identifiable information.
There are different types of cookie. The cookies we use are listed below under the four categories proposed by the International Chamber of Commerce:
We also use third-party cookies. These are cookies used by an external party that provide additional functionality to our website.
Cookies are sent to your browser (whether you use Internet Edge, Google Chrome, Safari or another browser) by a website and then stored in the cookies directory of your device.
To check and update your cookies settings, you will need to know what browser you are using and what version of it you have. You can usually find this out by opening the browser (as if you were going to use the internet) and clicking on ‘Help’ and then ‘About’. This will give you information about the browser version you are using.
To find out how to allow, block, delete and manage the cookies on all standard web browsers, go to www.aboutcookies.org and select the browser and version you are using. You will also find information there about how to delete cookies from your computer.
If you use a mobile phone to browse this site or other sites that use cookies, please refer to your handset manual for guidance.
This site uses Google Analytics, a web analytics service provided by Google. Google Analytics sets a cookie in order to evaluate your use of the site and compile reports for us on activity.
Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using this site, you consent to the processing of data about you by Google in the manner and for the purposes set out above. Should you wish to reject or delete this cookie please refer to Google’s own privacy policy, at www.google.com/intl/en/privacypolicy.html.
We sometimes embed content from other third-party sites. As a result, when you visit a page with content embedded from, for example, YouTube, you may be presented with cookies from these websites. PoloWorks does not control the dissemination of these cookies. You should check the relevant third-party website for more information about these.
If your personal details change, if you change your mind about any of your marketing or other preferences, if you wish to receive further information about how we use your personal data or have any other queries, please let us know by contacting us at compliance@polo.works
Please note that if our business, or any part of it, is sold or transferred at any time, the information we hold may form part of the assets transferred, although it will still only be used in accordance with this policy.
We reserve the right, at our discretion, to change, modify, add, or remove portions from this policy at any time. Please read this Cookies & Privacy Policy carefully and re-visit this page from time to time to review any changes that may have been made.
This Cookies & Privacy Policy applies to you whether you use the Site or our landing pages for personal purposes, or have entered into a contract with PoloWorks in relation to the supply of specific services and/or products. In the event of any conflict between this Cookies & Privacy Policy and the terms of a contract you have with PoloWorks, the relevant provision of the contract shall prevail.
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