Using your personal information

The personal information we hold is the information we receive about you and individuals connected with your business through our dealings with you, the administration of your cover and your membership of the Mutual.  It may include information we obtain from other people, businesses and organisations.  We will only keep the information for as long as we need to use it for the purposes set out below.

We may use personal information to

  • make decisions about accepting you as a Member of the Mutual and providing cover
  • understand our Members’ needs and requirements
  • comply with Companies Act requirements
  • investigate, process and pay claims
  • administer the cover and collect contributions
  • recover debts and damages
  • send you information and documents about company matters
  • detect crime and prevent fraud
  • carry out market research
  • if you agree, tell you about other products and services we can offer

This may involve giving information to our Managers (Regis Mutual Management Limited), other service providers, insurers, underwriters or re-insurers, loss adjusters, legal advisers and fraud prevention agencies in the UK and abroad. We will not give information to anyone else unless

  • the person agrees
  • we are allowed or required by law to disclose it
  • we are involved in a sale, merger, reorganisation, transfer of business or dissolution

When we receive sensitive personal information, including any medical or criminal record information, we will only use that information for the purpose it was given to us and to provide cover.  Please make sure that you only give us sensitive personal information about other people with their agreement.

Our Managers run several other Mutuals. Regis may use information from some or all of the Mutuals to help improve the services provided by the Mutuals and Regis and to make sure that records are accurate and up to date. Someone at Regis involved in the management of another Mutual may need to have access to our Members’ personal information so procedures are in place to make sure that such access is only allowed on a need to know basis and that the use of the personal information is always fair and lawful.

We may use information about you in order to comply with financial sanctions which apply in the UK and internationally.  This may include checking information on HM Treasury’s lists of financial sanctions targets.

A contract will be in place to make sure that personal information is protected when we give it to businesses and organisations in countries that do not provide the same level of personal information protection as the UK.

Law enforcement agencies and other authorities can ask for personal information to detect or prevent crime or to comply with legal obligations.  If they ask, we have to give the information.

We may, from time to time, change the way we use personal information. If we believe that it would not be reasonable for an individual to expect us to change in the way we have, we will write to and explain the change.  If we do not receive an objection to the change within 60 days then it is accepted that the change has been agreed.

Individuals whose personal information we hold have a right to ask for a copy of the information and a right to have any inaccuracies corrected.  To ask for the information please write to us at the following address:

The Information Officer
Activities Industry Mutual
7 Maltings Place
169 Tower Bridge Road
London SE3 3JB

We will also provide the names and addresses of the agencies we use if we are asked.

We record telephone calls to make sure that we follow instructions correctly and for staff training purposes.