A GUIDE TO THE INSURANCES

OF

THE UNIVERSITY

OF

HUDDERSFIELD

This document is a broad outline of the cover provided by the University's Insurance Policies. For a more detailed interpretation of the policy cover, terms, exceptions and conditions please refer to:

Kate Remfry ext.2790

Stephen Dennison ext.2330

Updated by Kate Remfry November 2000

1

INTRODUCTION

The following pages provide a brief summary of the main insurances currently

held by The University of Huddersfield and a guide to simple claims

procedures which must be followed to ensure that all claims are dealt with as

efficiently as possible and prevent delays in settlement. There are a number

of changes since our October 99 edition, so please discard that one and make

sure that you use this new edition.

Kate Remfry has been appointed to the post of Finance Clerk (Insurance).

Please contact her on ext. 2790 should you need any assistance or

information regarding any aspect of insurance.

Good risk management is essential to minimise the number and magnitude of

claims that the University is currently experiencing.

For a more detailed interpretation of the policy cover, terms, exceptions and

conditions please contact either Kate Remfry or Stephen Dennison.

2

CONTENTS

POLICIES

Page

Material damage / Business Interruption 4

Computers 6

Motor Vehicles 7

Employers’, Public and Products Liability 11

Professional Indemnity 12

Overseas Travel and Personal Accident 13

Legal Expenses 14

CLAIMS

Material Damage / Business Interruption / Computer / Goods in Transit15

Motor Vehicles 16

Employers’, Public and Products Liability and Post Investigation Procedure 17

Professional Indemnity 18

Overseas Travel 19

APPENDICES

Appendix 1 : University Equipment on Loan or in Transit Form 20

Appendix 2 : Drivers Questionnaire 22

3

POLICIES

MATERIAL DAMAGE/BUSINESS INTERRUPTION

COVER

* Physical loss or damage to property belonging to the University or

for which the University is responsible:

(i) Buildings

(ii) Contents

(iii) Money

(iv) Property in Transit

* Income lost or additional costs incurred as a result of damage to property.

There is a £2,500 level of deductible for which the School or Service Department will be responsible, in each and every claim.

GEOGRAPHICAL LIMITS

Anywhere in the UK.

Advise Kate Remfry or Stephen Dennison if cover is required for overseas

trips or exhibitions.

NEW BUILDINGS/EXTENSIONS/ADDITIONS/DISPOSALS

Advise Kate Remfry or Stephen Dennison at the planning stage for new

projects and detail whether there is any risk of the work causing damage to

existing buildings.

4

PROPERTY IN TRANSIT

Prior to University property being removed from the premises a University Equipment On Loan Or In Transit form (Appendix 1) must be completed.

Cover applying is subject to the following Transit Conditions:-

* all doors and the boot of vehicles to be locked and windows and other

means of access adequately secured when they are left unattended

* vehicles not to be left unattended for more than 2 hours

* vehicles to be kept in a locked garage overnight

* when not in use property should be kept out of sight e.g. not left out on the kitchen table

Prior advice is necessary where cover is required for transits in excess of £20,000.

UNOCCUPIED BUILDINGS

Arrange suitable security and disconnect mains supplies. Advise Kate Remfry

or Stephen Dennison of the action taken. Cover is subject to a reasonable

precautions condition which requires all care and attention to be taken to

safeguard property from loss or damage. Failure to comply would entitle

insurers to refuse payment for the loss or damage.

MONEY

All transit of money must be made under arrangements fully approved by

Graham Tain, the University Security Officer, subject always to the following

escort criteria for amounts:

Up to £2,500 - one able bodied person.

From £2,001 to £5,000 - two able bodied persons.

From £5,001 to £7,500 - three able bodied persons.

From £7,501 to £10,000 - four able bodied persons.£10,000 and over - a security company must be employed.

5

Safe or strongroom keys/combination codes must be removed from the premises overnight. Money should not be left unattended in drawers and should be kept in a locked safe.

6

COMPUTERS

COVER

Computer equipment belonging to the University or for which the University is

responsible in respect of:-

(i) Loss or damage.

(ii) Additional costs incurred to minimise any disruption resulting from such

loss or damage.

(iii) Additional costs incurred in recompiling or re-recording data.

GEOGRAPHICAL LIMITS

Anywhere in UK, Eire or Western Europe including whilst in transit.

Limit of Liability in transit is £20,000.

When computer equipment is away from the University it is necessary to

ensure that:

it is not left unattended in an unlocked vehicle

it is not left unattended in any vehicle overnight unless the vehicle is housed in a securely locked building or compound.

it is concealed from view.

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MOTOR VEHICLES

COVER

Comprehensive, subject to a £250 Accidental Damage, Fire, Theft and Windscreen deductible.

INSURED VEHICLES

* Cars* Commercial Vehicles

which are owned or hired by the University.

N.B. When employees use their own vehicles for work, the vehicles are not insured under the University’s policy (for more information please see page 9).

DRIVERS Any authorised driver

* Minibuses - no drivers under 25

- minimum of two years driving experience

- persons wishing to drive a minibus with 9 to 16 seats must

have

category B (other than B1). If the licence was issued before

01.01.97

they must have B (other than B1), as well as D1.

Each school / department must keep an updated list of all drivers who hire

vehicles on behalf of the University. Prior to an employee hiring a vehicle he /

she should complete a Drivers Questionnaire (see appendix 2) and provide

a copy of his / her Driving License. In addition, employees who use their own

vehicles on University business must provide a copy of their car insurance

showing that they are covered for business use.

Any questionnaires with items detailed in Sections 6 –9, or where

there is any doubt pertaining to an employees suitability to drive,

8

should be sent immediately to Kate Remfry who will seek clarification

from the University’s insurers.

9

OVERSEAS TRAVEL Any proposed use of hired vehicles outside the UK must

be notified to Kate Remfry or Stephen Dennison. Further information

detailing the documentation you may need for any given trip will be provided

in the following section.

FOREIGN TRAVEL BY UK HIRE VEHICLES

Please note that all foreign travel by car, on University business,

must be carried out by the use of a hire vehicle. Private vehicles are

no longer allowed to be used on overseas University business. Cover

does not apply in respect of a vehicle hired abroad.

The Motor Fleet policies arranged by the University’s insurer provide cover in

Great Britain, Northern Ireland, the Isle of Man, the Channel Islands and any

other member country of the European Community, Czech and Slovak Federal

Republics, Hungary, Iceland, Norway and Switzerland.

Although in general drivers will not require a Green Card for the above

Countries:

* For Italy a Green Card is required

* For Spain a Bail Bond is recommended

* For travel to any other country a Green Card is essential before departure

When travelling abroad the driver should also carry:-

* Insurance Certificate

The current Certificate of Motor Insurance: you may be asked to produce

evidence of Compulsory Motor Insurance by Police or Customs

Authorities.

The countries where automatic cover applies are listed on the

reverse of the certificate. Copies of the University’s certificate of

insurance are

available from Kate Remfry. The University’s insurer also provides a

leaflet on “who to contact” following an accident.

* Driving Licence

10

All drivers should have with them their UK Driving Licence (full not provisional). For Italy a UK Licence is acceptable provided it is

in the EU (Pink) Format.

An International Driving Permit will be required if you are travelling outside Western Europe.

Translations and Permits can be obtained from the AA or RAC.

* Rental Agreement

All hire for foreign travel must be done through Arriva, who will

provide a copy of the rental agreement, which must be carried throughout the duration of the hire period by the hirer.

* Letter of permission

Arriva will also provide a letter of permission to take their vehicle abroad.

Please ensure that this letter is obtained from Arriva before your

departure and is kept in your possession at all times. (Please

note

that a ‘Hired Vehicle Certificate’ is no longer a requirement for

foreign

travel whilst using a hire vehicle).

* Breakdown & Recovery Insurance

Although a limited amount of breakdown cover is supplied under the

hire

agreement, a more comprehensive breakdown cover, more

commonly

known as in the industry as a “5 Star” cover must be arranged.

This cover is compulsory and must be obtained from Arriva

when

hiring a vehicle for foreign travel purposes. Arriva will arrange this

cover

through the RAC.

* Passports

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Everyone in your party must have a valid Passport and Visas if required.

* Travel Insurance

You should arrange Travel insurance from the University to cover your party

for Medical Expenses, Personal Accident, Baggage, Money and

Personal

Liability (see overseas travel and personal accident section)

. Vehicles hired abroad

If you hire a vehicle abroad, please ensure that you obtain fully comprehensive insurance through the hirer and arrange top-up cover where necessary. Only hire from reputable firms.

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USE OF EMPLOYEES' CARS ON THE UNIVERSITY'S BUSINESS

The following notes are intended to clarify the position regarding employees

who use their own vehicles on the University's behalf.

If an employee is using his/her own vehicle it must be insured and be in a

roadworthy condition.

Employees should take the precaution of obtaining from their own Insurance

Company confirmation that:

* Their policy covers them in person whilst on University business.

* The policy includes the carriage of trade goods.

* An indemnity is provided to the University in respect of third party

claims whilst the vehicle is so used.

* The receipt of a mileage allowance by the employee for use of

his/her

vehicle on the University’s behalf does not invalidate the insurance.

Budget holders are responsible for ensuring that all drivers who either hire

vehicles on behalf of the University or claim mileage allowance for using their

own vehicles have a full, valid and clean licence. Copies of driving licences

and insurance certificates should be kept by budget holders and these

records must be kept up to date at all times. By authorising the expenses

claim form the budget holder is taking responsibility for checking the driving

licences and certificates of insurance for the relevant members of staff. The

University may be held liable if an employee on University business causes an

accident and is subsequently found not to hold a valid licence and/or valid

motor insurance.

Minibuses

All minibuses must display a permit - details available from Kate

Remfry.

New regulations have come into force which state that any driver who passed

his or her test after 1 January 1997 must pass an additional test before he /

she is permitted to drive a minibus. The University’s insurance policy is

restricted to employees over the age of 25 and with a minimum of 2

years driving experience. For further details and a copy of the relevant

recent fact sheet please contact Kate Remfry.

13

EMPLOYERS', PUBLIC AND PRODUCTS LIABILITY

COVER

Liability to:

* Staff

* Students

* Other Third Parties

for death, injury, disease or loss of or damage to their property.

GEOGRAPHICAL LIMITS

(i) Within the premises of The University of Huddersfield

(ii) World-wide (other than offshore installations) where staff or students are

involved on The University of Huddersfield’s behalf.

NB. Cover does not apply in respect of the employment of any person

abroad.

In the majority of overseas countries, it is necessary to comply with

local

legislation and separate cover is likely to be needed.

FEATURES REQUIRING NOTIFICATION

* New manufacture of products/supply of goods.

* Contracts or agreements which impose an increased liability.

Note: In respect of educational visits and student placements there are

Specimen forms of indemnity available which can be utilised to

ensure

that no enhanced liabilities are otherwise being accepted. These

can be

14

obtained from Kate Remfry or Stephen Dennison for issue as

appropriate.

* Medical or Clinical Trials

The above should be notified to Kate Remfry or Stephen Dennison.

15

PROFESSIONAL INDEMNITY

COVER

Legal liability for negligent acts, errors or omissions in relation to:-

* Research

* Consultancy

* Teaching

* Administration

undertaken for, by and on behalf of the University.

Cover also applies in respect of:

* Liability for Libel and Slander committed in good faith

* Liability arising from a Breach of Confidential Information under

Sections 13 of the Data Protection Act 1998.

* Liability for infringement of copyright or patent right or design rights.

FEATURES REQUIRING NOTIFICATION

Design or specification or advice in relation thereto of any aircraft or aerial

device or

part thereof.

Nuclear risks.

Contracts which are subject to USA/Canadian Law.

Contracts which could give rise to seepage, pollution or contamination

exposure.

The above should be notified to Kate Remfry or Stephen Dennison.

16

OVERSEAS TRAVEL AND PERSONAL ACCIDENT

COVER

Travel Insurance for members of University staff travelling overseas on

University business. Cover applies 24 hours a day from departure to return on

all journeys outside England, Scotland and Wales.

Certificates can be obtained from Kate Remfry.

What is covered?

Medical and Emergency Travel Expenses UnlimitedPersonal Baggage £2,000Money £1,000Cancellation/Curtailment £3,000

Who and what are excluded?Travelling against medical adviceSuicide or attempt thereatPregnant women within two months of the expected date of confinementEngaging in aviation other than as a passenger

Medical Assistance ServiceIn case of emergency in the event of serious illness or injury, assistance

may

be obtained by contacting International Assistance Services at any time

day

or night:Telephone+44 (0)208 763 3155

Fax +44 (0) 208 763 3035

Special notes:

a)Information as to the suitability of a proposed journey can be obtained

on the foreign and commonwealth website:

www.gov.uk/travel/countryadvice.asp, then click on option 1.

b)Cover is subject to a reasonable precautions condition which requires all reasonable care and attention to be taken to safeguard property from loss or damage. Failure to comply would entitle insurers to refuse payment for the loss or damage.

17

PERSONAL ACCIDENT COVER

Personal accident cover is in place 24 hours and world-wide for all employees

(including post-graduate researchers) and members of the University Council

for payment of benefits for accidental bodily injury which within two years is

the sole cause of death or disablement. Further details are available from

Kate Remfry on request.

LEGAL EXPENSESA GUIDE TO CLAIMS PROCEDURES FOR DEANS, DIRECTORS/HEADS OF

DEPARTMENTS

The University carries Legal Expenses insurance which provides cover for the

University’s legal costs and expenses including compensation awards, arising

from certain employment disputes, civil and criminal actions.

The policy contains very strict conditions on how the University must act if a

successful claim is to be made under the policy. This guidance note has been

produced to ensure that these conditions are fully complied with and

inadvertent breaches which could prejudice claims are avoided.

* The University Secretary, Tony Mears, is responsible for all legal

matters relating to the University.

* Immediately you become aware of any circumstance which could give

rise to an employment dispute, civil or criminal action, you must notify

Tony Mears on ext.2637. Do not take any action until you are advised

by the above on how to proceed.

In the event of proceedings being brought, do not appoint any solicitor to

act on your behalf. Details must be referred to Tony Mears in order to

obtain advice on future handling/appointment of a solicitor. If these

members of staff are unavailable and the matter is urgent, refer the

matter to the Vice-Chancellor or his acting deputy.

* Fees/costs incurred prior to written acceptance of a claim by insurers and

claims

which are pursued or defended without insurers consent or contrary to

the appointed solicitors advice will not be covered under the policy.

* In respect of proposed redundancy or incidents relating to discrimination on

18

the grounds of sex, race, disability, religious belief or political opinion the

advice

of insurers must be sought and followed PRIOR to any action being taken

– insurers advice should be obtained via Tony Mears.

* If action is to be taken in respect of the performance and/or conduct of an

employee you must follow the ACAS Code of Disciplinary Practice and

Procedures in Employment as prepared by the Advisory Conciliation and

Arbitration Service or seek and follow advice from insurers – insurers

advice should be obtained via Tony Mears.

Counselling: A free confidential helpline is available on 0117-934-2121.

CLAIMS

MATERIAL DAMAGE/BUSINESS INTERRUPTION AND COMPUTER

All incidents which might give rise to a claim should be notified immediately

to

Kate Remfry or Stephen Dennison. No costs, other than emergency

expenses, should be incurred without insurers approval.

Any loss or damage caused by a criminal or malicious act should be reported

to the Police immediately and details of the report recorded.

You should take any action which is reasonably practicable to prevent further

loss or damage.

A claim form should be completed and passed to Kate Remfry or Stephen

Dennison, together with any estimates for repairs or replacements and

invoices for any approved expenditure.

You will be advised if a Loss Adjuster is appointed to deal with the claim, in

which case, all evidence, physical and documentary, must be kept available

for inspection.

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Under normal circumstances, if the claim involves theft of computer

equipment, insurers will appoint Loss Adjusters (Applied Technology

Adjusting), who can provide assistance in approving and/or sourcing

replacement computer equipment where necessary.

GOODS IN TRANSIT

You must notify the carrier within 24 hours of discovery in relation to loss

or damage in transit.

Otherwise - as above.

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MOTOR VEHICLES

Should an accident occur on no account should liability be admitted.

An accident report (claim) form must be completed and sent immediately to

Kate Remfry or Stephen Dennison.

You must be aware that failure to report an accident promptly may

entitle the University’s insurer to repudiate the claim.

Where damage has been sustained by University vehicles (including hired

vehicles):

Please contact Kate Remfry or Stephen Dennison who will notify the details

of the nearest available Approved Repairer. If the vehicle is not driveable,

arrangements can be made for an Approved Repairer to collect the vehicle. If

the vehicle is likely to be a total loss, contact Kate Remfry or Stephen

Dennison, who will arrange for an Engineer to see the vehicle at any garage.

Any third party correspondence should be forwarded unacknowledged to Kate

Remfry

or Stephen Dennison immediately.

Any summons, notice of proceedings or prosecution, inquest or fatal

injury must be forwarded to Kate Remfry or Stephen Dennison

immediately.

If repairs are to be carried out at a non- approved repairer then the insurer

will require two estimates submitting, along with the completed claim form.

The vehicle should then be booked in at the repairer who provided the lowest

labour estimate, allowing the insurer four working days notice in order to

arrange an inspection. Please note that the insurer will not actually authorise

repairs to the vehicle without receipt of a completed claim form.

It is important that all sections of a claim form be fully completed. Vehicle

and driver details questions are often not fully answered and this can create

delays in claim settlement.

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EMPLOYERS', PUBLIC AND PRODUCTS LIABILITY& POST INCIDENT INVESTIGATION PROCEDURE

In the event of an incident involving injury to any person or damage to any

property, a University Incident Report Form must be completed and

forwarded to the Health and Safety office immediately. In the event of serious

injury, this must be communicated by telephone.

Under no circumstances must any admission of liability be made, or any

correspondence entered into, directly with the claimant or his/her

representatives. All correspondence received should be forwarded

unacknowledged to Kate Remfry immediately.

Particular attention should be brought to the fact that there are definite time

periods in which letters have to be responded to. If you receive a letter

from a third party or their Solicitors, holding you responsible for any

accident or incident to which you may have been a party, you must

without hesitation, pass this letter on to Kate Remfry or Stephen

Dennison, in order that it may be dealt with accordingly. Please do not allow

any such letter to lie around in your department. Please note that all

letters have to be acknowledged within a period of 21 days, failing

which the University will be penalised.

Please ensure if you are going to be away for a prolonged period that your

mail is attended to by another member of your department, in order that the

appropriate action may be taken.

Another factor is that the Insurers acting on behalf of the University only have

a period of three months to complete all relevant investigations. They have

to make a decision regarding liability and put forward appropriate proposals

of settlement within this time, failing which, the University will be penalised.

We therefore ask for your full support, by supplying the relevant requested

information and documentation needed to complete all investigations, at the

earliest opportunity.

.

22

Please note that a revised incident investigation procedure has been issued to

the Area Safety Co-ordinators, that will assist our insurers in the event of a

claim, and help to ensure a consistency of approach across the University.

23

PROFESSIONAL INDEMNITY

You must notify Kate Remfry or Stephen Dennison immediately: -

1) A claim is made against you.

2) Upon receipt of a "notice of intention" to hold you responsible for any

matter which could result in a claim.

3) Of any circumstance(s) of which you become aware which would give

rise to a claim against you.

Failure to do so is a breach of insurance conditions and could

prejudice the University’s rights. In addition any circumstances or

claim must be reported to insurers within the period of insurance

that notification was first received.

In the event of a circumstance or claim: -

1) Do not admit liability.

2) Send full details of the allegations/claim to Kate Remfry or Stephen

Dennison.

3) Do not enter into any correspondence.

4) Send all documents, writs, letters or summonses to Kate Remfry or

Stephen Dennison - unanswered.

5) Do not incur any costs, charges or expenses without the consent

of

our insurers.

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OVERSEAS TRAVEL

All incidents, which might give rise to a claim, should be notified

immediately to

Kate Remfry or Stephen Dennison.

You should take all reasonable steps to minimise any loss or damage and to

recover any property, which has been lost.

No admission, offer or promise of payment must be made without reference

to

Kate Remfry or Stephen Dennison.

Any loss or damage caused by a criminal or malicious act should be reported

to the Police immediately and a copy of their report obtained.

A completed claim form will be required, with the following evidence of loss:-

1) Receipts/invoices for treatment received.

2) Medical Certificates for illness or injury.

3) Original receipts for lost/stolen items.

4) Copy of Police or carriers reports.

5) Justification of any change, cancellation or curtailment of itinerary.

All the above to be sent to Kate Remfry or Stephen Dennison.

In case of emergency in the event of a serious illness or injury, assistance

may be obtained by contacting International Assistance Services at any time

day or night.

Telephone: +44 (0) 208 763 3155

Fax +44 (0) 208 763 3035

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Appendix 1UNIVERSITY EQUIPMENT ON LOAN OR IN TRANSIT

School/Department .................................................................

Cost Centre Ref. ........................./....................... (Serial No. to be inserted by Department)

Date .................................................

1) Purpose of Loan/Transit

...................................................................................................................................2) Period of loan etc.

(a) Date and time signed out (c) Location of equipment during loan period

.................................................. ................................................................

(b) Date and time to be returned (d) Method of transport to location

.................................................. ................................................................3) Details or Equipment Loaned Inventory No. Approximate Value(£)

(a) .......................................... ...................... ....................................

(b) .......................................... ...................... ....................................

4) State any Special Risks to Equipment in Transit or on loan

.................................................................................................................................

5) To be completed only by members of staff borrowing equipment

Borrowed by: Name ....................................Dept. ...........................

Address ................................

Authorised by: Head of Department/School Administrator ...............................

6) To be completed only by students borrowing equipment

Borrowed by: Name ....................................School ...........................

Address ................................

...............................................In the event of (i) failure to return the equipment or (ii) damage to the equipment, during the period it is on loan, the student undertakes to indemnify the University against any loss from whatever cause.

Signature ..................................................

Authorised by: Course Tutor ............................................

7) Details of any Charge to be Raised ...........................£ ........................

8) Departmental use (a) Date Returned ............................(b) Received by ................................

9) Financial Services office use

26

(a) Date received in Financial Services Office .................. (d) Insured/not insured

(b) NFA - File (e) Invoice No. ..........(c) CIO consulted on ......................................

Top copy to Financial Services-duplicate retained in department for audit purposes.

27

THIS FORM MUST BE COMPLETED IN ADVANCE OF THE EVENT, WITH AT LEAST THREE DAYS NOTICE TO KATE REMFRY, THE SENIOR FINANCE CLERK (INSURANCE) IF INSURANCE COVER IS TO BE ARRANGED.

NOTES

(1) This form should be completed for all items removed from University premises.

(2) Failure to complete and submit this form on each occasion when an inventory item is removed from the University premises is a contravention of the Financial Regulations.

(3) Borrowers are required to take every care for the safety of the property in their custody. A signature should be obtained at section 5 for members of staff, or section 6 for students. Students are signing to indemnify the University against loss, from whatever cause, arising from (a) failure to return the equipment or (b) damage caused to the equipment, during the period it is on loan. Any such loss or damage must be reported immediately to the Course Tutor.

(4) This form should also be used to record the movement of any items sent for repair.

(5) Please ensure that any items are not left unattended in a vehicle. Any item left in a vehicle must be locked in the boot. When not in use items must be kept out of sight ie. not left on public view.

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Appendix 2

DRIVERS QUESTIONNAIRE

This form should be completed in full. Failure to do so will render the driver uninsured by the University’s insurer. Approval must be obtained from the relevant budget holder before any vehicle is hired on behalf of the University.

Please attach a copy of your current driving licence to this form.

1. Name ..............................................................................................

2. Date of Birth ..............................................................................................

3. Occupation .............................................................................................

4. How many years have you held a permanent British Driving Licence?

.............................................................................................

5. Have you driven regularly during the past 12 months?

.............................................................................................

6. Give full details of accidents in the past 3 years including circumstances and Approx.cost. If none, please state ‘NONE’. .............................................................................................

7. Give full details of any motoring convictions or pending prosecutions and details of fines imposed (if Drink/Drive conviction – state milligram reading) during the past 5 years..............................................................................................

8. Do you suffer from any physical defect or infirmity? (If ‘YES’ - give full details).

............................................................................................

9. Have you been refused insurance on normal terms? If so - state reasons:

............................................................................................

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I declare that the above statements are to my knowledge and belief, true.

Date ........................................ Signature .................................................

NOTE: If there is insufficient space for full answers, please continue overleaf.

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