Website & Email Terms
Last updated 20-12-2017
1. Status Disclosure
Vigilis Services Limited is registered in Gibraltar (No. 113603) at 57/63 Line Wall Road, Gibraltar. Vigilis Services Limited is authorised and regulated by the Gibraltar Financial Services Commission (“FSC”) (no. FSC1290B) and is authorised and regulated by the Financial Conduct Authority (“FCA”) (no. 781071) with permission to carry out credit broking.
Monty Insurance and Vigilis Insurance are trading names of Vigilis Services Limited.
These details can be checked on the FSC’s Register by visiting the FSC’s website www.fsc.gi or by contacting the FSC on 00 350 20040283 and on the FCA’s Register by visiting the FCA’s website www.fca.org.uk/register or by contacting the FCA on 0345 606 9966.
Vigilis Services Limited is a connected company of Eaton Gate (Holdings) Limited which is registered in England (No. 09824548) at 2 Eaton Gate, London, SW1W 9BJ and is the owner of this website. To contact us, please email firstname.lastname@example.org or call us on 0333 234 1741.
We amend these terms from time to time. Every time you wish to use the website, please check these terms to ensure you understand the terms that apply at that time. You are also responsible for ensuring that all persons who access the website through your internet connection are aware of these terms and conditions, and that they comply with them.
3. Handling of Information – Use of Email
The information contained in email from the Group is confidential and may be subject to legal privilege. Access to email by anyone other than the intended recipient is unauthorised. If you are not the intended recipient you must not use, copy, distribute or disclose the email or any part of its contents or take any action reliant upon it. If you have received an email in error please notify us immediately by return. All reasonable precautions have been taken to ensure that no viruses are present in email . As the Group cannot accept responsibility for loss or damage arising from the use of email or any attachment we recommend you subject these to your usual virus checking procedures prior to use. Please refer to the Security section below.
The information contained in the website is for general information purposes only. It is not intended to amount to advice on which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content on our site.
The information contained in the website is provided by the Group and while the Group makes efforts to keep the information up to date and correct, it makes no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.
Whether you are a consumer or a business user:
We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of any Group employees, agents or subcontractors and for fraud or fraudulent misrepresentation.
Different limitations and exclusions of liability will apply to liability arising as a result of the supply of any products and services to you.
If you are a business user:
We exclude all implied conditions, warranties, representations or other terms that may apply to the website or any content on it.
We will not be liable to you for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
- use of, or inability to use, the website; or
- use of or reliance on any content displayed on the website.
- In particular, we will not be liable for:
- loss of profits, sales, business, or revenue;
- business interruption;
- loss of anticipated savings;
- loss of business opportunity, goodwill or reputation; or
- any indirect or consequential loss or damage.
If you are a consumer user:
Please note that we only provide the website for domestic and private use. You agree not to use the website for any commercial or business purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity or in response to any breaches by you of these terms.
If defective digital content that the Group has supplied, damages a device or digital content belonging to you and this is caused by our failure to use reasonable care and skill, the Group will either repair the damage or pay you compensation. However, the Group will not be liable for damage that you could have avoided by following its advice to apply an update offered to you free of charge or for damage that was caused by you failing to correctly follow installation instructions or to have in place the minimum system requirements advised by the Group.
[The website may include information and materials uploaded by other users of the website, including to bulletin boards and chat rooms. This information and these materials have not been verified or approved by us. The views expressed by other users on the website do not represent our views or values.]
Unauthorised use of the website may give rise to a claim for damages and/or be a criminal offence.
If you wish to complain about information and materials uploaded by other users please contact us on please email email@example.com or call us on 0333 234 1741.
This disclaimer has no affect on your statutory rights in respect of any product and service that you buy from this website.
5. Copyright and Intellectual Property
The website contains material which is owned by or licensed to us. This material includes, but is not limited to:·
- names and corporate logos of Eaton Gate and the Group;
- the website’s design, layout, look, appearance and graphics;
- illustrations, photographs, video or audio sequences or any graphics featured on the website.
The above names and corporate logos are registered trademarks of Eaton Gate or the Group, and are their exclusive property. The corporate logos may not be reproduced unless specifically authorised in writing by Eaton Gate or the Group.The website is copyright of Eaton Gate – © Copyright 2018. All rights reserved.
The copyright for some of the images and content on our websites may not belong to Eaton Gate. However, permission has been granted by the copyright owners where applicable.
Any redistribution or reproduction of part or all of the contents of this website in any form is prohibited other than the following:
- you may print or download to a local hard disk extracts for your personal and non-commercial use only.
- you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material.
You may not, except with our or the Group’s express written permission, or with the express written permission of the photographer, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system. You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.
The website is made available free of charge. Every effort is made to keep the website operational and available. However, you may not have uninterrupted and error-free access or use of the website. We take no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control. We may suspend or withdraw or restrict the availability of the website (in whole or in part) so we can repair, maintain or update the website. In these circumstances, we will try to give you reasonable notice.
Eaton Gate takes all reasonable steps to ensure that any information you provide to us on the website or via email is kept secure, but please remember that, because of the nature of the internet, the security of this information during electronic transfer cannot be guaranteed. Nor is there any guarantee that all emails sent and forms submitted will be received by us.
9. Links to Other Websites
Links from the website to third party websites are provided for information and convenience only. A link does not imply an endorsement of a third party website; likewise, not linking to a particular third party website does not imply lack of endorsement. By following the links, you will be leaving the website and Eaton Gate is not responsible for, does not endorse or approve and accepts no liability in respect of, any information or opinion contained on any third party website (including, without limitation, any liability arising out of any allegation that the content of any third party site infringes any law or the rights of any person or entity).
Last updated 21-05-2018
The purpose of this document is to provide a privacy notice for individuals that complies with the EU General Data Protection Regulation (“GDPR”). The notice relates to the personal data that Vigilis Services Limited, holds relating to you, how you can expect your personal data to be used and for what purposes.
2. Policy Statement
This notice covers all connected companies of Eaton Gate (Holdings) Limited and Vigilis (Holdings) Limited including their respective subsidiaries, branches and associated holding or administrative companies either incorporated or to be incorporated in the future (together the “Group”).
The Group is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the GDPR. This notice is intended to be consistent with all applicable legal and regulatory requirements regarding its subject matter. It applies to all the Group’s employees, workers and contractors.
Vigilis Services Limited is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice applies to any individual to whom the personal data relates. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
It is important that:
- you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
- the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
3. Detailed Procedures
3.1 Data Protection Principles
We will comply with data protection law. This says that the personal information we hold about you must be:
- used lawfully, fairly and in a transparent way.
- collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- relevant to the purposes we have told you about and limited only to those purposes.
- accurate and kept up to date.
- kept only as long as necessary for the purposes we have told you about.
- kept securely.
3.2 Information and data
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection.
We will collect, store, and use the following categories of personal information about you (or that of any other persons insured):
- Personal contact details such as title, name, addresses (including proof of addresses), telephone numbers, email addresses, date and place of birth, gender, marital status and dependants and family details
- Next of kin and emergency contact information
- Details about your existing lifestyle and insurance arrangements including information from publicly available sources such as the electoral roll, British Geological Survey, information about previous and current insurance claims and telematics data
- Employment details including job titles, the start date, location of employment or workplace, work history, working hours, training records and professional memberships, salary, pension and benefits information
- Nationality and identification numbers issued by government bodies or agencies or other publicly available information including national insurance number, passport number, tax identification number, driving licence number and vehicle registration details
- Bank account details, or payment card details, income or other financial information such as payroll records and tax status information
- Credit and anti-fraud data including credit history, credit score and sanction list searches
- Information about your use of our information and communications systems, including IP address
We may also collect, store and use the following “special categories” of more sensitive personal information which we need to collect in order to assess the risk to be insured and provide an insurance quote
- Information about your political opinions or whether you are a politically exposed person
- Information about your health, including any medical condition, health and sickness records
- Information about criminal convictions and offences
3.3 How information is collected
We collect your personal information from various sources including, yourself, your family members, employer or representative; third party insurance intermediaries; insurers; reinsurers; credit reference agencies; anti-fraud databases, sanctions lists, court judgements and other databases; government agencies; or in the event of a claim, third parties including the other party to the claim, witnesses, experts (including medical experts), loss adjustors, solicitors, and claims handlers.
3.4 How we use your information
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest or for official purposes.
We need all the categories of information in the list above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
- Providing a quote or processing your application to purchase an insurance policy, its fulfilment or other related service
- Managing and administering products and services that we supply including underwriting, reinsurance, claims handling and providing legal advice and services
- Notifying you about changes to our service
- Claims handling or procuring this from any appointed service provider and business partner
- Administering the contract we have entered into with you, including for debt recoveries
- Investigating and resolving any complaints you have about our services or those provided by our appointed service providers and business partners.
- Helping us to develop new and innovative products and services
- Providing you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes
- Business management and planning, including accounting and auditing
- Education, training and development requirements
- Dealing with legal disputes involving you
- To prevent or detect fraud and check your identity to prevent money laundering
- To monitor, or procuring this from any appointed service provider, your use of our information and communication systems to ensure compliance with our IT business control policies
- To ensure, or procure this from any appointed service provider, network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We will use your particularly sensitive personal information in the following ways:
- We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
- We envisage that we will hold information about criminal convictions. We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us.
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
3.4.1 If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
3.4.2 Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
3.5 Automated Decision Making
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
- Where we have notified you of the decision and given you 21 days to request a reconsideration.
- Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
- In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.
We may use automated tools with decision making to assess applications for insurance such as price rating rules, flood, theft and subsidence area checks and credit checks. Our business partners may do this for claims handling processes. When calculating insurance premiums, we may compare personal data against industry averages or use this to create the industry averages going forwards. These automated decisions will produce a result on whether we are able to offer insurance, the appropriate price for policies or whether we can accept claims. If the individual objects to an automated decision, we may not be able to offer the insurance quotation or renewal.
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
3.6 Data sharing
We may have to share your data with third parties, including third-party service providers and other entities in the Group. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
3.6.1 Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
3.6.2 Which third-party service providers process my personal information?
”Third parties” includes third-party service providers and business partners (including contractors and designated agents) and other entities within the Group. The following activities are carried out by third-party service providers: insurance and reinsurance underwriting and administration, claims handling services, IT services, management and storage of data and data analytical services, organisations and public bodies including the Police, fraud prevention agencies and databases, conduct of market research and services to more effectively communicate with you. We can supply on request further details of these third parties we access or contribute to and how this information may be used. If you require further details contact firstname.lastname@example.org.
3.6.3 How secure is my information with third-party service providers and other entities in the Group?
All our third-party service providers and other entities in the Group are required under written agreements to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
3.7 Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
3.8 Data Retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
3.9 Rights of Access, Correction, Erasure and Restriction
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact email@example.com in writing.
3.9.1 No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
3.9.2 What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
3.10 Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact firstname.lastname@example.org. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
3.11 Data Protection Officer
We have appointed a data protection officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the email@example.com.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
3.12 Changes to this Privacy Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact firstname.lastname@example.org.
If for any reason you feel we have let you down please let us know immediately.
There are 4 simple steps to follow for a complaint.
- Contact us at Monty directly where we can try to resolve the problem as quickly as possible.We will respond to your complaint in writing by no later than 8 weeks from your initial complaint. This is the official length of time to respond but we will obviously aim to be a lot quicker.
- When making a complaint do it yourself rather than use a claims handler if possible, this again is the official advice from the FCA. Often claims handlers will charge you an upfront fee and this is unfair on you.
- We try to resolve all complaints internally. However, if you remain unhappy with our response to your complaint, or if we have not resolved it 8 weeks after you first told us about it, you have the right to refer your complaint to the Financial Ombudsman Service. If you want the Financial Ombudsman Service to look into your complaint, you must refer it to them within 6 months of the date of our final response to you. You can contact them at:
The Financial Ombudsman Service,
London E14 9SR.Tel: 08000 234 567
Free for people phoning from a “fixed line” (for example, a landline at home).
Or: 0300 123 9 123
Free for mobile-phone users who pay a monthly charge for calls to numbers starting 01 or 02.
- If you do not want to accept a decision by the Financial Ombudsman Service and you have not used an independent complaints scheme, as a last resort you may be able to take your case to court.
Cancellation of Your insurance
To effect cancellation of Your Policy, You should contact us
Cancellation by You during the cooling-off period
This insurance provides You with a cooling-off period to decide whether You wish to continue with this insurance. The cooling-
off period is for 14 days from the date You receive Your Policy documentation.
If a period of less than 14 days has elapsed since You received Your Policy documentation, and You have not made a claim, You
have the right to cancel the Policy and receive a refund of the premium You have paid:
• If at the date of cancellation Your Policy has not yet commenced You will receive a full refund of the premium You
have paid from us; or
• If Your Policy has already commenced, You will receive a refund of premium from us, equivalent to the unexpired period of cover on a pro rata basis.
Cancellation by You – after the cooling-off period
You may cancel this Policy by contacting the firm that arranged Your insurance with us.
If You have paid the full annual premium, and there have been no claims or Incidents likely to result in a claim in the current Period of Insurance, You will receive a refund of premium from us equivalent to the unexpired period of cover on a pro rata basis.
Where You have made a claim and wish to cancel Your Policy You will not be entitled to a refund of premium.
If You are paying the annual premium by monthly instalments, no further premiums will be collected from You once the firm that arranged Your insurance with Us received notice of cancellation from You, provided there have been no claims or Incidents likely to result in a claim in the current Period of Insurance.
If You are cancelling the Policy and there has been a claim or Incident likely to result in a claim in the current Period of Insurance
the full annual premium must be paid by You. Cancellations will not be backdated.
Cancellation by Us – during and after the cooling off period
We, or the Administrator can cancel this Policy where there is a valid reason for doing so by giving You 7 days’ notice in writing setting out the reason for cancellation. This will be sent to the last address You notified to Us.
Valid reasons include but are not limited to the following:
Cancellation by Us – non-payment of premium
We, the Administrator or the firm that arranged Your insurance with Us can cancel this Policy by giving You 7 days’ notice in writing to the last address You notified to Us. If we receive payment by the date set out in the letter we will take no further action. There will be no refund of premium if our cancellation is the result of Your failure to pay the full premium.
Cancellation by Us – where we reasonably suspect fraud
The Consumer Insurance (Disclosure and Representations) Act 2012 and The Insurance Act 2015 requires You to take reasonable care to provide complete and accurate answers to the questions we ask and sets out situations where failure by a Policyholder to provide complete and accurate information requested by an Insurer allows the Insurer to cancel the Policy, sometimes back to its start date and to keep any premiums paid. There will be no refund of premium if our cancellation is the result of Your dishonesty or where we reasonably suspect fraud by You.
Where our investigation provides evidence of fraud or a serious non-disclosure we may cancel the Policy immediately and backdate the cancellation to the date of the fraud or when You provided Us with incomplete or inaccurate information, which may result in Your Policy being cancelled from the date You originally took it out. We may also seek reimbursement of any claims monies paid by Us since the fraud was committed.
Cancellation by Us – for Your non-compliance with Policy terms and conditions
We, the Administrator or the firm that arranged Your insurance with Us can cancel this Policy by giving You 7 days’ notice in writing to the last address You notified to Us. There will be no refund of premium if our cancellation is the result of Your failure to comply with the Policy terms and conditions e.g. You fail to co-operate with Us or provide Us with information or documentation we, the Administrator or Claim Service Provider reasonably require, and this affects our ability to process a claim or defend our interests.
Cancellation by Us – other reasons
Where cancellation is effected by Us, the Administrator or the firm that arranged Your insurance with Us any refund of premium will be calculated on a pro rata basis taking into account the original Policy period and the number of days remaining to the expiry date of the Policy. Provided there have been no claims or Incidents likely to result in a claim in the current Period of Insurance, we will refund the premium relating to any unused portion of cover within the current Period of Insurance on a pro-rata basis.
Certificate of Employers Liability Insurance
In relation to cancellation in any of the circumstances outlined above You shall immediately return to Us any effective Certificate(s) of Employers Liability Insurance.