Privacy Policy

1. Introduction

James Ross Risk Solutions (trading style of James Ross I.S. Limited) is committed to protecting your personal data. This privacy notice explains how we collect, use, and safeguard your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

James Ross I.S. Limited is the data controller for the personal data we process. If you have any questions about this privacy notice or how we handle your data, please contact:

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

• Name, address, email address, and telephone number
• Date of birth and identification information
• Financial information relevant to insurance quotations and policies
• Business information including trading history and claims history
• Any other information you provide to us in connection with your insurance needs

Special Categories of Data

In some circumstances, we may need to process special categories of personal data (such as health information) where it is necessary for insurance purposes. We will only do so with your explicit consent or where we have another lawful basis for processing.

4. How We Use Your Data

We use your personal data for the following purposes:

• To provide insurance quotations and arrange insurance policies
• To administer and manage your insurance policies
• To handle claims on your behalf
• To comply with our legal and regulatory obligations
• To communicate with you about your policies and our services
• To prevent and detect fraud

5. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract
• Legal obligation: Processing is necessary to comply with our legal obligations (e.g., FCA regulations)
• Legitimate interests: Processing is necessary for our legitimate business interests, such as improving our services
• Consent: Where you have given us specific consent to process your data for a particular purpose

6. Who We Share Your Data With

We may share your personal data with:

• Insurance companies and underwriters for the purpose of obtaining quotations and placing cover
• Claims handlers and loss adjusters in the event of a claim
• Regulatory bodies such as the Financial Conduct Authority (FCA)
• Our professional advisers (solicitors, accountants)
• Other parties where required by law

7. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and for a period thereafter as required by law or for the establishment, exercise or defence of legal claims. In general, we retain policy records for a minimum of 6 years after the end of the policy.

8. Your Rights

Under data protection legislation, you have the following rights:

• Right of access: You can request a copy of the personal data we hold about you
• Right to rectification: You can request that we correct inaccurate data
• Right to erasure: You can request that we delete your data in certain circumstances
• Right to restrict processing: You can request that we limit how we use your data
• Right to data portability: You can request a copy of your data in a structured, machine-readable format
• Right to object: You can object to the processing of your data in certain circumstances

To exercise any of these rights, please contact us using the details in Section 2 above.

9. Cookies

Our website uses cookies to improve your browsing experience and to analyse website traffic. You can control cookies through your browser settings. For more information about the cookies we use, please contact us.

10. CCTV

We may operate CCTV at our premises for the purposes of security and the prevention and detection of crime. CCTV footage is retained for a limited period and access is restricted to authorised personnel only.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). You can contact the ICO at ico.org.uk or by calling 0303 123 1113.

12. Changes to This Policy

We may update this privacy notice from time to time. Any changes will be posted on this page. This policy was last updated in August 2026.