ELTO Knowledge Hub Privacy Notice

1. Introduction

The Employers’ Liability Tracing Office (ELTO or “we”) runs a service set up by the insurance industry. It helps people search for Employers’ Liability (EL) insurance policies using one central database. The database includes new and renewed EL policies from April 2011, older policies where a claim has been made, and older policies that insurers have chosen to upload.

This Privacy Policy explains how ELTO collects, uses and protects your personal data. It should be read with our Terms of Use and any other documents mentioned in this policy. Please read it carefully so you understand what we do with your personal data.

ELTO is the organisation responsible for the personal data collected through this website and our services.

2. The Personal Data We Collect About You

The types of personal data we use are shown below.

Technical Website data

When you use our website, we automatically collect technical information such as your IP address, browser details, visit times and dates, response times and how you use our pages. 

Enquiry Data

If you contact us by email or through a form, we will use the details you give us, including any personal data, to reply to you.

3. How We Collect Your Personal Information

3.1 We may collect personal data when you use our website or contact us about our services.

3.2 If you give us personal data about someone else, such as a spouse, civil partner, child, dependant or emergency contact, you should make sure that you have their permission, that they know about this Notice and understand how we collect and use their personal data.

3.3 We may also collect information about you from third parties, such as employers, insurers, solicitors or an employee’s personal representative. We may collect this information before or while we provide services to you.

4. How We Use Your Information

The personal data that we collect will be used for the following purposes:

  • We may use technical website data to understand how people use the website and to improve ELTO’s services.

  • We use inquiry data to reply to your inquiry.

5. Legal Bases for Processing Your Information

5.1   We rely on the following legal bases to collect and use your personal data.

  • Legitimate interests: we use your personal data where this is needed to provide our services in a suitable way and to answer your questions.

  • Legal obligation: we use or share your personal data when the law says we must.

5.2 If this website collects any special category data, such as health data, we will handle it in line with the Data Protection Act 2018 and ELTO’s general Privacy Notice, which can be found here.

6. With Whom We Share Your Information

We share your personal data with the following third parties:

  • Data processors, who act as suppliers and business partners who host, maintain and support this website.

  • Law enforcement bodies, when the law requires us to share information.

  • Government departments and local authorities, such as HMRC, when the law requires us to share information.

  • Anti-fraud organisations, their agents, and other public or private bodies, where the law requires us or allows us to share information.

We may also share your personal data with third parties if we sell, transfer or merge part of our business or assets. If another organisation takes over our business, it may use your personal data in the same way described in this Notice. We require all third parties to protect your personal data and follow the law.

7. Accuracy of Your Information

We need accurate personal data so we can provide our services and run our business. Please tell us if your personal data changes and this could affect the services we provide to you.

8. Overseas Transfers of Your Information

Your personal data may be sent to countries outside the European Economic Area (EEA). This may happen where it is needed to deal with legal rights, get legal advice, take part in legal proceedings, or where the law allows it. ELTO will take steps to make sure any transfer outside the EEA has the right legal protections. 


Your data may also be stored or used outside the EEA by our staff or suppliers. This may include providing and improving services, giving support, or providing technical help. We will take reasonable steps to keep your data secure and handle it in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

9. Retention of Your Information

ELTO will keep your personal data only for as long as we need it for the reason it was collected. This includes meeting any legal, accounting or reporting rules. 
We will keep inquiry information for 2 years from the date of the inquiry. After that, we will securely delete it in line with the UK General Data Protection Regulation and the Data Protection Act 2018. 

Sometimes ELTO may anonymise personal data. This means it can no longer be linked to a person. We may use anonymised data for research or statistics for as long as needed, without telling you again.

10. Your Information Rights

You have the following rights over the personal data we hold about you.

  • You can ask to see your personal data or ask for a copy of the information we hold about you.

  • You can ask us to correct personal data about you if it is wrong.

  • You can ask us to delete your personal data in certain situations, for example if we no longer need to keep it.

  • You can object to us using your personal data, especially if you think we no longer have a good reason to use it or we are relying on legitimate interests.

  • You can ask us to limit how we use your personal data, for example while we check or correct information you say is wrong.

  • You can ask us to provide some of your personal data to you, or to another organisation, in an electronic format.

  • You can refuse direct marketing or ask us to stop sending it to you.

  • You can withdraw your consent if you previously gave us permission to collect and use your personal data.

  • You can object to decisions made only by automated processing if they have legal or other serious effects on you.

Some of these rights may be limited in certain situations. For example, this may happen where an exemption applies, we have a legal duty, or we have a stronger legitimate reason to keep using the data.

If we cannot deal with your request, we will contact you and explain why. If you want to use your rights, or you are worried about how we collect and use your personal data, please contact us at: dsar@mib.org.uk.

11. Cookies

We use cookies on our websites. Cookies are small files that a website sends to your browser. They are stored in your browser and help a website, or a third party, recognise your browser or device. We also collect information automatically when you visit our website by using cookies and similar tracking technology. You can find more information, including how to turn cookies off, in our Cookie Policy. 

12. Service Complaints 

If you want to make a complaint or ask about our services, please contact us at: 
Customer Services 
Motor Insurers Bureau 
Linford Wood House 
6-12 Capital Drive 
Milton Keynes 
MK14 6XT 
Email: feedback@mib.org.uk

13. Data Protection Complaints

If you want to complain about how we use your personal data, please contact us first at: 
Data Protection Officer 
Linford Wood House 
6-12 Capital Drive 
Milton Keynes 
MK14 6XT 
Email: privacy@mib.org.uk

If you are not happy with how we handle your data protection complaint, you can complain to the UK data protection regulator at: 
Information Commissioner's Office 
Wycliffe House, 
Water Lane, 
Wilmslow, 
SK9 5AF 
Website: www.ico.org.uk 

14. Changes to this Notice

We will update this Notice from time to time so it continues to explain how we collect and use your personal data. We will post any changes here. Changes will take effect as soon as they are posted. You should check this Notice from time to time so you understand how we collect and use your personal data.