Privacy Policy

1. Information We Collect

1.1 Personal Information

We collect information you provide directly to us, such as when you request a quote, contact us for support, or communicate with us in any other way. This may include:

• Identity Information: Full name, date of birth, contact details (email, phone number, address)
• Aviation Information: Pilot license details, medical certificate status, flight hours, ratings and endorsements
• Aircraft Information: Aircraft registration, make/model, hull value, usage type, based location
• Financial Information: Payment details, claims history, existing insurance information
• Employment Information: Occupation, income (for loss of license insurance)

1.2 Technical Information

We automatically collect technical information when you visit our website:

• IP address, browser type and version, device type and operating system
• Pages visited, time spent on pages, navigation paths
• Referral source and clickstream data
• Cookies and similar tracking technologies
• Google Analytics data (G-GD9EFE09WT) for website performance analysis

1.3 Third-Party Information

We may receive information about you from insurance underwriters, Civil Aviation Authority (CAA) records, and other aviation industry sources to verify details and assess insurance risk.

2. How We Use Your Information

2.1 Primary Purposes

We use the information we collect to:

• Provide, maintain, and improve our aviation insurance services
• Process insurance quotes and policy applications
• Assess insurance risk and determine appropriate coverage
• Communicate with you about quotes, policies, and claims
• Manage claims and provide claims support
• Verify pilot credentials and aircraft registration

2.2 Secondary Purposes (With Your Consent)

• Send you aviation insurance news, updates, and industry information
• Provide safety information and risk management resources
• Inform you about new insurance products or services
• Conduct market research and customer satisfaction surveys

2.3 Legal and Regulatory Compliance

• Comply with insurance industry regulations and CAA requirements
• Meet Anti-Money Laundering and Countering Financing of Terrorism (AML/CFT) obligations
• Respond to legal processes and regulatory investigations
• Protect against fraud and unauthorized activities
• Maintain records as required by law (typically 7 years for insurance records)

3. Information Sharing and Disclosure

3.1 Insurance Underwriters and Partners

We share your information with insurance underwriters and partners solely for the purpose of providing you with insurance quotes and services. This includes:

• Aircraft and pilot information for underwriting assessment
• Claims details for processing and investigation
• Premium payment information
• Policy servicing and renewal details

3.2 Service Providers

We engage trusted third-party service providers including:

• Web hosting and cloud infrastructure providers
• Payment processing services
• Email communication platforms
• Customer relationship management (CRM) systems
• Analytics and marketing platforms

These providers are contractually obligated to protect your information and only use it for specified purposes.

3.3 Aviation Industry Participants

With your consent, we may share information with:

• Aviation maintenance organizations (for aircraft valuation)
• Aircraft valuers and surveyors
• Loss adjusters and claims investigators
• Legal advisors (when necessary for claims or disputes)

3.4 Regulatory and Legal Disclosures

We may disclose your information to regulatory bodies (including CAA, Financial Markets Authority), law enforcement, or other authorities when required by law or to protect legal rights.

We do not sell your personal information to third parties.

4. Overseas Disclosures

Some of our insurance underwriters and service providers operate overseas. Your information may be disclosed to entities in:

• Australia (insurance underwriters and reinsurers)
• United Kingdom (Lloyd's of London syndicates)
• United States (cloud hosting services)
• Europe (insurance and reinsurance markets)

When transferring data overseas, we ensure appropriate safeguards through contractual agreements and verify that recipients comply with privacy standards comparable to New Zealand's Privacy Act 2020.

5. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: All data transmission uses SSL/TLS encryption
• Access Controls: Strict authentication and authorization measures
• Monitoring: Regular security audits and breach detection systems
• Staff Training: All personnel receive privacy and security training
• Incident Response: Documented procedures for detecting and responding to breaches
• Physical Security: Secure storage of physical records

While we implement industry-standard security measures, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials and notifying us of any suspected unauthorized access.

6. Your Privacy Rights

6.1 Right to Access (Privacy Principle 6)

You have the right to request access to the personal information we hold about you. We will provide this within 20 working days of your request. We may charge a reasonable fee for providing access.

6.2 Right to Correction (Privacy Principle 7)

You can request correction of any inaccurate, incomplete, or out-of-date information. If we disagree with your correction request, you have the right to attach a statement of correction to your record.

6.3 Right to Deletion

You may request deletion of your personal information, subject to legal obligations to retain records (e.g., insurance regulations require 7-year retention of policy and claims records).

6.4 Right to Object

You can object to or request restriction of processing of your information for marketing purposes at any time by clicking "unsubscribe" in emails or contacting us directly.

6.5 Right to Complain

If you believe we have breached your privacy rights, you can lodge a complaint with us or directly with the Office of the Privacy Commissioner at www.privacy.org.nz or 0800 803 909.

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: Google Analytics (G-GD9EFE09WT) to understand site usage
• Functional Cookies: Remember your preferences and choices
• Marketing Cookies: Track activity for relevant content (only with consent)

7.2 Managing Cookies

You can control cookies through your browser settings. Disabling cookies may affect website functionality. Google Analytics tracking only occurs on our production domain (aviationinsurance.co.nz).

8. Data Retention

We retain your personal information for different periods:

• Policy Records: 7 years after policy expiry (regulatory requirement)
• Claims Records: 7 years after claim settlement
• Quote Enquiries: 2 years if no policy issued
• Marketing Consent: Until withdrawn or we determine information is no longer needed
• Technical Logs: 12-24 months for security purposes

After retention periods expire, we securely delete or anonymize your information.

9. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we discover that we have inadvertently collected information from a child, we will promptly delete it.

10. Insurance Industry Sharing

As part of normal insurance industry practice, we may:

• Share information with Insurance Claims Register (ICR) for fraud prevention
• Report claims to insurance industry databases
• Participate in insurance industry forums for risk assessment
• Share anonymized data for industry statistics and research

11. Third-Party Websites

Our website may contain links to third-party websites (including underwriter sites and aviation resources). We are not responsible for the privacy practices of external sites. We encourage you to review their privacy policies before providing personal information.

12. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Update the "last updated" date at the top of this policy
• Notify you by email if you have an account with us
• Display a prominent notice on our website

We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us and Privacy Requests

If you have questions about this privacy policy, wish to exercise your privacy rights, or have concerns about how we handle your information, please contact us: