Keeping your information safe & sound

What are you doing with my data?

We use it to provide our damage restoration and leak detection services in accordance with our contracts with you or your insurance company. That includes doing things like:

• Arranging to visit you to repair damage to your home or property
• Notifying and arranging for subcontractors to visit your home or property.

We also use it for business, regulatory and legal purposes, like:

• Dealing with any requests for information you make or content you submit
• Getting in touch if we need to tell you about something, like a change to our policies or issues with a service
• Dealing with complaints and comments which you may have about the service we deliver.

Can I ask you to delete my data?

You will have shared your data with either us directly or your insurance company who will have passed it onto us to assist with the work at your property.

You can ask for any of the data we hold on you to be deleted at any time. If the work on your property is ongoing or is the subject of a complaint, we have the right to decline this request, but only up until the point where we still need your data to carry out this work. Normally we will delete this data as soon as possible after your request.

Bear in mind

If we delete your data as per your request, we will not have any reference material if there is a claim or query about the work at a later date. You will also not be able to view any of your claim history with us via our Customer Portal.

Insurers sometimes ask us to keep data for a period of time after a claim is closed, to make sure we can respond to a future question or problem.

Do you share my data with other organisations?

We only share your data where it is necessary to appoint subcontractors to complete specialist tasks to repair your property, for example:

• Specialist furniture restorers
• Skip companies to provide an address for removal of damaged materials

These companies are not allowed to share your data with anyone else and they are required to treat it in a safe and secure manner.

In exceptional circumstances, we may share your information without your permission if we reasonably believe you might be breaking the law, and such disclosure is allowed under the relevant laws, including data protection law.

When we share your data outside of Polygon…

We will:

• Always share it in a secure way.
• Make sure it’s treated fairly and consistently.
• Not allow other companies to use it to contact you with their own marketing.

When we share your data within Polygon

We might share your data across different parts of our company. We will only do this in order to provide you with the most appropriate services for the work you need.

How can I see what information you have about me?

If we hold your data as a result of you making a claim through your insurance company:

Your insurance company acts as the Data Controller in this situation and you must make your request for information directly to them. The insurance company will validate your identity and then request the information held in your name from all of its suppliers

If we hold your data as a result of you asking us to complete work directly for you:

You can write to:

The Data Protection Officer Polygon 7 Blackstone Road Huntingdon Cambridgeshire PE29 6EE

How does Polygon collect data about me?

You provide some data yourself

For instance, when you request a quote for work from us, we will ask you relevant details to give you an accurate quotation and to visit your property for inspection.

You provide some data to your insurance company

For instance, when you apply for a policy or register a claim with your insurance company or their agents. To carry out the work to repair the damage, they in turn will share only enough information with us to enable us to carry out the work. If we need more information, we will approach you directly for this.

Who else can see the data being held at Polygon?

Generally only you and your insurance company if we have been appointed by one. We may also share your information with our sub-contractors where necessary to provide specialist repair services.