This statement explains how Murphy’s Insurance Brokers collects, uses, stores and shares personal information when people visit our website, contact us, request insurance information or use our insurance broking services. We handle personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable laws.

1. Who is responsible for your information

Murphy’s (Pty) Ltd, trading as Murphy’s Insurance Brokers, is the responsible party for personal information that it processes for its own purposes. Our Financial Services Provider (FSP) number is 54915. Contact details: 107 Turkoois Street, Lyttelton Manor, Pretoria, 0157 Telephone: 082 303 2544 Email: info@murphysinsurance.co.za Information Officer: Llan Kellett Email: llan@murphysinsurance.co.za Telephone: 082 303 2544

2. Personal information we may collect

Depending on the enquiry or service, we may process:

• Contact and identity details: Name, contact details, identity or company details, and information needed to communicate with you or verify identity.
• Insurance and financial details: Risk information, property or vehicle details, cover requirements, policy and premium information, payment details, claims information and supporting documents.
• Sensitive information: Where necessary for an insurance enquiry, advice, policy or claim, information such as health or other special personal information, and information about a child who is a dependent, beneficiary or otherwise relevant to Murphy’s insurance matter. We request and use this information only where permitted by law and where it is reasonably needed.
• Website and device information: Technical information such as IP address, browser and device type, pages visited, and cookie or analytics identifiers, where these technologies are active on the website.

3. How information is collected

We may collect information directly when you complete a website form, use the website chatbot, email or telephone us, ask for a quote, provide policy or claims documents, or communicate with our staff. We may also receive relevant information from insurers, underwriting managers, claims administrators, assessors, service providers, your authorised representatives, or lawful public and regulatory sources. Please provide only information relevant to your enquiry. Do not submit identity numbers, bank details, medical information, passwords or detailed claim records through a general website form or chatbot unless we have confirmed that the channel is appropriate and secure. You may ask us for a suitable channel.

4. Why we use personal information

We use personal information, as applicable, to respond to enquiries; assess insurance needs; provide advice or arrange, administer, amend or renew insurance; obtain quotations; assist with claims; communicate with insurers and service providers; meet legal and regulatory requirements; prevent or investigate fraud; keep appropriate business records; resolve complaints or disputes; protect our rights and systems; and operate and improve our website and services. We process personal information only where a lawful basis under POPIA applies. This may include your consent, taking steps at your request before entering into an arrangement, performing or administering an insurance-related arrangement, complying with a legal obligation, or pursuing a legitimate interest where this is permitted and does not unjustifiably prejudice your rights. We will use your information for direct marketing only where permitted by law. You may opt out of marketing communications at any time using the unsubscribe method in the message or by contacting us.

5. Who may receive personal information

We may share relevant information, on a need-to-know basis, with insurers, underwriting managers, reinsurers where relevant, claims handlers, assessors, repairers or other service providers involved in insurance administration; professional advisers; our website, hosting, email, customer-management or chatbot operators; and regulators, ombuds, courts, law-enforcement or other authorities where required or permitted by law. Where another organisation processes information on our behalf, we take steps required by POPIA to ensure that it is subject to appropriate confidentiality and information-security obligations. Each recipient may also process information for its own lawful purposes, such as underwriting or claims assessment, in which case its own privacy notice may apply.

6. Website chatbot, cookies and analytics

The website chatbot may be used for general questions and to request documents or policies that are available on request. Information entered into the chatbot may be processed by the platform provider operating it on our behalf. Please use the contact details above if you need an alternative channel or want to know how a chatbot enquiry will be handled. The website may use cookies or similar technologies to support site functionality and, if enabled, understand website usage. You can manage cookies through your browser settings. Where consent is required for non-essential cookies or similar technologies, we will seek it through the website. Information about the specific cookies and analytics tools in use should be provided in a separate cookie notice or consent tool where applicable.

7. Information security and security compromises

We take reasonable technical and organisational measures designed to protect personal information against loss, unauthorised access, disclosure, alteration or destruction. Access is limited to people and service providers who need the information for their work and are subject to appropriate duties. If a security compromise occurs that affects personal information, we will take the steps required by POPIA, including notifying the Information Regulator and affected people as soon as reasonably possible, subject to applicable law and the circumstances of the incident.

8. How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected, or for a period required or permitted by law, regulation, professional obligations or the resolution of a claim or dispute. When information is no longer required, we will take reasonable steps to destroy, delete or de-identify it securely.

9. Transfers outside South Africa

If personal information is transferred to or accessed from another country, we will do so only where the requirements of POPIA are met, including where an adequate level of protection or another permitted condition applies.

10. Your rights and choices

Subject to applicable law, you may ask us to confirm whether we hold your personal information and request access to it; ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained; object to certain processing; withdraw consent where processing is based on consent; and opt out of direct marketing. To make a request, contact the Information Officer using the details in section 1. We may need to verify your identity and may ask you to complete the applicable request form. We will respond within the period required by law. Some information may need to be retained or processing may continue where the law permits or requires it.

11. Complaints

If you are concerned about how we have handled your personal information, please contact our Information Officer first so that we can investigate. You may also lodge a complaint with the Information Regulator of South Africa through its eServices portal at eservices.inforegulator.org.za or use the contact information published at inforegulator.org.za.

12. Changes to this statement

We may update this statement from time to time. The current version will be published on our website with its effective or updated date.