Hereford’s Privacy Promise
At Hereford Insurance Company (HIC), your privacy is important to us. We treat your personal information responsibly and are committed to protecting your privacy and the confidentiality of your personal and financial information.
As a provider of products and services that involve compiling personal and sometimes, sensitive personal information, protecting the confidentiality of that, is and always will be, a top priority throughout the Hereford organization.
Our privacy promise stems from the basic principles of trust, ethics, and integrity as well as our mandated legal requirements. We uphold these privacy principles throughout HIC and with our business partners. Companies with whom we share customer personal information, are required to maintain the confidentiality of that information.
Customer Privacy Notice
This privacy notice describes how we collect, handle, and protect the personal information we collect from our customer, you the policyholder.
In this notice, the words ‘you’ and ‘customer’ are used to mean any individual or corporate entity who obtains or has obtained insurance services from HIC that is to be used primarily for business purposes.
This policy may change from time to time and when it does, you will be notified accordingly. This policy and/or its latest version can always be found on our website at
https://www.herefordinsurance.com/info/pirvacy-policy. The practices and policies contained in this Privacy Notice replace all previous notices or statements with respect to the same subject.
The Information We Collect
We collect personal and non-personal information about you only to the extent necessary for HIC to perform and deliver our products and services, support the development of new products and services, and fulfill our legal and regulatory requirements.
The information we collect comes from multiple sources to include:
from you directly
brokers and for-hire bases
HIC’s third party service providers
government and regulatory agencies including the Taxi and Limousine Commission and the NYC Insurance Rating Board
While the information collected may vary somewhat depending on the product and/or service we are providing to you, in general, we collect the following personal information:
Identity information such as name, address, date of birth, social security number, and driver’s license number
Vehicle information such as motor vehicle and Taxi and Limousine Commission records; including vehicle identification number (VIN)
Driving information such as telematics, mileage, dispatch details including number of trips and earnings, driving scores, and dashcam recordings
Additionally we collect and store information as needed to understand your relationship with HIC and, when applicable, process claims. This may include personal and non-personal information:
Descriptive information such as demographics, specific medical records, income, and credit history
Products and/or services purchased, account balances
Policy number, coverage, changes to coverage, and authorized drivers
Frequency of accidents, locations, and claims values
We do not collect personal information about you automatically through the use of our website; herefordinsurance.com does not use or deploy any cookies or other web tracking technology. If you choose to contact us through the provided web form, we use your information only to allow a HIC representative to respond to your inquiry.
Why the Information is Collected and How We Use It
HIC collects and uses the information outlined above for three primary purposes:
It is necessary for the performance of a contract between you, the customer, and us
As a prospective policyholder, current policyholder, and/or claimant, HIC requires certain information in order to perform the services and provide the products you have requested from us.
It is necessary for HIC to comply with our legal obligations
Our industry is subject to many laws and regulations that we are required to comply with and report on.
To support HIC’s legitimate business interests
These include marketing efforts and research as well as new product development
It is important to note that HIC does not sell, rent, trade, or otherwise disclose your personal information in exchange for valuable consideration.
HIC may share your information with:
Affiliated companies; related to HIC in common ownership with its parent company, Hereford Holding Company. These companies help to facilitate enhanced customer services, or to inform you of HIC products or services you may find useful.
Non-affiliated third parties; any person or entity other than HIC, our employees or our affiliates.
HIC may share personal and non-personal information:
As required or permitted by law
We may be required by law or regulation to disclose information to non-affiliated third parties, for example, in response to a subpoena, to prevent fraud, and to comply with rules of, or inquiries from industry, state or federal regulators. Additionally, and as permitted by federal and state laws, we may share or exchange information with companies engaged to work with us including both affiliated and non-affiliated third parties.
To support marketing efforts
Where permitted, we may disclose policy numbers (a) to an agent or service provided solely in order to perform marketing for Hereford’s products or services; (b) to a licensee who is a producer solely in order to perform marketing for the licensee’s own products or services; and (c) to a participant in an affinity or similar program where the participants in the program are identified to the customer when the customer enters the program.
To conduct insurance underwriting or lending decisions
With the exception of reinsurance transactions with an HIC affiliated company, this activity will only occur as authorized by you.
Additional non-affiliated third parties that HIC works with include:
The New York City Taxi and Limousine Commission or other regulatory city or state agencies.
Third-party administrators and vendors hired to effect, administer, or enforce a transaction that you request or authorize; to develop or maintain software; or to perform marketing research.
Financial services entities, such as banks, credit unions, credit union service corporations, insurance companies, or securities broker-dealers, with which we have joint marketing agreements; and vendors who provide us with demographic information to develop and market HIC plans.
Strategic partners with intent to offer better rates, or reduce risks:
The New York City Taxi and Limousine Commission, or a Licensed Base that you are affiliated with or may receive dispatches from.
The agent or registered representative with whom you work to obtain HIC products and services may use the personal information about you in his or her own files to advise you of other products or to help you with your overall insurance strategy.
How Do We Store and Safeguard Your Information
All data collected, used, and otherwise processed by HIC is stored in data centers located in the United States. We have defined retention periods for all customer information based on our federal and state legal requirements.
We have implemented standards and processes, including physical, technical, and organizational safeguards that comply with federal and state regulations, to guard your nonpublic personal information. Access to customer information is limited to employees and registered representatives or agents who need this information to perform their job duties. All individuals with access to customer personal information are trained to respect the confidentiality of that information. Any personal information transmitted between HIC and another organization is encrypted and, where feasible, provided through a secure portal.
Our security program protects against any anticipated threats or hazards to the security or integrity of such information and protects against unauthorized access to or use of such information in accordance with the potential negative impacts that customers may face as a result of a data compromise.
What Are Your Data Rights
Right to Opt-Out
Except instances permitted and required by law, you may opt-out of the disclosure of your personal information that may be shared with affiliated and non-affiliated companies, as described in Section II.
If you are a joint applicant/policyholder and choose to exercise your right to opt-out, this will be effective for all applicants/authorized persons on the policy.
To exercise this right, please contact our office using the information in Section VII to request an Information Disclosure Opt-Out Form.
Right to Rectification
Where applicable, you may have the right to request an update to inaccurate or otherwise incomplete personal information that HIC holds about you.
To exercise this right, please contact our office using the contact information provided in Section VII.
Links to Other Websites
The Hereford Insurance website may contain links to other websites. Our customer privacy notice applies only to customer interaction with Hereford directly or through our affiliated sites, including our affiliated Broker’s site. If you click on a link to a non-Hereford website, you should read their privacy policy to understand how your information may be collected and used.
Changes to Our Privacy Notice
HIC regularly reviews our privacy notice and keeps the most up-to-date version on our website. This privacy notice was last updated May 2020.
How to Contact Us
If you have questions about this privacy notice, the data we hold about you, or would like to exercise your data rights, please contact us:
By email: privacynotice@herefordinsurance.com