Acceptable use policy

By using our services;

You agree to be solely responsible for the contents of your transmissions through the Services. 

You agree not to use the Services for illegal purposes or for the transmission of material that is unlawful, defamatory, harassing, libellous, invasive of another's privacy, abusive, threatening, harmful, vulgar, pornographic, obscene, or is otherwise objectionable, offends religious sentiments, promotes racism, contains viruses, or that which infringes or may infringe intellectual property or other rights of another. 

You agree not to use the Services for the transmission of "junk mail", "spam", "chain letters", “phishing” or unsolicited mass distribution of email. 

We reserve the right to terminate your access to the Services if there are reasonable grounds to believe that you have used the Services for any illegal or unauthorized activity. 

You agree to receiving email notifications where a policy change requires attention

We recommend that you regularly update your antivirus and Anti Malware protection software, never leave your machine unattended at any time, and use a screen saver / screen lock, after a period of inactivity. We also suggest that you avoid the use of removable media (flash / usb drives etc).

We aim to provide the maximum availability of the Docubox application as possible. That said, we are limited to the occasional problems that hardware can occasionally throw up. We therefore aim for 99.95% monthly uptime​ percentage. ​​

We do not use cookies.

This privacy policy sets out how Docubox uses and protects any information that you give Docubox when you use this website or our application.   

Docubox is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement. 

Docubox may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 14 December 2018

What we collect; We may collect the following information, for the purposes of assisting in the administration and performance of a contract of insurance, some of which we may ask you for, or obtain through government bodies:   

During new client due diligence,  

• Individuals Name, Date of Birth, Residential Address including zipcode / postcode, email address, phone number, Passport and ITIN
• Corporate bodies Full name, registered and trading addresses, date of incorporation, registration details, names/address/DOBs of directors and main shareholders, % shares held by each, annual accounts/annual return, details of trading or current operations, tax registration details etc.

For users of the system (Policy network e.g. Carrier, Broker, Agents, Claims Adjuster) 

• IP address, date and time of log in, First name, Last name, email address, phone number, company name, Trading As, address including zip code / post code, country. Plus any associated permits / licence if applicable. 

For the insured  

• IP address, date and time of log in, policy number, names, addresses, email address, Vehicles (Make, model, age, VIN, value.)

For the driver  (if the policy requires it)

• Name, date of birth, years  experience and licence details) 
• Your data will be entered into the  application, by the insured, or the agent, or the broker.

To process a claim

• Insured name, email and phone, Claim contact name, email and phone, where applicable pictures and / or video and narrative to resolve the claim including any entity affected by the claim

If you enter personal information on behalf of someone else, you must have their agreement, prior to entering it.

What we do with the information we gather; 

We require this information to provide service to you, understand your needs and to improve the service we offer, and in particular for the following reasons:  

• For changes to the policy, e.g. change of driver or vehicle. The minimum details required to allow  for decision making (approval to drive a policy vehicle), are shared within the existing Policy network. (Carrier, Broker, Agents, Claims Adjuster)
• Customer due diligence
• Internal record keeping, system security 
• Inform you of service issues.
• We may occasionally send promotional emails about new products or other information which we think you may find interesting using the email address which you have provided.       
• Data analysis, e.g. anonymised data to determine market trends by geographic region etc.

Without driver or vehicle information, we are unable to provide sufficient information to the Carrier to gain authorisation -  YOU MAY NOT BE INSURED 

We do not share your personal data with anyone for marketing purposes.

• If you wish to confirm the accuracy of the information held, please complete the form available here. Please take time to read the information provided, as it explains how this information may be provided, to avoid sending it to the wrong individual.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. 

Due to the global nature of our business, the Personal Information Docubox collects will be transferred, processed and stored across geographical borders. For instance we may transfer information locally or overseas, including but not limited to, the USA or the United Kingdom.  

By providing us with your Personal Information or using our sites, you consent to this transfer, storing, and processing of your Personal Information across geographical borders. If you provide your client’s personal information, you must have their consent to do so. These transfers are governed by the UK General Data Protection Regulation, or equivalent data transfer regulations to protect the security and confidentiality of Personal Information. 

Please note that to allow historical investigation of policies and the authorised drivers and vehicles. Your data may be held for up to 10 years.