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Policies

Protection of Personal Information Policy

Personal information is collected only when an individual knowingly and voluntarily submits information. Personal Information may be required to provide an individual with further services or to answer any requests or enquiries relating to this service.

It is the FSP’s intention that this policy will protect an individual’s personal information from being prejudiced in any way and this policy is consistent with the privacy laws applicable in South Africa.

The FSP collects, stores and use the personal information provide by an individual, in order to provide an estimated insurance quotation.


Use of Information

The FSP needs to collect personal or other information:

  • For underwriting purposes
  • Assessing and processing claims
  • Conducting credit reference searches or verification
  • Confirming and verifying an individual’s identity
  • For credit assessment and credit management
  • For purposes of claims history
  • For the detection and prevention of fraud, crime, money laundering or other malpractice
  • Conducting market or customer satisfaction research
  • For audit and record keeping purposes
  • In connection with legal proceedings
  • Follow an individual’s instructions
  • Inform an individual of services
  • Make sure the FSP’s business suits the individual’s needs

Personal information that an individual submits is used only for the purpose for which it was intended. Copies of correspondence that may contain personal information, is stored in archives for record-keeping and back-up purposes only.

The FSP will not, without an individual’s consent, share information with any other third parties, for any purposes whatsoever.


Security

The FSP strives to ensure the security, integrity and privacy of personal information submitted. The FSP will review and update its security measures in accordance with future legislation and technological advances. Unfortunately, no data transmission over the Internet can be guaranteed to be totally secure, however, the FSP will endeavour to take all reasonable steps to protect the personal information, which an individual submits to the FSP or to the FSP’s online products and services. The FSP will at all times set the highest standards to ensure the integrity of their systems.

The FSP may engage with other organisations to provide support services to the FSP. Third Parties are obliged to respect the confidentiality of any personal information held by the FSP. A Service Level agreement is in place with all Third parties to ensure adherence to all Privacy Policies.

The FSP’s employees are obliged to respect the confidentiality of any personal information held by the FSP. All employees are required to sign an employment contract which includes a confidentiality clause.

The FSP will not reveal any personal information to anyone unless:

  • It is compelled to comply with legal and regulatory requirements or when it is otherwise allowed by law
  • It is in the public interest
  • The FSP needs to do so to protect their rights

The FSP endeavours to take all reasonable steps to keep secure any information which they hold about an individual, and to keep this information accurate and up to date. If at any time, an individual discovers that information gathered about them is incorrect, they may contact the FSP to have the information corrected.

The FSP recognises the importance of protecting the privacy of information collected about individuals, in particular information that is capable of identifying an individual (“personal information”).


Contact Information

Any questions relating to the FSP’s privacy policy or the treatment of an individual’s personal data may be addressed to the contact details below:

  • Information officer: Hermien Schoeman
  • Telephone number: 016 973 1754
  • Fax number: 016 973 3688
  • Postal address: P.O Box 2986, Sasolburg, 1947
  • Physical address: 35 Felixstowe Street, Sasolburg 1947
  • Email address: hermien@empirefleet.co.za

Treating Customers Fairly

The principals of TCF are well established in our business practice and it is a principal that we embrace. Should you be interested in the details of TCF, please click on the link below.

TCF Small FSP Guide


Conflict of Interest Management Policy

Foreword: Empire Insurance Administrators (Pty) Ltd (FSP 38321) is a licensed financial services provider under the Financial Advisory and Intermediary Services Act of 2002 and as such, is required to maintain and implement a conflict of interest management policy which conforms to the requirements of the Act.

Conflict Management Process: The Key Individual of Empire Insurance Administrators and the external compliance officer will, discuss on a quarterly basis, any changes to the business which may result in a conflict of interest between the client and Empire Insurance Administrators. These meetings will serve as the mechanism for identifying any potential conflicts.

Empire Insurance Administrators is dedicated to the avoidance of conflicts as our clients are a top priority. However, where avoidance is not possible, we will mitigate and disclose all conflicts to clients as and when they arise. Disclosure of conflicts will take place in either the statutory disclosure document, or in the conflict of interest management policy itself under the section titled “Identified Conflicts”.

The Key Individual, Erica Carstens, will be involved directly in ensuring compliance with the Conflicts of Interest Management Policy. Non-compliance will be taken very seriously, and may lead to dismissal or disciplinary action, depending on the severity of the conflict. Basis on which a representative will qualify for a financial interest: Representatives will only qualify for financial interests where the interest is commission approved in terms of the Short Term Insurance Act of 1998 and appropriately disclosed to clients.


Empire Insurance Administrators

Identified Conflicts: We have not identified any actual or potential conflicts of interest in terms of the FAIS Act 37 of 2002, either ownership interest, financial interest, third party relationships, associates or distribution channels as defined apart from the fact that Empire Fleet Solutions (Pty) Ltd and Empire Insurance Administrators have common shareholding and that Empire Insurance Administrators uses the services of Empire Fleet Solutions.

List of Associates:

Genric Insurance Company – Empire Insurance Administrators has a binder agreement with Hollard.

Parties in which the FSP holds an ownership interest.

Empire Fleet Solutions (Pty) Ltd - Adopted by the Key Individual of Empire Insurance. Administrators: Erica Carstens.