Your privacy.Our responsibility.
We are committed to protecting your personal data and being transparent about how we collect, use and safeguard it.
Contact UsLast updated: March 2025
1. Who we are
B. Portwood & Company Ltd (Company No: 00785468) is an insurance brokerage authorised and regulated by the Financial Conduct Authority (FCA No: 300694).
- 145 Newgate Street, Bishop Auckland, England, DL14 7EN
- Phone: 01388 607105
- Email: info@portwood.co.uk
- ICO Registration Number: Z6949959
We act as a data controller in respect of personal data you provide to us.
2. What data we collect
- Identity data: name, date of birth, gender
- Contact data: address, email, telephone
- Business data: company name, nature of business, turnover, employees
- Financial data: payment information and bank details
- Insurance data: policy details, claims history, risk information
- Technical data: IP address, browser type, website usage
- Communications data: records of emails, calls, and correspondence
3. How and why we use your data
- Arrange, administer and renew insurance policies
- Provide quotations and respond to enquiries
- Manage claims and liaise with insurers
- Meet legal and regulatory obligations (FCA, AML)
- Send policy updates and renewal reminders
- Improve our services and website
4. Who we share your data with
- Insurers and underwriters
- Insurance intermediaries (wholesale brokers and MGAs)
- Claims handlers and loss adjusters
- IT and software providers
- Regulatory authorities (FCA, HMRC, ICO where required)
We do not sell your personal data. All third parties are subject to strict data protection obligations.
5. How long we keep your data
- Insurance records: minimum 7 years after policy ends
- Claims data: longer where required depending on claim type
- Enquiries (no policy taken): up to 2 years
Retention is aligned with FCA and legal requirements.
6. Your rights
- ✓ Access your data
- ✓ Correct inaccurate data
- ✓ Request deletion (where applicable)
- ✓ Restrict processing
- ✓ Data portability
- ✓ Object to processing
- ✓ Not be subject to automated decision-making
To exercise your rights: info@portwood.co.uk
Complain to the ICO: ico.org.uk
7. Cookies
- Strictly necessary cookies — required for functionality
- Analytics cookies — to understand website usage
You can manage cookies through your browser settings. See our full Cookie Policy.
8. Security
- Encrypted (HTTPS) website
- Access-controlled internal systems
- Secure data handling procedures
In the event of a data breach, we will notify the ICO within 72 hours where required.
9. Changes to this policy
We may update this Privacy Policy from time to time. Updates will be reflected by the revised "Last updated" date.
Contact us about your data
Your online enquiry and uploaded documents
When you send an enquiry through this website, we securely store your contact details, request and any documents for Portwood’s authorised broker team to review. Files are not published or made available to other customers. We use this information to respond to your request, prepare quotes and provide the services described in this policy. Registered website accounts also store your profile, messages with Portwood, Benefits searches and private documents. Security connection records include your IP address, reported device/browser and approximate network location where supplied by the hosting service. Optional activity insights record signed-in page visits and button/link selections only when you allow them in cookie preferences. They do not record typed form values, message contents or document contents. Authorised administrators can review these records and restrict or block access. If you accept a quote electronically, we retain the accepted quote and terms, your typed signature, acceptance time, IP address and reported device/browser details as an audit record. Contact info@portwood.co.uk for privacy enquiries or to exercise your rights.
Your enquiries, contact details and uploaded documents are also emailed to Portwood’s broking inbox at info@portwood.co.uk using our configured email provider. Customer chat messages, website registrations and signed quote acceptances also notify our broking team. Larger document submissions may be split across several emails. Original records remain in the secure admin panel.
Marketing email preferences are optional at registration and can be changed in My account. We keep a dated consent record and sending receipts for campaigns. Every marketing email includes an unsubscribe link that works without signing in; policy and service messages are managed separately. Email sending uses Portwood’s configured email provider.