At VIMA Insurance, we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, store, share, and protect your data in compliance with applicable laws, including the Insurance Regulatory and Development Authority of India (IRDAI) guidelines, the Information Technology Act, 2000, and the Digital Personal Data Protection Act, 2023.
1. Applicability
This Privacy Policy applies to all individuals who:
- •Visit our website or use our mobile application
- •Purchase or inquire about insurance policies from VIMA Insurance
- •Interact with us through calls, emails, or chat platforms
1A. Definitions
- •"Personal Data" means any data about an individual who is identifiable by or in relation to such data.
- •"Sensitive Personal Data" includes financial information, health data, biometric data, or any other category prescribed under applicable laws.
- •"Data Principal" refers to the individual to whom the personal data relates (e.g., the policyholder or insured member).
- •"Data Fiduciary" refers to VIMA Insurance, which determines the purpose and means of processing such data.
- •"Processing" includes any operation performed on personal data, such as collection, recording, storage, sharing, or deletion.
2. Information We Collect
We collect the following categories of information to provide you with insurance services:
2.1 Personal and Identification Information
- •Name, age, date of birth, gender
- •Contact details (phone number, email address, residential address)
- •Identity proof details (PAN, Aadhaar, Passport, Driving License, etc.)
- •Demographic and lifestyle information
- •Occupation and income details
2.2 Insurance-Specific Information
For Health Insurance:
- •Medical history and pre-existing conditions
- •Current health status and hospitalization records
- •Lab reports, prescriptions, and diagnostic test results
- •Family medical history (where applicable)
For Term Insurance:
- •Lifestyle habits (smoking, alcohol consumption, etc.)
- •Family medical history
- •Nominee and beneficiary information
- •Income and financial details
For Motor Insurance:
- •Vehicle registration details and make/model
- •Vehicle usage and driving history
- •Previous claims and accident records
- •Vehicle inspection reports
2.3 Financial Information
- •Bank account details for premium payments and claim settlements
- •Payment transaction records
- •Income details (where required for underwriting)
2.4 Policy and Claims Information
- •Policy application details
- •Premium payment history
- •Claims filed and settlement records
- •Communication and service interaction records
2.5 Technical Information
- •IP address, device information, browser type
- •Cookies and tracking data
- •Website usage patterns and preferences
- •Login credentials and access logs
3. How We Collect Your Information
We collect information through:
- •Online forms and applications on our website and mobile app
- •Phone calls, emails, and chat interactions
- •Insurance agents and intermediaries
- •Third-party service providers and business partners
- •Medical examinations and vehicle inspections (where applicable)
- •Claims documentation and supporting records
- •Public databases and regulatory authorities (where permitted by law)
4. How We Use Your Information
4.1 Insurance Services
- •Processing insurance applications and policy issuance
- •Underwriting and risk assessment
- •Premium calculation and payment processing
- •Policy renewal and servicing
- •Claims processing, investigation, and settlement
- •Providing customer support and grievance redressal
4.2 Legal and Regulatory Compliance
- •Complying with IRDAI regulations and guidelines
- •Meeting KYC (Know Your Customer) requirements
- •Anti-fraud detection and prevention
- •Responding to legal requests and regulatory audits
- •Maintaining records as per statutory requirements
4.3 Business Operations
- •Improving our products, services, and website functionality
- •Conducting data analytics and market research
- •Sending policy updates, renewal reminders, and service notifications
- •Marketing and promotional communications (with your consent)
- •Training and quality assurance purposes
5. Legal Basis for Processing
We process your personal information based on:
- •Contractual Necessity – to fulfill our insurance contract with you
- •Legal Obligation – to comply with IRDAI regulations and applicable laws
- •Consent – for marketing communications and optional services
- •Legitimate Interest – for fraud prevention, analytics, and service improvement
6. Sharing Your Information
We may share your information with the following entities under strict confidentiality agreements:
6.1 With Your Consent or as Required
- •Network hospitals and healthcare providers (for health insurance)
- •Garages and surveyors (for motor insurance)
- •Medical practitioners for health assessments
- •Third Party Administrators (TPAs) for claim management
- •Reinsurance companies for risk transfer
- •Co-insurance partners for shared policies
6.2 Service Providers
- •Technology service providers for hosting, analytics, and CRM
- •Payment gateways for transaction processing
- •Customer service vendors
- •Marketing and communication platforms
6.3 Legal and Regulatory Bodies
- •IRDAI and other regulatory authorities
- •Law enforcement agencies (when legally required)
- •Courts and tribunals (under legal process)
- •Insurance Information Bureau (IIB) for fraud prevention
6.4 Important Safeguards
- •We never sell or rent your personal information to third parties.
- •All third parties are contractually bound to maintain confidentiality.
- •Data sharing is limited to what is necessary for the specified purpose.
- •Adequate data protection measures are ensured with all partners.
6.5 Cross-Border Data Transfers
Your data may be processed or stored on servers located outside India for technical and operational efficiency (e.g., cloud hosting, analytics, CRM). In such cases, we ensure that equivalent or stronger data protection measures are applied and that such transfers comply with Indian data protection laws.
7. Sensitive Personal Data Protection
Sensitive Personal Data such as health and financial information is safeguarded using:
- •Encrypted storage and transmission
- •Restricted access on a need-to-know basis
- •Regular security audits and vulnerability assessments
- •Employee training on privacy and confidentiality
- •Secure disposal of physical and electronic records
Your explicit consent is obtained before collecting or processing such data, except where required by law or for claims processing.
8. Cookies and Tracking Technologies
We use cookies, pixels, and similar technologies to improve website performance, analyze user behavior, and deliver personalized content. You can manage cookie preferences through your browser settings.
9. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Policy or to comply with legal, regulatory, and contractual obligations. Retention periods vary based on policy type, claim activity, and IRDAI-mandated timelines.
Once the retention period expires, data is securely deleted, anonymized, or archived in compliance with applicable laws.
10. Your Rights and Choices
Under applicable data protection laws, you have the following rights:
10.1 Access and Correction
- •Request access to your personal information
- •Correct inaccurate or incomplete data
- •Receive a copy of your data in a portable format
10.2 Consent Management
- •Withdraw consent for marketing communications
- •Request changes to communication preferences by emailing protect@hellovima.com or via our grievance channels
- •Manage cookie preferences
We send transactional and service-related communications only. We do not operate a promotional email subscription with unsubscribe links. Withdrawal of consent will not affect processing carried out before withdrawal. We act on consent changes within the timelines prescribed by law.
10.3 Data Deletion
You may request deletion of your data (subject to regulatory or legal retention requirements). Certain data may need to be retained for claims, compliance, or audit purposes.
10.4 Data Principal Rights (DPDPA 2023)
In accordance with the Digital Personal Data Protection Act, 2023, you have the right to:
- •Be informed about how your data is processed.
- •Access, correct, or erase your personal data.
- •Nominate another individual to exercise your rights in case of incapacity or death.
- •Lodge a complaint with the Data Protection Board of India if your rights are violated.
10.5 Children's Data
We collect and process the personal and identification details of children (below 18 years) only when they are covered as dependents under a family policy or for claim and underwriting purposes.
Such collection is done with the explicit consent of the parent or legal guardian, who acts as the Data Principal on behalf of the child.
Children's data is never used for marketing or profiling, and enhanced safeguards (restricted access, encryption, secure storage) are applied.
11. Data Security Measures
We implement industry-standard security measures including encryption, access control, secure data centers, and regular security audits.
While we strive for complete security, no system is entirely impenetrable. We urge you to protect your login credentials and report suspicious activity immediately.
12. Data Breach Notification
In the unlikely event of a personal data breach, we will promptly notify affected individuals and, where applicable, the Data Protection Board of India.
We will communicate the nature of the breach, the data affected, and recommended precautionary measures.
13. Third-Party Links
Our website may contain links to external websites such as hospitals, garages, or diagnostic centers. We are not responsible for their privacy practices and encourage you to review their privacy policies before sharing personal data.
14. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in law or our practices. We will:
- •Post the updated policy on our website with the revision date
- •Notify you by email or SMS in case of material changes
- •Seek fresh consent where required by law
15. Grievance Redressal
If you have any concerns or complaints regarding data privacy, please contact us through:
We will acknowledge and aim to resolve your concern within 30 days as per regulatory standards.
Escalation Matrix
If not satisfied with our response, you may also escalate to:
16. Contact Information
For all privacy-related matters, reach us at:
VIMA Insurance – Privacy & Compliance Team
This Privacy Policy complies with the Insurance Regulatory and Development Authority of India (IRDAI) guidelines, the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023, and other applicable Indian laws.