Privacy Notice - Insurance Claims (Internal)

Please read the following Privacy Notice carefully.

Why we are collecting your data

Basildon Borough Council needs to collect your personal data so that the Council can process any civil claim in which you are named that is being made against the Council by a third party.

Information collected

• Name and Contact Details

• Signature

• Images

• Bank Details

This data is required to process any civil claims that are being made against the Council for damage to property.  Without this data the claim cannot continue to be pursued by the third party.

The data is collected through;

• Emails

• Post

• Claims forms

• Phone

• Third parties such as solicitors and other insurers and/or their representatives

The basis for the processing

• Legal obligations: the processing is necessary for the Council to comply with the law and the Ministry of Justice reforms

• To deliver the service

Who your information will be shared with

• Internal Council Department to which the claim relates

• Loss adjusters

• Insurers

• We have arrangements with a range of IT providers who support the Council's IT systems and services, therefore your data may be accessed by these suppliers. Where we have these arrangements there is always a contractual agreement with them to ensure they comply with the Data Protection Law.

We will never sell your data, however it will be shared with third parties to:

• Comply with legal obligations and legislative requirements

• Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you

• To help if there is need of any professional or legal advice on a matter relating to you

• To help prevent fraud and/or tackle crime

• To improve and optimise the performance of our services

Provide accurate information

We need to hold accurate and up to date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

• Use your information for marketing or sales purposes without your prior explicit consent.

• Send or store your data abroad unless it meets the requirements of the Data Protection regulations

• Make decisions about you based on automated processing.

How long will we hold your data for?

We will keep all records relating to claims for 10 years from the date that the claim is closed, and then anonymised and retained for a further 10 years.  After 20 years the claim will be deleted in its entirety.

Your rights

You have the right to access the personal information we hold about you.  Any access requests are free of charge.
If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data.
You have the right to ask us to erase your personal data in certain circumstances ('right to be forgotten').

You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances.  Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

• Submitting a Freedom of Information request online

• Phone: 01268 533333

• Letter to:

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office, by:

• Email: casework@ico.org.uk (opens new window)

• Phone: 0303 123 1113 (local rate) or 01625 545 745

• Letter to:

Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see:

• Information Commissioner's Office (ICO) (opens new window).