Privacy Policy Statement

At MeteorWrite we take the security of your Personal Information very seriously. Our privacy policy explains your rights and how we may collect and use your information and what we do to keep it safe.

IMPORTANT – If you are a MeteorWrite insurance policyholder further data protection information is provided in your insurance documentation.

MeteorWrite is the controller for any Personal Information you provide to us. We can be contacted using the information in the ‘How to Contact Us’ section at the end of this privacy statement.

Please make sure that anyone else who is insured under your policy has provided you with consent to provide their Personal Information to us. It is important that you show this privacy policy to anyone else who is insured under your policy, including, for example, any named drivers.

The type of personal information we may collect about you

The Personal Information we may collect and process about you which is either provided by you or by third parties includes:

• General data – includes your name, date of birth, gender, marital status, residency status and your relationships to other people, e.g. family members on a joint insurance policy;
• Contact data – includes your address (including proof of address), telephone number and email address;
• Identification data – includes government issued identification numbers such as national insurance number, passport number and driving licence number;
• Product data – includes information about quotes, policies, schemes, and renewal dates;
• Claims data – if a claim is made under an insurance policy, this includes information about the claim collected from you and relevant third parties, e.g., witnesses;
• Fraud and sanctions related data – includes information obtained as a result of our investigations, e.g. carrying out checks of publicly available sources such as newspapers and social media sites and information obtained from checks of fraud databases and sanctions lists such as relationships/close associations with politically exposed persons;
• Employment – related data – includes your employment status, job title and employment history;
• Vehicle and driving – related data – includes driving licence entitlement and restrictions or endorsements, driving convictions, vehicle details including registration number and MOT details, vehicle mileage, engine capacity, vehicle ID number, vehicle location, dashcam footage and telematics data if it is relevant to your insurance policy or claim;
• Credit assessment data – includes information received from credit agencies, e.g., credit history, credit rating and details of bankruptcy orders, voluntary arrangements and county court judgements;
• Vulnerability data – information about health, life events, resilience and capability that helps us identify if you might have additional support requirements in order that we can better meet your needs;
• Telephone recordings and online chat transcripts – information obtained and recorded by us, our claims representatives or our broker representatives;
• Background insurance checks – including previous policy information and claims history;
• Data about your vehicle, e.g. details about your MOT and your vehicle’s mileage and information about the features of your vehicle, e.g. engine capacity;
• Data about the area you live in, e.g.:
  • crime-related data.
  • census data.
  • your council tax band; and
  • modelled data which predicts characteristics about people in your area such as socio-economic groups as well as likely habits.

Sensitive Personal Information

Sometimes we will request or receive Personal Information that is sensitive, and we call this “Sensitive Personal Information”. This is information relating to your health, genetic or biometric data, as well as information relating to criminal convictions including data about offences, court sentences or unspent criminal convictions. We know how sensitive this data is, so protecting it is our top priority. The types of Sensitive Personal Information we hold and process where relevant include:

• Criminal data – includes driving licence endorsements, fixed penalties or pending prosecutions for any motoring offences for any of the persons insured, or to be insured;

How we get your Personal Information, why we have it and how we use it

We obtain your Personal Information either directly from you, via our claims representatives or your broker or intermediary from the application and claims forms  completed and communications made. Where you are a joint policyholder or a named driver, we also obtain your Personal Information from the policyholder.

We may also obtain Personal Information from third parties, including the following:

• Third parties who provide us with services e.g., loss adjusters, claims handlers, legal advisers, assistance providers, experts and, in limited circumstances, private investigators.
• Third parties who provide you with services relating to your product such as roadside assistance providers;
• Third parties involved in your product or claim, e.g., other insurers, brokers, claimants, defendants and witnesses to an incident.
• Financial crime, fraud or uninsured detection agencies, databases and sanctions lists, including the Motor Insurers’ Bureau (MIB) who are the data controller for the Motor Insurance Database (MID), National Sira (a syndicated fraud prevention database operated by Synectics Solutions Limited), the Claims Underwriting Exchange (CUE), Motor Insurance Anti-Fraud Theft Register (MIAFTA), No Claims Discount Database, MyLicence, Whiplash Reforms Programme, Employers’ Liability Tracing Office (ELTO) and Insurance Fraud Bureau (IFB);
• Government agencies and regulatory bodies including the police, the courts, the Driver and Vehicle Licensing Agency (DVLA), Driver and Vehicle Agency Northern Ireland (DVA), Driver and Vehicle Standards Agency (DVSA), the Department for Work and Pensions (DWP) and HM Revenue & Customs (HMRC);
• Regulators who regulate how we operate including the Financial Conduct Authority (FCA), Information Commissioner’s Office (ICO) and the Financial Ombudsman Service (FOS);
• Insurance industry bodies, including the Association of British Insurers and the MIB;
• Third parties that provide services in relation to your policy or claim, including checking no claims discounts;
• Other third-party suppliers including, auditors, legal advisers and other professional advisers and sanctions checking service providers;
• Data suppliers, e.g., Percayso, CRIFF (CUE), Synectics and Experian;
• Publicly available sources including HM Land Registry, the Office for National Statistics (e.g., census data) and other data made available under the Open Government Licence.

Some of these third parties may record our enquiries.

Use of Personal Information

The main purposes for which we use Personal Information are to:

• Validate and rate a motor insurance risk;
• Make assessments and take decisions;
• Provide an insurance quote or policy;
• Manage relationships with third parties, e.g. brokers and service providers;
• Manage the claims process;
• Improve our products and services, adapt the range of product and services we offer and help our business grow;
• Provide staff training and maintain information security including by recording and monitoring telephone calls;
• Identify and support customers requiring additional support, to help us better support these needs and to comply with regulatory guidance in meeting these needs. Sometimes you or a third party may tell us that you have additional support requirements, and in other cases we may infer this from your Personal Information and our interactions with you;
• Prevent, detect and investigate fraud and other crime, including by carrying out fraud, sanctions and anti-money laundering checks. For further information see the section below on Fraud and Other Financial Crime;
• Manage complaints, including to allow us to respond to any current complaints, or challenges you or others might raise later, for internal training and monitoring purposes and to help us to improve our complaints handling processes. We may be obliged to forward details about your complaints, including your Personal Information, to the appropriate authorities, e.g. the relevant ombudsman;
• Manage feedback and queries and handle requests to exercise data subject rights. For further information see the section below on Data Rights;
• Manage our business operations, including by carrying out internal audits, quality assurance and training, financial analysis and accounting, producing management information and performing administrative activities in connection with the services we provide;
• Processing transactions through service providers;
• Credit assessments and other background checks;
• Comply with applicable legal, regulatory and professional obligations, including cooperating with regulatory bodies e.g. the ICO, FCA, MIB and government authorities, to comply with law enforcement and to manage legal claims;
• Establish, enforce and defend our legal rights or those of third parties, including enforcing our terms and conditions, pursuing available remedies and limiting our damages;
• Carry out activities that are in the public interest, e.g. we may need to use Personal Information to carry out anti-money laundering checks;
• Research and statistical analysis;
• Build databases for use by us and others we may share information with;
• Archiving, scientific or historical research or statistical purposes.

What is the legal basis for us processing your information?

We are committed to collecting and using Personal Information in accordance with applicable data protection laws. By law, we must have a legal justification, known as a lawful basis in order to use your Personal Information.  Depending upon the purpose, our lawful basis will be one of the following:

• Performance of a contract – to provide motor insurance quotes, arrange, underwrite or manage our products, or handle claims in accordance with their terms;
• Compliance with a legal obligation – to meet responsibilities we have to our regulators, tax officials, law enforcement, or other legal responsibilities;
• Legitimate interests – to operate and improve our products, services and website and to help our business grow; or for any other purposes we identify as appropriate to our business needs or those business needs of a third party;
• Consent – where we have obtained appropriate consent(s) to collect or use your Personal Information for a particular purpose;

Where we rely on legitimate interests as our lawful basis, we are required to carry out a balancing test to ensure that our interests, or those of a third party, do not override the rights and freedoms that you have as an individual. The outcome of this balancing test will determine whether we can use your Personal Information for the purposes described in this Privacy Policy.

Our lawful bases for the use of Personal Information:

We can only collect and use Sensitive Personal Information where we have an additional, specific lawful basis to process such information. We usually rely upon one of the following lawful bases where we process Sensitive Personal Information:

• Reasons of substantial public interest:
• insurance purposes – including arranging, underwriting and administering contracts of insurance, administering claims under a contract of insurance and exercising rights, or complying with obligations that arise in connection with contracts of insurance;
• complying, or helping someone else comply with, a regulatory requirement relating to unlawful acts and dishonesty – including regulatory requirements to carry out money laundering checks;
• preventing or detecting unlawful acts – including disclosures to competent authorities;
• preventing fraud – including investigating alleged fraud;
• safeguarding the economic well-being of certain individuals – including where we identify additional support required by our customers;
• equality of opportunity or treatment – including where we need to keep under review the equality of treatment of customers with additional support needs.

• Necessary to establish, exercise or defend a legal claim – including where we are faced with legal proceedings, we bring legal proceedings ourselves or where we are investigating legal proceedings that a third party has brought against you;

• Necessary to protect your vital interests or those of another individual;

• Information has been clearly or obviously made public by you.

Our lawful bases for the use of Sensitive Personal Information:

Where we cannot rely on one of the above lawful bases to process your Sensitive Personal Information for a particular purpose, we will seek your explicit consent.

If you would like to know more about the lawful bases we rely upon, or how the lawful basis of legitimate interests applies to a particular purpose, you can contact us by using the information in the ‘How to Contact Us’ section at the end of this privacy statement.

Who Personal Information is Shared With

In using personal data for the above purposes, we will sometimes share Personal Information with third parties including –

• Insurance brokers and business partners who help us arrange, manage and underwrite our products and who provide insurance services;
• Other insurers;
• Our insurers or reinsurers
• The relevant third party if they are making a claim against you;
• Third parties who provide you with services relating to your product, e.g. roadside assistance providers;
• Third parties who provide us, or a third-party insurer relevant to your product or claim, with services, e.g. loss adjusters, claims handlers, assistance providers, and, in limited circumstances, private investigators;
• Legal advisers, accountants, auditors, financial institutions and professional service firms who act on our or your behalf, or who represent a third-party claimant;
• Companies who help us to check your identity and evaluate your insurance risk by collecting data about you from public sources (such as the electoral register and insolvency service) and private databases (such those contributed to by other insurers), including LexisNexis;
• Financial crime detection agencies, sanctions checking providers and third parties who maintain fraud detection databases or provide assistance with investigation in cases of suspected fraud;
• Regulators who regulate how we operate, including the FCA, FOS, HMRC, and ICO;
• Government agencies and regulatory bodies including the police, courts, DVLA, DVA, DVSA and the DWP;
• Insurance industry bodies, including the Association of British Insurers and MIB;
• Service providers, including those who help operate our IT and back-office systems, underwriting and claims processes and our information security controls;
• Third parties in connection with any sale, transfer or disposal of our business.

Third parties to whom we disclose personal data are required by law and contractual undertakings to keep personal data confidential and secure, and to use and disclose it for purposes that a reasonable person would consider appropriate in the circumstances, in compliance with all applicable legislation.

Insurers pass information to fraud prevention agencies and databases including the Claims Underwriting and Exchange Register and where appropriate the Motor Insurance Anti-Fraud and Theft Register by MIB. This helps insurers check information and prevent fraudulent claims. When we deal with your request for insurance we may search these registers.

In the event of a claim we may need to disclose information with any other party involved in that claim, e.g., third parties involved in the incident, their insurer, solicitor or representative and medical teams, the police, or other investigators. We may also have to investigate your claim(s) and conviction(s) history.

Information about your insurance policy will be added to the Motor Insurance Database (MID) managed by the MIB. MID and the data stored on it may be used by certain statutory and/or authorised bodies including the police, the DVLA, the DVA, the Insurance Fraud Bureau and other bodies permitted by law.

We may share and aggregate information about you with our associated companies, including personal information relating to other policies held with us, quotes or claims details and we may use this information to determine our pricing.

We, and/or other parties to whom we disclose personal data, may use your information for purposes such as statistical and trend research and analysis which might include computerised processes which profile you.

How your Personal Information is used and shared by insurers and databases in relation to motor insurance

The Personal Information you provide will be used by us and shared with other insurers as well as certain statutory and other authorised bodies for:

• Insurance underwriting purposes, i.e. to examine the potential risk in relation to your (and/or a third party’s) prospective policy so that we can:
  • consider whether to accept the relevant risk,
  • make decisions about the provision and administration of insurance and related services for you (and members of your household),
  • validate your (or any person or vehicle likely to be involved in the policy or claim) claims history (at any time including upon application for insurance, in the event of an accident or a claim, or mid-term adjustment, or at a time of renewal).

• Management Information purposes. To analyse insurance and other markets for the purposes of:
  • portfolio assessment,
  • risk assessment,
  • performance reporting,
  • management reporting.

• Anti-fraud purposes. To detect and prevent fraudulent claims and/or activities by:
  • sharing information about you with other organisations and public bodies including the police;
  • managing your insurance policies;
  • undertaking fraud searches. Insurers pass information to fraud prevention agencies and databases including National Sira, the Claims Underwriting and Exchange Register and where appropriate the Motor Insurance anti-Fraud and Theft Register by MIB. This helps insurers check information and prevent fraudulent claims. When we deal with your request for insurance we may search these registers. Fraud prevention agencies can hold your Personal Information for different periods of time, and if you are considered to pose a fraud or money laundering risk, your data can be held for up to six years.

• Compliance with legal obligations and responsibilities, including:
  • claims management – In the event of a claim we may need to disclose information with any other party involved in that claim, e.g. third parties involved in the incident, their insurer, solicitor or representative and medical teams, the police or other investigators. We also may have to investigate your claims and conviction history;
  • complaints management – If you make a complaint about the service we have provided, we may be obliged to forward details about your complaints, including your Personal Information, to the relevant ombudsman;
  • information about your insurance policy will be added to the Motor Insurance Database (MID) managed by the MIB. MID and the data stored on it may be used by certain statutory and/or authorised bodies including the police, the DVLA, the DVA, the IFB and other bodies permitted by law. This information may be used for purposes permitted by law, which include:
    • electronic licensing;
    • continuous insurance enforcement;
    • law enforcement (prevention, detection, apprehension and/or prosecution of offenders);
    • the provision of government services and/or other services aimed at reducing the level and incidence of uninsured driving.

  How your Personal Information will be processed

  • Information which is supplied to fraud prevention agencies and databases, e.g. National Sira, MIB and MID can include details like your name, address and date of birth.
  • Your data may be supplied to databases in order to facilitate automatic no claim discount validation checks.
  • Your data may be transferred to any country, including countries outside of the European Economic Area, for any of the purposes mentioned above.
  • Under your policy you must tell us about any incident (e.g. an accident or theft) which may or may not give rise to a claim. When you tell us about an incident, we will pass information relating to it to the fraud prevention agencies and databases.

  You can ask for more information about this. If you require such information, please contact us by using the information in the ‘How to Contact Us’ section at the end of this privacy statement.

  How we use your Driving Licence Number

  Insurance underwriting purposes i.e. to examine the potential risk in relation to your (and/or a third party’s) prospective policy

  • Searches may be carried out on our behalf by your insurance broker or our claims teams prior to the date of the insurance policy and at any point throughout the duration of your insurance policy including at the mid-term adjustment and renewal stage. A search of the DLN with the DVLA should not show a footprint against your (or another relevant person included on the proposal) driving licence;
  • Searches may be carried out at point of quote and, if an insurance policy is incepted, if any changes are made mid-term, and at renewal stage.

  Please note that if you give us false or inaccurate information it may invalidate your insurance policy/prospective insurance policy, or it could affect the amount you get paid in settlement of any claims you make under the policy.

  Fraud and Other Financial Crime

  We use your Personal Information to detect and prevent fraud and other financial crime, including to meet our statutory and regulatory responsibilities in relation to fraud and financial crime.

  We may also use your Personal Information including details of our interactions with you to help us detect fraud committed by brokers.

  To prevent, detect and investigate fraud and financial crime, we:

  • check public registers (e.g. the electoral roll or registers of county court judgments, bankruptcy orders or repossessions);
  • conduct online searches from websites, social media and other information-sharing platforms;
  • use databases managed by credit reference agencies, insurance industry bodies, fraud detection agencies and other reputable organisations. This includes National Sira administered by Synectics Solutions Limited (as joint data controller together with contributing companies, including MeteorWrite), Experian and the Insurance Fraud Bureau; and
  • share Personal Information and undertake searches with other third parties, including other insurers, fraud prevention agencies, law enforcement agencies, public bodies and our regulators (which include the FCA, ELTO, MIB and ICO).

  This will help us verify your identity, make decisions about providing you with our products and related services such as paying claims.

  If you give us false or inaccurate information and we suspect fraud, we’ll record this to prevent further fraud and/or money laundering. This may be shared between insurers and with fraud prevention agencies and databases.

  We can supply on request further details of the agencies and databases we access or contribute to and how this information may be used. If you require further details, you can contact us by using the information in the ‘How to Contact Us’ section at the end of this privacy statement.

  Automated Decision Making

  We use automated tools to assist with certain aspects of data processing, such as data enrichment, profiling, and analytics. These tools help us better understand and manage information, but they do not make decisions about you without human involvement.

  Any decisions that may significantly affect you, such as eligibility assessments, service offerings, or risk evaluations are always reviewed and confirmed by a member of our team before being finalised.

  You have rights under data protection law in relation to automated processing, including the right to request human intervention, express your point of view, and contest decisions.

  Retention of your personal data

  We keep Personal Information for as long as is reasonably required for the purposes explained in this Privacy Policy. We also keep records – which may include Personal Information – to meet legal, regulatory, tax or accounting needs. For example, we are required to retain an accurate record of your dealings with us, so we can respond to any complaints or challenges you or others might raise later. We’ll also retain files if we reasonably believe there is a prospect of litigation. The specific retention period for your Personal Information will depend on your relationship with us and the reasons we hold your Personal Information.

  To support us in managing how long we hold your data and our record management, we maintain a data retention policy which includes clear guidelines on data retention and deletion.

  If you would like more information about our data retention policy, you can contact us by using the information in the ‘How to Contact Us’ section at the end of this privacy statement.

  Data transfers

  We process your information within the United Kingdom. However sometimes we, or third parties acting on our behalf may need to transfer Personal Information outside of the UK. We will always take steps to ensure that any transfer of Personal Information outside the UK is carefully managed to protect your privacy rights and ensure that adequate safeguards are in place. This might include transfers to countries that the UK considers will provide adequate levels of data protection for your Personal Information (such as countries in the European Economic Area) or putting contractual obligations in place with the party we are sending information to.

  Your data protection rights

  You have legal rights under data protection laws in relation to your Personal Information including:

  Your right of access – You have the right to ask us for copies of your personal information.

  Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

  Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

  Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

  Withdrawing consent – In some circumstances we ask for your consent to use your Personal Information. You are free to withdraw your consent at any time.

  If it is the case that we need your consent to provide you with a particular product and you wish to withdraw your consent, we may no longer be able to provide our product to you. Where that is the case, we will inform you before taking any action.

  We may ask you for proof of identity when you make a request to exercise any of these rights. We do this to ensure we only disclose information to the right individual.

  We aim to respond to all valid requests within one month. It may take us longer if the request is particularly complicated or you have made several requests. We’ll always let you know if we think a response will take longer than one month. We may also ask you to provide more detail about what you want to receive or are concerned about.

  We may not always be able to do what you have asked. This is because your rights will not always apply, e.g. if it would impact the duty of confidentiality we owe to others, or if the law allow us to deal with the request in a different way. We will always explain to you how we are dealing with your request. In some circumstances (such as the right to erasure or withdrawal of consent), exercising a right might mean that we can no longer provide our product to you.

  For further information about, to exercise any of your rights, or if you wish to make a subject access request please contact us at our address below.

  How to complain

  If you have any concerns or complaints about our use of your personal information, please contact us at the address shown below. Alternatively, if you are not happy with the way we are handling your Personal Information you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). We ask that you please attempt to resolve any issues with us before contacting the ICO.

  The ICO’s address:

  Information Commissioner’s Office
  Wycliffe House
  Water Lane
  Wilmslow
  Cheshire
  SK9 5AF

  Helpline number: 0303 123 1113

  ICO website: https://www.ico.org.uk

  MeteorWrite’s ICO registration number is ZB068699.

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  How to contact us

  This privacy policy statement is issued by MeteorWrite which operates in the United Kingdom. For any questions or concerns relating to this privacy statement or our data protection practices, or to make a subject access request, please contact us at:

  MeteorWrite Limited
  Purdeys Industrial Estate
  Ground Floor
  13 Purdeys Way
  Rochford
  Essex
  SS4 1ND

  Email – enquiries@meteorwrite.co.uk

  Changes to our privacy policy statement

  This Privacy Policy is updated from time to time to take account of changes in our business activities, legal requirements and to make sure it’s as transparent as possible, so please check back here for the current version and show these changes or updates to anyone else who is insured under your policy, including for example, any named drivers. You can see when this Privacy Policy was last updated by checking the date below.

  Last updated November 2025