Privacy Policy

Updated: March 2018

We are sensitive to privacy issues on the Internet. We believe it is important that you understand how we treat the information you may provide to us.

Overview

This privacy policy applies to information that we have collected, or collect, by the websites we manage and control, including optio.ascentunderwriting.com and www.ascentunderwriting.com and other domains owned and operated by Ascent Underwriting LLP, hereafter referred to collectively as Ascent. Ascent is a Data Controller.

In general, we utilize both non-personal and personally identifiable information that you provide to us or that we collect in the normal course of business (to communicate with you about our service and product offerings) and deliver those offerings in an efficient manner. For these purposes, Ascent employees, authorised contractors and third-party agents will have access to some or all of this non-personal and personally identifiable information. We will always endeavour to protect this information, hold it in confidence, and ensure it is secure.

Unless specifically stated otherwise, the information you provide or that is associated with you is never shared with anyone other than Ascent employees, authorised contractors and agents. Ascent never trades or sells its personal information except as provided in this policy.

Information We Collect

Information you voluntarily provide to us

When you sign up for and use Optio, consult with our teams, send us an email, integrate with Optio’s APIs, communicate with us via LinkedIn, Twitter or other social media or communicate with us in any way, you are voluntarily giving us information that we collect. That information may include either your name, physical work address, email address, IP address, phone number, as well as details including gender, occupation, location, and other demographic information. By giving us this information, you consent to this information being collected, used, disclosed, and stored by us, as described in our Terms of Use and in this Privacy Policy.

Information we collect automatically

Details of your visits to our sites and services including, but not limited to, traffic data, location data, operating system, browser type for system administration purposes and to report aggregate information. We may collect this information as part of log files as well as through cookies. We are compliant with the Information Commissioners Office (ICO) Guidance on the rules on use of cookies and similar technologies and the related Privacy and Electronic Communications (EC Directive) Regulations 2003. For more details, see our Cookie Policy .

Use and Disclosure of Personal Information

We may use and disclose Personal Information only for the following purposes:


To promote use of our services to you

For example, you have been signed up to use Optio and we have enhanced coverages or a new product, we may send you an email inviting you to have a look. We may also send you information more generally about our products and services. You can stop receiving our promotional emails at any time by following the unsubscribe instructions included in the emails we send.

To send you informational and promotional content and event invitations in accordance with your marketing preferences

We may send you information about our products and services. We may also invite you to marketing events. You can stop receiving our promotional communications at any time by following the unsubscribe instructions included in the materials that we send.

To send you System Alert messages

We may inform you of temporary or permanent changes to our services, such as planned outages, new features, version updates, releases, abuse warnings, and changes to our Privacy Policy.

To communicate account information and provide customer support

To enforce compliance with our Terms of Use and applicable law

This may include developing tools and algorithms that help us prevent violations.

To protect the rights and safety of users and third parties, as well as our own

To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms

To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements

To prosecute and defend a court, arbitration, or similar legal proceeding

To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements

To provide, support, and improve the service we offer

This includes internal record keeping and our use of the data internally to assist bug fixes and testing.

To provide suggestions to you

This includes adding features that uses data to suggest other products or services that you may be interested in or that may be relevant to you.

To transfer your information in the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition

In that event, any acquirer will be subject to our obligations under this Privacy Policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on our Website.

Third Party Websites

Our websites may contain links to other websites, such as our breach response services, whose privacy practices may be different from ours. Once you have used these links to leave our site, you should note that we do not have any control over them and are not governed by this privacy policy. We encourage you to carefully read the privacy policy of any Website you visit.

Security & Compliance

We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, administrative and managerial procedures.

Optio currently uses at least TLS v1.2 (a strong protocol) encryption on all web pages. This is designed to protect the confidentiality of your personal information as it is transmitted to us over the Internet.

We do not capture or store credit card information.

Optio accounts require a username and password to log in. You must keep your password secure, and never disclose it to a third party. As it is so sensitive, they are encrypted. As we cannot see them, we cannot resend forgotten passwords and users can only reset them.

If a security breach causes an unauthorized intrusion into our system that materially affects you, then Ascent will notify you as soon as possible and later report the action we took in response.

Third Parties

Ascent may employ independent contractors to help manage data services, and such contractors may have access to data, similar to the access we give our employees. For example, we may choose to use a third-party application service to manage our documents and emails, including personally identifiable information, with such a service provider.

We endeavour to ensure that these third-party providers are protecting your information, but we are not ultimately responsible for their practices.

Accuracy and Retention of Data

We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes.

Our offices are based in the UK and cloud servers are hosted in the EU.

If you have any questions or suggestions regarding our privacy policy, or if you want to request, update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please contact us, by postal mail or email at:

Ascent Underwriting LLP
Attn. Data Protection Officer
10-12 Eastcheap, London, EC3M 1AJ, United Kingdom
privacy@ascentunderwriting.com

We may retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our agreements.

Changes

We reserve the right to modify this privacy statement at any time, so please review it frequently.

All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website.