The Ancient Order of Foresters Friendly Society Limited
("we", "us", "the Society") is registered under the Data Protection
Act 1998 ("the Act"). References to "we", "us" and "the
Society" in this Policy include individual Branches within our
Branch network. We also use the trading name Foresters
Friendly Society and POIS.
In this Policy, references to "you" means the person whose
personal information (as described below) we collect, use and
process. This includes anyone who contacts us in connection with
our financial products and services, purchases or receives our
financial products or services, or otherwise interacts with us (for
example, via our website (www.pois.co.uk)).
We are committed to protecting and respecting your privacy
and to managing and using your personal information in accordance
with the Act.
This Policy describes how your personal information will
be used by us. Please read it carefully to understand our practices
regarding your personal information and how we will treat
What is personal information?
Personal information is information that relates to a
living identifiable individual. Essentially, your personal
information is information that identifies you and is about
Personal information includes, for example, your name,
postal address, contact details (including your email and telephone
number), date of birth, and details of the products and services
you purchase or receive from us. Personal information also includes
opinions about you and indications of a person's intentions in
respect of you.
The Act distinguishes between personal information and
sensitive personal information, with the latter being given greater
protection by the Act. Sensitive personal information is defined as
personal information about a person's racial or ethnic origin,
political opinions, religious or similar beliefs, trade union
membership, physical or mental health or condition or sexual
orientation, or about the commission or alleged commission of any
offence, or proceedings for any offence committed or alleged to
have been committed by a person, the disposal of such proceedings
or the sentence of any court in such proceedings.
Depending on the circumstances (such as the products or
services you receive from us), we may need to process sensitive
personal information about you (for example, information about your
What personal information do we collect about you?
The personal information we collect and hold about you will
depend on the relationship we have with you (such as the products
or services you receive from us). In particular, we may collect
personal information about you in the following circumstances:
- information that you provide (or that is provided on your
behalf or about you) in relation to applications for our products
and services; this information could include your name, date of
birth, gender, postal address, contact details (including your
email and telephone number), relationship to any applicant or
beneficiary under the products or services, your National Insurance
number, bank/payment details, and, where applicable, the
declarations you make in connection with that
- information contained in our own records, such as details of
the products and services you order and receive from or hold with
- information contained in emails, letters, telephone calls and
conversations with us (we may record telephone calls and
conversations for monitoring and training purposes);
- information that we collect during our relationship and
dealings with one another (for example, we may collect further
information about you if you make a claim pursuant to a product or
policy you hold with us);
- information obtained from other organisations, such as credit
reference agencies and fraud prevention agencies;
- information that you provide in order to become a registered
user of our website; and
- information that you provide in order to become an intermediary
affiliated or associated with us.
Who is responsible for the personal information we hold about
For the purpose of the Act, the data controller and the
person responsible for ensuring that the personal information we
hold about you is used in accordance with the Act is The Ancient
Order of Foresters Friendly Society Limited of Foresters House,
29-33 Shirley Road, Southampton, SO15 3EW, United
As described in this Policy, your personal information may
be shared with other organisations that may receive and process
your personal information as data controllers in their own
How do we use your personal information?
We will use your personal information in connection with our
business activities, including for the following purposes
(depending on our relationship with you):
- to process the application for, and provide you with, our
financial products and services; depending on the product or
service that we are providing to you, we may process your financial
information and/or information regarding your health;
- to prevent, detect or investigate fraud or criminal activity
and to prosecute offenders;
- to process and administer any claim you make pursuant to a
product or policy held with us;
- to process your registration as a member of the Society and
administer your membership to the Society;
- to provide you with statements of your account as required, and
to communicate with you on any matter relating to the provision of
our products or services to you, including to respond to your
enquiries or complaints;
- in relation to intermediaries with whom we have a relationship,
to provide you with information and updates about our products and
services (including updates to our terms and conditions and
literature) and to administer your relationship with us;
- to prevent, detect or investigate fraud or criminal activity
and to prosecute offenders;
- to carry out market research, training and analysis so that we
can develop and improve our products and services;
- to manage and operate our business and to assess risks to our
- to send you services communications (you may receive these
communications from your Branch);
- in accordance with your preferences, to provide you with
information about products, services and events which we feel may
be of interest to you (you may receive this information from your
- to send you newsletters from your Branch (this is in addition
to providing you with information about products, services and
events in accordance with your preferences as described above); if
you no longer wish to receive these newsletters, please send an
email to email@example.com;
- to send you our member magazine (this is in addition to
providing you with information about products, services and events
in accordance with your preferences as described above); if you no
longer wish to receive our magazine, please send an email
- to allow you to participate in interactive features of our
services, when you choose to do so.
Your personal information may also be used for other purposes
for which you give your permission, or when required by law or
regulatory duty, or in order to enforce or apply any agreement we
have with or concerning you, or to protect our rights, property or
safety, or those of our customers or others, or where otherwise
permitted under the Act.
We may also use aggregate information and statistics for the
purposes of monitoring website usage in order to help us develop
our website and our products and services, and we may provide such
aggregate information to third parties. These statistics will not
include information that can be used to identify any
With whom do we share your personal information?
In connection with the above purposes, your personal information
may be shared with our affiliates, agents, auditors, advisers,
subcontractors, service providers, underwriters and persons with
whom we have a business relationship. For example, we use mailing
houses to send communications on our behalf. Your personal
information will also be shared with the secretaries of your
We may disclose your personal information to credit reference
agencies in order to enable us to use the services offered by the
credit reference agency to assist us to detect and prevent crime,
fraud and money laundering, and to verify your identity. The credit
reference agency will add a note to your reference file to show
that a check has been made.
We may disclose your personal information to third parties
(including law enforcement authorities, HM Revenue & Customs,
regulatory bodies and the courts) if we are under a duty to
disclose or share your personal information in order to comply with
any legal or regulatory obligation, or in order to enforce or apply
any agreement we have with or concerning you, or to protect our
rights, property or safety, or those of our customers or others.
This includes exchanging information with other companies and
organisations for the purposes of prevention or detection of fraud
and criminal activity and credit risk reduction.
If you make a claim under any insurance policy you hold with us,
your personal information may be put onto a register of claims and
shared with other insurers to prevent and detect fraudulent claims.
We may also disclose your information to our agents and service
providers and other insurers to investigate or prevent fraud and
Where an application for our products or services is made via a
financial adviser on your behalf, your personal information
relevant to that application may be disclosed to that financial
adviser until you instruct us otherwise.
From time to time we may provide your personal information to
our customer service agencies for research and analysis purposes so
that we can monitor and improve the products and services that we
provide. We, or our agents and subcontractors, may contact you to
ask for your feedback and comments on our products and services. If
you do not wish us to use your personal information in this way,
please send an email to firstname.lastname@example.org.
In accordance with your preferences, we may share your personal
information with third parties who provide complimentary financial
products and services to our own so that they can provide you with
information about products and services which may be of interest to
We may in the future wish to sell or merge part or all of our
business or assets, or acquire a business or enter into a merger
with it. In these circumstances, we may disclose your personal
information to a potential buyer, merger partner or seller and
their advisers. If the transaction goes ahead, the buyer or merger
partner may use your personal information in the same way as set
out in this Policy.
We may also disclose your personal information to third parties
where it is necessary to do so and this is permitted by law.
How do we look after your personal information?
Our internal procedures cover the storage, access and
disclosure of your personal information.
The transmission of information via the internet is not
completely secure. Although we will do our best to protect your
personal information, we cannot guarantee the security of your
personal information transmitted to us via the internet; any
transmission is at your own risk.
Once we have received your personal information, we will
use specific procedures and security features to try and prevent
What rights do you have with respect to your personal
You have certain rights with respect to your personal
information pursuant to the provisions of the Act.
The Act gives you the right to access personal information held
about you. Your right of access can be exercised in accordance with
If you wish to make a subject access request under the Act
relating to the personal information held about you by the Society,
please write to The Compliance Manager, 29-33 Shirley Road,
Southampton, Hampshire, SO15 3EW, United Kingdom. Any access
request may be subject to a fee of £10 to meet our costs in
providing you with details of the personal information we hold
You have the right to ask us not to process your personal
information for marketing purposes. You can exercise your right to
prevent such processing by checking certain boxes on the forms we
use to collect your personal information. You can also exercise the
right at any time by contacting us at email@example.com.
If you believe that the personal information we hold about you
is inaccurate or incorrect, please let us know by contacting us
and, if appropriate, we will correct it.
Personal information provided by you about another person
If you provide us with personal information about another
person (such as a beneficiary under one of our products) then you
should not do so without their permission. Where you provide
personal information about another person to us, or another person
provides personal information about you to us, it will be used in
the manner described in this Policy.
Linking to third party websites
Our website may, from time to time, contain links to and
from the websites of our partner networks, advertisers, affiliates
and other third parties. If you follow a link to or from any of
these websites, please note that these websites have their own
privacy policies and that we do not accept any responsibility or
liability for these policies or the use of your personal
information by these websites. Please check these policies before
you submit any personal information to these websites.
A 'cookie' is a small piece of data that a website stores on
your computer when you visit the website. Our website uses
cookies. To find out more about the types of cookies we use
on our website, how we use them and how you can change your cookies
settings, please read our Cookies Policy (www.pois.co.uk/cookies).
Changes to this Policy
We may revise this Policy at any time. Please make sure you
check this page (www.pois.co.uk/privacy-policy) from time
to time so that you are aware of how we use your personal
This Policy was last updated on 27 September 2014.
How to Contact Us
are welcomed and should be addressed to POIS, 29 - 33 Shirley Road,
Southampton SO15 3EW or firstname.lastname@example.org.