Privacy, Data Processing & Cookie Notice
Last Updated: August 2026
1. Introduction
At Defyn Insurance Advisory Limited (“Defyn”, “we”, “us” or “our”), protecting the privacy and confidentiality of our clients, prospective clients, partners and website visitors is an important part of the way we conduct our business.
As an insurance intermediary, we may collect and process personal information in order to understand your insurance needs, arrange appropriate insurance solutions, administer your relationship with us, facilitate claims, communicate with insurers and other relevant service providers, and provide the services you request.
This Privacy, Data Processing & Cookie Notice explains how we collect, use, store, disclose and protect personal information when you use our website, request an insurance quotation, contact us, submit a claim or otherwise interact with Defyn.
We process personal data in accordance with applicable laws of Ghana, including the Data Protection Act, 2012 (Act 843), and other applicable legal and regulatory requirements.
2. Who We Are
Defyn Insurance Advisory Limited is an insurance advisory and intermediary business serving individuals, families, groups and commercial organisations.
We work with insurance providers to assess clients’ insurance requirements, identify suitable insurance solutions, facilitate policy placement and provide support throughout the insurance relationship, including claims assistance.
For questions concerning this Notice or the processing of your personal information, please contact us at:
Defyn Insurance Advisory Limited
Email: info@defyninsurance.com
Telephone: +233 (0)24 201 4235 / +233 (0)25 796 1301
3. Personal Information We May Collect
The information we collect will depend on the nature of your interaction with Defyn and the insurance product or service you require.
We may collect information including:
Personal and Contact Information
- Full name
- Telephone number
- Email address
- Residential or business address
- Date of birth
- Ghana Card or other identification information, where required
Insurance and Policy Information
- Insurance product requested
- Policy number and policy type
- Group or association information
- Details relating to insured persons
- Insurance coverage and claims history where relevant
- Information required to obtain quotations or arrange insurance coverage
Claims Information
When you submit a claim or request claims assistance, we may process information including:
- Claimant and insured-person details
- Policy information
- Date and circumstances of an incident
- Details of loss, damage, disability, critical illness or death, as applicable
- Photographs and supporting documentation
- Police reports where applicable
- Medical or other relevant supporting documents where necessary
- Payment information required for the settlement of eligible claims
Some information processed in connection with insurance or claims may be sensitive in nature. We only request information that is reasonably required for the relevant insurance, claims or advisory purpose.
Business Information
Where you are acting for a company or other organisation, we may collect:
- Business name
- Tax Identification Number (TIN)
- Contact-person details
- Business and risk information
- Information concerning assets, employees or operations where necessary to arrange insurance
Website and Technical Information
When you use our website, certain technical information may be collected automatically, including:
- IP address
- Browser and device information
- Pages visited
- Date and time of access
- Referring website
- Cookie and similar technology information
4. How We Collect Your Information
We may collect personal information:
- Directly from you through our website;
- When you request a quotation;
- When you complete an insurance or claims form;
- When you contact us by telephone, email, WhatsApp or other communication channels;
- Through meetings or consultations with our advisors;
- From organisations, associations or employers arranging group insurance;
- From insurers and insurance partners;
- From claims documentation and supporting records;
- From authorised representatives acting on your behalf; and
- Automatically through cookies and website technologies.
Where information about another person is provided to us, the person providing that information should have appropriate authority to do so.
5. Why We Process Your Personal Information
We may process personal information for purposes including:
- Responding to enquiries;
- Assessing your insurance needs;
- Obtaining and comparing insurance quotations;
- Recommending appropriate insurance solutions;
- Arranging or administering insurance policies;
- Communicating with insurers on your behalf;
- Facilitating policy renewals and amendments;
- Receiving and processing claims notifications;
- Supporting clients during claims assessment and settlement;
- Verifying information and documents;
- Preventing fraud, misuse and unauthorised transactions;
- Maintaining client and business records;
- Improving our products, services and customer experience;
- Managing our relationship with clients and partners;
- Sending relevant service communications;
- Meeting legal, regulatory, compliance and reporting obligations; and
- Protecting Defyn, our clients, partners and systems.
We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by law.
6. Basis for Processing Personal Data
Depending on the circumstances, Defyn may process personal information where:
- You have provided consent;
- Processing is necessary to provide a service you have requested;
- Processing is necessary in connection with an insurance arrangement or contractual relationship;
- Processing is required to comply with a legal or regulatory obligation;
- Processing is necessary to protect a legitimate interest, provided that your rights and interests are appropriately considered; or
- Another lawful basis applies under Ghanaian law.
Where consent is the basis for processing, you may withdraw that consent, subject to applicable legal, regulatory or contractual limitations.
7. Sharing Personal Information
Providing insurance advisory and claims services may require Defyn to share relevant information with third parties.
Depending on the service involved, information may be shared with:
- Insurance companies and underwriters;
- Claims assessors, loss adjusters and investigators;
- Healthcare or medical service providers where relevant to a claim;
- Insurance industry service providers;
- Professional advisers;
- Technology, hosting, email, cloud storage and data-processing providers;
- Payment or financial service providers where necessary;
- Regulators and government authorities;
- Law-enforcement agencies where legally required; and
- Other parties where you have authorised the disclosure.
We seek to disclose only information reasonably necessary for the relevant purpose.
Defyn does not sell personal information to third parties.
8. Claims and Sensitive Information
Insurance claims can require information of a particularly personal or sensitive nature.
Where such information is necessary, Defyn will process it only for legitimate insurance, claims, legal, regulatory or related purposes and will take reasonable measures to protect its confidentiality.
Documents submitted through our claims platform should relate only to the claim being made. Claimants should avoid submitting unnecessary personal information or documents that have not been requested.
9. Data Security
Defyn takes reasonable administrative, organisational and technical measures designed to protect personal information against:
- Unauthorised access;
- Accidental loss;
- Improper disclosure;
- Alteration;
- Misuse; and
- Destruction.
Access to personal information is restricted, where appropriate, to persons who require the information to perform their responsibilities.
While we take reasonable precautions to protect information, no internet transmission, electronic communication or storage system can be guaranteed to be completely secure.
10. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, regulatory, insurance, accounting, claims and business requirements.
The appropriate retention period may depend on the type of information, insurance product, nature of the client relationship, claims requirements and applicable legal obligations.
When information is no longer reasonably required, it may be securely deleted, destroyed or anonymised, subject to applicable retention requirements.
11. Your Data Protection Rights
Subject to the Data Protection Act, 2012 (Act 843) and other applicable requirements, you may have rights concerning your personal information, including the ability to:
- Request information about personal data we hold about you;
- Request access to your personal data;
- Request correction of inaccurate or incomplete information;
- Object to certain forms of processing;
- Request that certain processing cease where applicable;
- Withdraw consent where processing is based on consent; and
- Object to the use of your information for direct marketing.
Some rights may be subject to legal, regulatory, contractual or insurance-related limitations.
To exercise a data protection right, contact:
Email: info@defyninsurance.com
We may need to verify your identity before acting on a request.
Cookie Statement
12. What Are Cookies?
Cookies are small files or pieces of information placed on your computer, smartphone or other device when you visit a website.
They can help websites function properly, remember user preferences, understand how visitors interact with pages and improve website performance.
13. How Defyn May Use Cookies
The Defyn website may use cookies and similar technologies for purposes such as:
Essential Cookies
These support basic website functions, security, navigation and forms. Some essential cookies may be necessary for the website to operate correctly.
Functional Cookies
These may remember choices or preferences to provide a more convenient website experience.
Analytics and Performance Cookies
Where analytics services are enabled, these technologies may help us understand matters such as website traffic, page visits and how visitors interact with our website so that we can improve its performance.
Third-Party Technologies
Certain website features or embedded services may be provided by third parties. These services may use their own cookies or similar technologies and may process information in accordance with their respective privacy policies.
14. Managing Cookies
You can control or delete cookies through your browser settings.
Depending on your browser, you may be able to:
- Block cookies;
- Delete existing cookies;
- Receive notifications before cookies are stored; or
- Restrict certain types of cookies.
Disabling certain cookies may affect the operation or functionality of parts of the Defyn website.
Where required, our website may also provide a cookie consent mechanism allowing you to manage non-essential cookies.
15. External Websites and Services
Our website may contain links to websites, portals or services operated by third parties, including insurers and other service providers.
Once you leave the Defyn website, the privacy and security practices of the third-party service will apply. Defyn is not responsible for the privacy practices of independently operated external websites.
We encourage users to review the privacy notices of third-party websites before providing personal information.
16. Marketing Communications
Where permitted, Defyn may communicate information about insurance products, services, renewals, promotions or other relevant offerings.
You may request that we stop using your personal information for direct marketing at any time by contacting us or using an unsubscribe mechanism provided in the communication.
Service-related communications concerning an existing policy, claim, enquiry or client relationship may still be sent where necessary.
17. Children’s Personal Information
Our services are generally intended for adults and organisations. However, certain insurance products or claims may legitimately involve information relating to children or dependants.
Where such information is required, it should ordinarily be provided by a parent, guardian, policyholder or other appropriately authorised person and will be processed only for the relevant insurance or claims purpose.
18. Data Breaches and Security Incidents
Where Defyn becomes aware of a personal-data security incident, we will assess the nature and potential impact of the incident and take appropriate steps to contain, investigate and address it.
Where notification to affected individuals, the Data Protection Commission or another authority is required by applicable law, Defyn will take appropriate action.
19. Complaints
If you have concerns about how Defyn has collected, used or protected your personal information, please contact us first so that we can investigate and respond appropriately.
Email: info@defyninsurance.com
You may also have the right to raise a data protection concern with the Data Protection Commission of Ghana in accordance with applicable law.
20. Changes to This Notice
Defyn may update this Privacy, Data Processing & Cookie Notice periodically to reflect changes to our services, technologies, business operations or legal and regulatory requirements.
The latest version will be published on our website together with the date on which it was last updated.
21. Contact Us
For privacy enquiries, data protection requests or questions about this Notice, please contact:
Defyn Insurance Advisory Limited
Email: info@defyninsurance.com
Telephone: +233 (0)24 201 4235 / +233 (0)25 796 1301
Website: defyninsurance.com
Last Updated: August 2026