Privacy Policy

Updated: May 2018

Ascent Underwriting LLP (“Ascent,” “we,” “us,” “our,” or the “Company”) is sensitive to privacy issues on the Internet and is committed to protecting the privacy of individuals who visit the Company’s Web sites (“Visitors”) and individuals who register to use the Services offered by the Company (“Customers).

This Privacy Statement describes Company’s privacy practices in relation to the use of the applications and services offered by Ascent (collectively, the “Services”), as well as individuals’ choices regarding use, access and correction of personal data.

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.

Ascent is the Data Controller for human resource (HR) data of own staff, non-HR data of its agents and personal data of visitors.

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 (usually referred as our internal data subject) 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 your name, physical work address, email address, IP address, phone number, as well as details including gender, occupation, location, and other demographic information. By clicking on “I Agree” or any other button indicating your acceptance to this privacy policy, you expressly consent to this information being collected, used, disclosed, and stored by us, as described in our Terms of Use and in this Privacy Policy. We do not intentionally gather Personal Data from visitors to the Application who are under the age of 16."

By clicking “I Agree” or any other button indicating your acceptance to this privacy policy, you consent and agree that we may transfer your data to data processors located in countries, including the United States, which do not have data protection laws that provide the same level of protection that exists in countries in the European Economic Area. Your consent is voluntary, and you may revoke your consent by opting out at any time. Please note that if you opt-out, we may no longer be able to provide you our services.

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 demos, 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.

To process your application when you apply for a job with the Company

Ascent may require you to submit additional personal information as well as a resume or curriculum vitae, which is usually referred as “Applicant Information”.

To process payroll, payments for internal data subjects (Employees, Agents and Contractors

This may include bank account details of these Data subjects used during releasing payment.

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 appropriate, 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.

Ascent maintains contracts with these third party service providers ensuring their access, use and disclosure of personal data in compliance with this policy.

These service providers are authorized to use your personal information only as necessary to provide the requested services to us.

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.

Ascent has a contractual arrangement with Amazon Web Services (AWS) for hosting IT Systems.

Ascent has a contractual arrangement with MailChimp for email marketing campaigns.

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
support@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.

Rights to your Personal Data

Opt-out (Right to Restrict Processing)

You may contact us anytime to opt-out of, (i) direct marketing communications, (ii) our collection of personal data. Please note that your use of the Ascent website and Optio application may be ineffective upon opt-out.

Access (Right to be informed, Right of Access)

You may request access to your data we hold about you at any time by contacting us directly at support@ascentunderwriting.com

Amend (Right to Rectification)

You can also contact us to update or correct any inaccuracies in your personal data (applicable for website users). Registered users of Optio application may review, update, correct or delete the Personal Information in their User account by contacting us at support@ascentunderwriting.com . If you have contacted Ascent for sales or marketing purposes and you need your personal information updated, you can contact us to change or delete your information.

Move (Right to Data Portability)

Your data is portable – i.e. you have the flexibility to move your data to other service providers as you wish.

Erase and forget (Right to Erasure)

In certain situations, for example when the data we hold about you is no longer relevant or is incorrect, you can request that we erase your data.

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.