PHL Insurance Brokers Ltd (PHL) – Our Privacy Notice
For data protection legislation, the data controller is PHL Insurance Brokers Ltd, Dawson House, 5 Jewry Street, London EC3N 2EX
Our Data Protection Officer is Grahame Lamb. If you have any queries, complaints or requests please contact email@example.com or call 0203 8575000
What information do we collect from you?
We will collect and process the following data about you:
- Information you give us and that we collect throughout our relationship with you. This is information about you that you give us by filling in forms on our site or by corresponding with us by phone, email or otherwise. The information you give us may include name and address, dates of birth, National Insurance numbers, driving licence details, health, ethnic origin, criminal convictions, Bank Account and financial information and email addresses.
- Information we collect from your use of our site. Regarding each of your visits to our site we will automatically collect the following information:
- Technical information, such as the Internet protocol (IP) address used to connect your device to the Internet, whereabouts you connected to our service, your internet service provider (ISP), and what type of device you are using to access our service.
- Information we collect when you call us. If you call us we will automatically collect the phone number from which you are calling.
- Information we receive from other sources. We may need to collect sensitive personal data including information about your health, ethnic origin, or criminal prosecutions from third parties such as employers and credit reference agencies, fraud prevention agencies and other similar organisations to provide you with our services.
- Providing us with your details online. This is information you may choose to provide us with using the contact us page on our site. It includes your name, telephone number, and email address. Please let us know if any of this information changes so we can keep our records up to date.
Why do we collect this information?
We use this information in the following ways:
- To take steps necessary to assess whether we can enter into a contract with you and to perform our contract with you. This includes conducting our obligations to you and providing you with our products and services.
- For improving our service to you, to ensure that content from our site is presented in the most effective manner for you and for your device.
- To deal with any legal queries relating to your use of our service.
- To provide you with service communications so that you receive a full and functional service and so we can perform our obligations to you. These may be sent by email [or post or, if the circumstances require it, we may contact you by phone]. These will include notifications about changes to our service.
- To provide you with marketing communications including, with your permission, information about other goods and services we offer, or you have enquired about.
Information we collect from your use of the site. We will use this information for the following purposes:
- To administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
- To improve our site to ensure that content is presented in the most effective manner for you and for your device.
- As part of our efforts to keep our site safe and secure.
- To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
- Information we collect throughout our relationship. We will use this information to help us provide you with our services.
- Information we receive from other sources. See the ‘Who might we share your information with?’ section below for details of how we use information in conjunction with our associated third parties.
How long do we keep hold of your information?
- We will keep information about you for a maximum of 6 years after the end of our relationship with you (and longer in respect of certain claims) unless obligations to our regulators require otherwise or we are required to remove such data from our records.
- We will not retain your information if you do not accept our services unless you would like us to contact you again in the future.
Who might we share your information with?
We will only supply your personal information to other parties where such a transfer is a necessary part of the activities that we undertake, where you give us consent or where we are required to do so by law or regulation You agree that for the purposes set out in the ‘Why do we collect this information?’ section above, we have the right to share your personal information with:
- Selected associated third parties, some of whom we appoint to provide services, including: business partners, subsidiaries, suppliers and sub-contractors for the performance of any contract we enter into with you.
- Analytics and search engine providers that assist us in the improvement and optimisation of our site.
- Customer survey providers to receive feedback and improve our services.
- Any member of our group, which means our subsidiaries.
Additionally, we will disclose your personal information to the relevant third party:
- If we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
- If we are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
How is your data stored and kept secure?
At PHL we take your safety and security very seriously and we are committed to protecting your personal and financial information. All information kept by us is stored on our secure servers.
We do not transfer your data outside the European Economic Area (“EEA”). If in future we do need to transfer your data outside the EEA, we will only do so if adequate protection measures are in place in compliance with data protection legislation.
What are your rights?
Where processing of your personal data is based on consent, you can withdraw that consent at any time.
You have the following rights. You can exercise these rights at any time by contacting us at PHL Insurance Brokers Ltd, Dawson House, 5 Jewry Street, London, EC3N 2EX.
Under data protection law, you have rights 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 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 information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Should you have any issues, concerns or problems in relation to your data, or wish to notify us of data which is inaccurate, please let us know by contacting us using the contact details above. If you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time.
The ICO’s contact details are available here: https://ico.org.uk/concerns/.
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TERMS OF BUSINESS FOR COMMERCIAL CLIENTS
This contains important information, for your benefit and protection please do take the time to read it and let us know if you are unsure on any of the contents.
- WHO WE ARE
Company Name: PHL Insurance Brokers Ltd (PHL)
Trading Names: N/a
Ownership: Independently owned
Office Location: Dawson House 5 Jewry Street London EC3N 2EX
Registered Office: Registered address; 15 Bowling Gren Lane, London, EC1R 0BD
Registered Number: 04851546
Authorised and regulated by Financial Conduct Authority (FCA) to advise on, arrange and assist in the administration and performance of general insurance products. Where instructed by you, to arrange credit in relation to associated insurance premiums.
Registration number (FRN): 301732. For further information; www.fca.org.uk or telephone 0800 111 6768.
Financial Services Compensation Scheme (FSCS)
We are covered by the FSCS. You may be entitled to compensation from the FSCS if we cannot meet our financial obligations. This depends on the type and size of business and the circumstances of the claim.
Further information is available directly from the FSCS, www.fscs.org.uk or telephone 0800 678 1100 or 020 7741 4100.
- OUR LEVEL OF SERVICE & PRODUCTS WE OFFER
Our service includes arranging insurance cover and helping you with any changes you require subject to appropriate remuneration. Where specifically agreed we will also assist with claims under the policies we arrange for you.
Where we operate under a delegated claims authority we will highlight this at first notification of loss. Delegated authority enables us to make decisions in-house and pay claims within criteria agreed with the insurer.
Additional fees may be payable where you require us to provide extra services including but not limited to due diligence work, contract reviews, and dealing with large or complex claims or losses. Any such fees will be agreed with you prior to undertaking any additional work.
We will explain in our communications with you why we are recommending a particular insurer and product.
Our commitment is to treat you fairly at all times by ensuring that we provide you with insurance products, services and advice that are suitable and meet your requirements and expectations.
At times we, or our group of associated companies may contact you or send you marketing literature and/or products that may be of interest. You can unsubscribe via your usual PHL contact or by replying to the communication you have received.
- LAW, JURISDICTION AND THIRD-PARTY RIGHTS
This agreement is governed by and construed in accordance with English Law and any dispute arising under it shall be subject to the exclusive jurisdiction of the English courts. Unless otherwise agreed between us in writing, no term of this agreement is enforceable under the Contracts (Rights of Third Parties) Act 1999.
- LIMITATION OF LIABILITY
We acknowledge that we may be liable to you for loss, damage, costs and expenses arising under, or in connection with, the services provided by us to you, whether arising in contract, tort and/or including our negligence subject to the following provisions:
(a) Unless otherwise agreed by us in writing, our maximum liability under, or in connection with, our services to you whether arising in contract, tort and/or including negligence shall not exceed £1.85 million in respect of any one claim or series of claims emanating from a single cause or circumstance.
(b) We shall not be liable to you for losses due to any act or omission by you or any other party including but not necessarily limited to providing false, misleading, inaccurate or incomplete information or documentation.
(c) We shall not be liable to you, or deemed in breach of this agreement for any delay or failure to perform any of our obligations to you where such delay or failure was due to any cause beyond our reasonable control.
(d) In circumstances where you appoint us to act as your insurance broker to administer policies arranged by another broker or brokers, we will not be liable for any loss resulting from the advice or possible negligence of your previous broker or brokers however caused.
(e) We shall not be liable for any losses incurred as a direct consequence of the financial failure of an insurer, underwriting agency, insurance broker or any other third party.
(f) You will not bring any claims against any of our employees, directors, officers or consultants whether past, present or future, any proven liability shall be PHL’s liability.
Nothing in these terms and conditions shall exclude, or in any way limit, our liability for fraud or death or personal injury caused by our negligence or any other liability; to the extent that the same may not be excluded or limited by law; nor to the extent that we have a duty or liability to you under the regulatory system applicable to insurance intermediaries or under the Financial Services and Markets Act 2012 including any subsequent replacement or modification.
- RECEIVING INSTRUCTIONS FROM YOU
Upon receipt of instructions from you, we will place, amend or renew cover on your behalf with insurers. Cover is not in place until we have confirmed this to you in writing.
Unless we are specifically advised to the contrary in writing, we will be entitled to assume that everyone within your organisation (which term for this purpose includes any parent, subsidiary or associated company) who gives instructions to us, has the requisite authority to do so.
- INTERNATIONAL BUSINESS
(a) Introducing you to a Broker, Intermediary or Agent
Where we are required by you to identify such company to assist you and your local entity with arranging and advising on insurance covers and other associated services in another territory:
(i) Our level of service is limited solely to identifying and facilitating such introduction;
(ii) The responsibility of arranging the insurance covers and any other associated services is between you and your local entity and such company;
(iii) You and/or your local entity will need to ensure that such company meets with your requirements before entering into a contract and any local insurance and taxation regulations are adhered to;
(iv) We will not undertake any kind of due diligence exercise on such local company;
(v) We will not monitor any aspect of the local company’s service to you and/or your local entity or otherwise.
(b) Engagement Of A Local Company By PHL
Where we are required to instruct a local company in another territory to assist us in meeting your insurance requirements and/or other associated services and those of your local entity:
(i) We will notify you of this in advance and specifically instruct such local company as may be required
(ii) Remuneration to the local company will be in the form of commission from the insurer(s) and/or other institution or a fee agreed with you, in addition to any fee or commission due to us.
(iii) In relation to both (a) and (b) we will not be liable for any acts, errors or omissions committed by the local company, its employees, directors, agents, affiliates or representatives; under clause 8 of this agreement other than in respect of our liability for death or personal injury as a result of our negligence.
(c) Engagement of PHL by an Overseas Broker or Other Intermediary
We shall not be liable for any losses due to any acts, errors or omissions committed by an overseas/global broker or intermediary, its employees, directors, agents, affiliates or representatives.
- YOUR DUTY TO US, POLICY DOCUMENTS AND CLAIMS
(a) Your Duty To Make A Fair Presentation (Insurance Act 2015)
You have a legal duty following a reasonable search to make a fair presentation to disclose to an insurer, in a manner that is clear and accessible, every material circumstance which is known or ought to be known by your own senior management team, including those responsible for arranging the insurance and any agents acting on your behalf.
When conducting a reasonable search, you should consider:
(i) the activities in your business and the risk these may pose to you and others,
(ii) who holds this information within your business
(iii) all relevant facts and material circumstances ensuring that these are disclosed and presented fairly.
A material circumstance is a circumstance which would influence the judgement of an insurer in determining whether to take and insure the risk and, if so, on what terms.
If you do not, this may result in claims being rejected or not fully paid as well as the insurance being potentially cancelled at any stage of the policy including at inception (i.e. treated as if it never existed), depending upon the manner and extent in which you fail to comply with this duty.
This duty not only applies at commencement and renewal of the policy but also at any time during the period of insurance, including when making a claim. Therefore it is very important that you keep us informed.
If you are unsure what you should inform us of or require further information, then contact us to seek clarification. In the event of any future changes, do tell us about these as soon as possible in order to allow us to update your records and inform insurers.
(b) Awareness Of Policy Terms
When a policy is issued, it is important that you read it carefully as it is that document, the schedule and any certificate of insurance, which is the basis of the contract you have purchased. Seek our advice promptly if you are in doubt about any term or condition.
Adequacy of Sums Insured and Limits
At all times it is your responsibility to ensure that the sum insured values and policy limits are adequate and reflect current, continuing and future reinstatement/replacement costs. Whilst we may assist in establishing and maintaining insured values we cannot accept responsibility for their accuracy.
We strongly recommend, where applicable, that the appropriate professional (e.g. surveyor/accountant/valuer) be consulted to ensure that the sums insured under the policy are correct. We offer services to assist in this regard; do contact us for more information.
Policies Transferred to us from other Insurance Brokers
In relation to insurance policies transferred to us we shall review these and advise accordingly as each policy falls due for renewal. However, we accept no liability for your previous broker’s or intermediary’s acts. Should you have any concerns or require an immediate review of such policies you should notify us immediately.
(c) Retention Of Documents
We reserve the right to retain certain documents such as your Policy, Motor Certificate or No Claims Bonus Proof until all premiums, fees, taxes and charges have been paid. In these circumstances we will ensure that you receive full details of your cover and will provide you with any documents you are required to have by law.
You should also carefully check and keep copies of any documentation you receive from us.
(d) Incidents & Claims
Failure to immediately notify incidents or circumstances that could potentially give rise to a claim may invalidate your insurance cover and jeopardise the claim if submitted later.
You should tell us immediately about any incident or circumstance that could adversely affect or increase the nature of the risk presented to the insurer.
Where we have agreed to provide a claims handling service you should tell us immediately about any incident or circumstance that could give rise to a claim. If we are not providing a claims handling service you should provide this information to your insurer. If a third party is involved, do not admit liability without reference to us or your insurer to agree an appropriate course of action.
- HOW WE HANDLE CLIENT MONEY, PAYMENT OF PREMIUMS, MONEY LAUNDERING & INSURER INSOLVENCY
(a) How We Handle Your (Client) Money
We are governed by strict rules regulating client money set down by the FCA. Monies paid by you to us, or received by us to be paid to you, will be held in statutory trust bank accounts. Where we hold monies in statutory trust bank accounts we may earn interest on monies held which will be retained by us.
Client Money (Statutory Trust)
This means that client money is held separately from our own money in accounts with an approved bank and designated as statutory trust accounts. We act as trustees of client money and must meet certain legal and regulatory conditions. We are not permitted to, and do not, use client money balances to provide credit for other clients or potential clients.
The majority of client money held by us is held as agent of insurers. This means that premiums are treated as being received by insurers when received in our bank account and that any claims money or premium refund is treated as received by you when it is actually paid over to you. Advise us if you wish know whether your premium will be held by us as agent of an insurer.
(b) Payments to Third Parties
We may transfer client money to another person, such as another broker or settlement agent, for the purposes of effecting a transaction on your behalf.
On occasions, client money may be passed to organisations outside the UK. The legal and regulatory regime applying outside the UK may be different from that of the UK and, in the event of failure of a third party outside the UK, this money may be treated in a different manner from that which would apply if the money were held by a third party organisation in the UK. You may notify us if you do not wish your money to be passed to a party in a particular jurisdiction.
(c) Payment Of Premiums
Premiums must be paid by the payment due date stated on our invoice, failure to do so may invalidate cover and entitle insurers to cancel the policy. If the premium remains outstanding after the payment due date, we reserve the right to charge interest at Virgin Money base rate plus 3%. We are under no obligation to pay the premium to the insurer on your behalf.
Some insurers impose a condition which requires payment by a specific date. In this situation, we must receive cleared funds no later than 7 days prior to the payment due date to ensure cover remains in force. Failure to comply will result in cessation of policy cover.
Consumer credit; where required our service to you also includes arranging credit to enable the costs of insurance premiums to be spread. If you do wish to pay your insurance premiums using an insurer instalment or a premium finance house facility, you must notify us of your intention prior to the date of commencement of cover and complete any documentation necessary as soon as reasonably practicable. Details regarding the applicable terms and conditions together with the charges will be provided by us and the credit provider.
(d) Premium Payment By Continuing Instalments
Where payment for the policy is by regular instalment, for example by direct debit, which is not restricted to a single insurance period, you give your consent to the policy being automatically renewed, without further reference to you, at the renewal date. This means that insurance will continue to be provided to you and you will be obliged to pay for such insurance, unless you specifically contact us before the renewal date to notify us that it is no longer required.
(e) Money Laundering / Proceeds Of Crime Act
UK Money Laundering regulations require us to obtain evidence of the identity of clients for whom we act at the start of a business relationship. Documentary evidence may be requested.
(f) Insurer Solvency
We take all reasonable steps to place your insurance with an insurer capable of meeting its future liabilities. However, we cannot guarantee the solvency of any insurer or be held responsible for any additional costs that may be incurred in replacing cover with an alternative insurer.
- DATA PROTECTION & CONFIDENTIALITY & CALL RECORDING
Information provided to us by you will remain confidential and be used for the purpose of providing insurance broking services to you, or to others where we are required to fulfil a regulatory or legal obligation and as set out in our Privacy and Fair Processing Policy. This means that your personal information will be used to process your policy, understand your needs and improve our services. It may be shared with third parties where required to do so for us to provide our services to you, or where we have appointed third parties to manage our business.
In your dealings with us you may provide us with information that may include data that is known as personal data. Where we process personal data, we comply with statutory data processing requirements as set out by the Data Protection Act 2018. The personal data we will collect may include information relating to your name, address, date of birth, health or criminal offences. In processing personal data for insurance purposes about health or criminal offences, we will only do so to enable us to provide our service to you and on the basis of it being in the public interest.
The Data Protection Act 2018 provides you with access rights that allow you to gain an understanding on the data being processed, who we share it with, for what purpose, why we need to retain it and retention periods, to object to the processing and to place restrictions on the processing, to request copies of your data and to request the deletion of your data. Contact us if you require further information on how we process your data or you wish to exercise your rights. How we process your personal data is detailed further within our Privacy & Fair Processing Policy, which can be accessed via our website at www.phl-ib.co.uk or a paper copy can be provided on request.
Nothing in the agreement overrides our duty to place the interests of our client before all other considerations nor shall this agreement override any statutory legislative or regulatory requirements (whether obligatory or advisory) which may apply to us.
Information provided to you by us by way of reports and publications constitutes confidential and proprietary information belonging to us and may only be disclosed and/or used in accordance with permission granted by us. Any other disclosure and/or use is strictly prohibited and we reserve the rights amongst others, to take such action as is necessary to protect our confidential and proprietary information.
Please note that English Law recognises the existence of an implied contract of insurance permitting insurers to inspect certain documents which we hold as your broker. Some insurers have slightly wider access than others. You should be aware that the right to inspect does not depend on your prior consent having been given.
Depending on the circumstances of the insurance contract, we may need to transfer data outside of the jurisdiction of the European Economic Area. Your personal information may also be used for crime prevention.
- COMPLAINTS AND COMMENDATIONS
We are committed to providing a quality service at all times. If something goes wrong we need you to tell us about it. This will help us to improve our service and standards.
Should you have any reason whatsoever to be unhappy then raise your concerns with the individual who has been dealing with the matter or their manager. If there is continuing cause for dissatisfaction, you should write to the Compliance Director or email us at firstname.lastname@example.org.
If the matter is resolved within 3 business days, we will write to you to confirm this. If it cannot be resolved within this time, we will seek to resolve the matter as quickly as possible and keep you informed of progress. If we cannot agree a solution between us, we will explain why. We will confirm our final response to any complaint within eight weeks of your complaint.
If you are:
a private individual; or an enterprise which:
(a) employs fewer than 50 persons; and
(b) has a turnover of less than £6.5 million;
(c) or annual balance sheet of less than £5 million;
a charity which has an annual income of less than £6.5 million; or
a trustee of a trust which has a net asset value of less than £5 million.
You may be entitled to refer your complaint to the Financial Ombudsman Service, Exchange Tower, London E14 9SR, telephone 0300 123 9123, fax 0207 964 1001, website http://www.financial-ombudsman.org.uk/.
If you have a complaint against your insurer, your policy documentation will set out the procedure that you should follow. We will assist you if required.
It is very helpful if you tell us about any aspect of our service that you are particularly satisfied with or any of our employees that you feel should be specially commended. Such commendations are recorded, monitored, recognised and used for training purposes.
Our services may be terminated by either party by giving 6 weeks’ notice in writing to the other or as otherwise agreed. Except that failure to pay our fee invoice within the period stated will be deemed a material breach of this agreement and entitles us, with written notice to you, to terminate this agreement immediately and therefore our services.
Where permissible, we shall continue to perform our obligations in accordance with the terms of this Agreement during the notice period unless otherwise agreed with you and provide all reasonable assistance to facilitate an orderly transfer of your insurances to another insurance provider. Notice of termination of our services does not affect your insurance contract(s) with insurer(s) including its expiry or renewal date.
In the event our services are terminated by you, we will be entitled to receive any and all fees (including fees agreed in a long term agreement) or brokerage payable (whether or not the same have been received by us) in relation to all policies placed or due to be placed by us. Where a fee has not been agreed for services rendered before the insurance starts or to be rendered during the notice period, a pro rata amount of the previous year’s fee shall apply.
In the event that we no longer place insurances for you and if we continue to handle your claims we may seek to agree a fee prior to undertaking any future work.
Such termination shall be without prejudice to the accrued rights and liabilities and other remedies of either party.
OUR REVENUE STATEMENT
This explains how we generate our income and manage conflicts of interest.
When we arrange a policy with an insurer we may receive commission from the insurer which will be a percentage of the annual premium you pay for the policy. You are entitled at any time to request information regarding any income which we may have received as a result of placing your insurance policy. In some circumstances it may be a combination of commission and a fee.
We may negotiate a fee with you to reflect the service and work that we undertake for you. The amount charged will be very much dependant on the level of service you want from us and the people within our business that work on your account. Fees are negotiated annually and can be subject to a longer term agreement. Fees shall be paid to us within the period stated in our invoice to you. In the absence of a fee being agreed with you within 7 days of renewal the same fee for the prior year will be immediately due and ultimately deducted from the fee negotiated for the forthcoming period. Failure to pay our fee invoice within the period stated will be deemed a material breach of this agreement and entitles us, with written notice to you, to terminate this agreement immediately as set out in Clause 22 of our Terms of Business (Termination).
Where notice of termination of this agreement has been given and a fee has not been agreed for services rendered before the insurance starts or to be rendered during the termination notice period, a pro rata amount of the previous year’s fee shall apply.
Commission and fees are deemed to be fully earned when the insurance starts regardless of when the insurance premium is payable to insurers. Refunds of Commission or Fees.
No refunds of commission or fees will be allowed following cancellation of any policy or termination of our appointment unless otherwise agreed by us in writing.
Additional Charges and Fees
Additional fees and charges may be payable in certain circumstances and will be agreed with you separately. Please refer to Clause 4 of our terms of business for details.
We may from time to time receive additional payments from insurers as a part do our membership of the Cobra Network. Criteria for these payments depends upon many factors including but not limited to total premium placed with an insurer.
We also have a Commercial Arrangement with Close Brothers (premium financing company) who pay us an over-rider for each client that takes out finance with them.
Other Benefits and Compensation
We may, from time to time, participate in insurance company promotional events or employee training and development provided by insurers.
In the process of handling clients’ money we may earn interest on, or benefit from, investment income or exchange rates. We receive payments from the companies that provide premium finance facilities to allow our clients to pay their premiums in monthly instalments.
Conflict of Interest Policy
Our commitment to you, wherever possible, is to offer an insurance policy to meet your insurance requirements and our commercial arrangements will not affect the recommendations we make. In addition, we will endeavour to ensure you receive the appropriate claim settlement should you suffer a loss.
We have internal procedures to ensure that any potential conflict of interest is minimised or eliminated and there is no undue influence on the recommendations we make.
This policy is reviewed periodically by the Directors.
Target Zero Insurance?
- Honest advice and unrivalled support from trade industry experts
- Tailored commercial insurance policies to meet all your cover requirements
- Free, no obligation commercial insurance quotes for all trade businesses
- Access to whole of market
- Competitively priced premiums
We at Target Zero understand better than anyone the demands and needs of the construction industry and recognise that your business faces unique risks and challenges every day, because of this we aim to provide you and your business with insurance that protects you and your livelihood day in, day out. With our knowledge of the industry and flexible options you can build a policy that works for you giving you confidence and peace of mind that you are protected where it matters.