Privacy Policy

Last updated: 13 September 2026 — version 2026-09-13

1. What Data We Collect

We may collect the following categories of personal data:

• Contact data: name, email address, phone number
• Request data: insurance type of interest, message content
• Technical data: security logs (e.g. IP address, browser type) collected automatically for site security purposes
• Country of access (from IP address): When you record a cookie or AI Assistant decision, our consent worker logs the country your IP address resolves to (for example, "CY") as part of the consent evidence. Your full IP address is not stored in the consent record.
• Insurance and client data: We may collect identification and contact information, date of birth, identity card or passport details, driving licence information, insurance application and policy information, details relating to vehicles, property, businesses or other risks to be insured, claims information, payment and banking information where applicable, and other information relevant to the insurance service requested.
• Special category data: In connection with certain insurance products or claims, we may process special category personal data, including health and medical information, where such information is relevant and necessary for the insurance service requested. Such information is processed in accordance with applicable data protection legislation and subject to appropriate confidentiality and security safeguards.

Insurance and client data, including any special category data, is collected through our advisor channels in the course of providing insurance intermediary services. It is not collected through this website.

2. Why We Process Your Data

We process your personal data for the following purposes:

• To respond to insurance enquiries and appointment requests
• To prepare and obtain insurance quotations
• To assist with insurance applications and underwriting requirements
• To arrange and administer insurance policies
• To manage policy amendments and renewals
• To provide ongoing client servicing and support
• To assist with insurance claims and related correspondence
• To communicate with the relevant insurance company and other authorised recipients where necessary
• To comply with applicable legal, regulatory and professional obligations
• To maintain the security and proper operation of our website and systems

3. Legal Bases

We process personal data only where we have an appropriate legal basis under the GDPR. Depending on the processing activity, this may include:

• Pre-contractual measures: where processing is necessary to take steps at your request before entering into an insurance contract, including preparing quotations and assisting with applications.
• Performance of a contract: where processing is necessary for the administration and servicing of an insurance arrangement or related service.
• Legal obligation: where processing is necessary to comply with applicable legal, regulatory or supervisory requirements.
• Legitimate interests: where processing is necessary for our legitimate business interests, including client servicing, record keeping, service improvement and security, provided such interests are not overridden by your rights and freedoms.
• Consent: where a specific processing activity is based on your consent, including certain optional website technologies or direct marketing where applicable. Preferences and AI Assistant are separate choices. The AI Assistant is not loaded unless you enable that specific category.

4. Who Receives Your Data

Your personal data may be shared with the following recipients:

• Microsoft Corporation (Outlook, USA): Receives our contact form emails. Data transferred under the EU-US Data Privacy Framework.
• Botpress Technologies Inc. (Canada): Provides the AI chatbot widget. Canada benefits from an EU adequacy decision, so no further safeguard is required.
• OpenAI (OpenAI L.L.C., USA): Provides the language model that generates the AI chatbot responses. OpenAI is engaged by Botpress as their AI provider; we do not interact with OpenAI directly. Conversation content is processed via OpenAI's API. Data transferred under the EU-US Data Privacy Framework. OpenAI does not use API data to train its models by default.
• Google LLC (Google Workspace / Sheets, USA): Stores chatbot enquiries in our business spreadsheet. Data transferred under the EU-US Data Privacy Framework.
• Cloudflare Inc. (USA): Hosts the website through Cloudflare Pages, provides Turnstile abuse prevention, processes contact-form submissions through a Cloudflare Worker for delivery to our Outlook inbox, and hosts our consent-logging service. The consent service stores versioned evidence of cookie and AI Assistant decisions, an anonymous consent identifier, timestamps, page and language, and country of access. Data transferred under the EU-US Data Privacy Framework.
• Insurance company: Where you request a quote, submit an insurance application or request a service requiring assessment by an insurer, your personal data may be shared with our partner insurance company, Trust Insurance (Cyprus) Ltd, to the extent necessary for risk assessment, preparation of a quotation, consideration of an application or administration of the insurance policy.

Where necessary for the provision of our insurance intermediary services, personal data may also be disclosed to authorised professional advisers, service providers, claims-related parties and competent public or regulatory authorities, where such disclosure is lawful and necessary.

We do not sell your personal data to third parties.

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Client and policy records: We retain client, insurance application and policy-related records for the duration of the client relationship and thereafter for such period as is reasonably necessary to comply with applicable legal, regulatory, accounting, insurance and claims-related obligations.
• Requests and quotes: up to 24 months after the last communication
• Claims-related data: as required by applicable law and regulation
• Chatbot conversations: Botpress retains conversation logs for 90 days by default. After that period they are automatically deleted. We can also delete a specific conversation on request — contact us to exercise your right to erasure.
• Chatbot lead summaries (Google Sheet): A summary of each chatbot conversation is saved to our business Google Sheet for follow-up. Retained for up to 24 months from the last contact, then deleted.
• Consent evidence: the record of each cookie and AI Assistant decision described in Section 4 is retained for 3 years from the date of that decision, then automatically deleted.

6. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct inaccurate or incomplete data.
• Right to erasure: You can request deletion of your personal data, subject to legal obligations.
• Right to restriction: You can ask us to restrict the processing of your data in certain circumstances.
• Right to object: You can object to processing based on legitimate interest or for direct marketing purposes.
• Right to data portability: You can request your data in a structured, commonly used, and machine-readable format.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right to lodge a complaint: You have the right to file a complaint with the Office of the Commissioner for Personal Data Protection of Cyprus — Iasonos 1, 1082 Nicosia — [email protected] — www.dataprotection.gov.cy

7. Cookies

Our website uses cookies and similar technologies. Strictly Necessary storage is always active. Preferences stores optional display choices. AI Assistant is a separate category that controls whether Botpress resources may load. For full details, please see our Cookie Policy.

You can change your cookie preferences at any time via Cookie Settings.

8. AI-Powered Digital Assistant

The assistant is optional. The launcher notice expressly identifies Botpress, the AI Assistant cookies and similar browser storage. Selecting “I Understand & Proceed” records your AI Assistant consent and acknowledgement before any Botpress resource is loaded. If you enable AI through Cookie Settings instead, the separate acknowledgement is still required before use.

Our website features a digital assistant (chatbot) powered by artificial intelligence. The assistant provides exclusively general informational content and does not constitute insurance advice, a binding offer, coverage confirmation, or claim management instruction.

The chatbot's responses must not be used as a substitute for the terms of the insurance policy, the instructions of the insurance company, or the instructions provided by an authorized representative of our company.

In the event of an accident, damage, emergency, or any claim, the user must follow the procedures provided by their insurance policy, including contacting Roadside Assistance, Accident Care, Police, or any other competent body, where required.

E.A.C. Insurance Agencies & Consultants Ltd is not liable for any action or omission based solely on information provided by the chatbot.

For any personalized advice, coverage confirmation, claim notification, or guidance on an insurance incident, communication with a human insurance advisor is required.

Conversations may be recorded and analyzed for quality, training, security, and improvement of our services.

Users must not submit medical information, claim documentation, financial account details, identity documents, passport information or any special category personal data through the chatbot.

Artificial intelligence systems may occasionally generate incomplete, inaccurate or outdated information. Users should always verify important information with a human advisor.

No insurance cover, amendment, renewal, cancellation, claim notification or acceptance of risk shall be deemed effective unless confirmed in writing by an authorised representative of E.A.C. Insurance Agencies & Consultants Ltd.

9. Contact Us

For any questions about this Privacy Policy or to exercise your data protection rights, please contact us at:

Email: [email protected]

We will respond to your request within one month of receipt, in accordance with the GDPR.