Insurance claims privacy notice

Updated: 13 February 2023

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

  • name
  • address
  • email address
  • date of birth
  • National Insurance number
  • phone number
  • bank details

We may also collect special category data including:

  • health and medical information

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • to administer your claim and for the prevention and detection of fraud
  • to deliver the service, or handle your query
  • to plan and improve the service we offer

The information provided will only be processed for the purpose of dealing with your insurance claim.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • central government agencies
  • other local authorities
  • health and social care providers
  • police and probation services
  • independent legal advisors
  • insurers and their associated claim handlers, including loss adjusters
  • commissioned partners
  • family members
  • personal data is supplied by claimants or their legal or other representatives (for example insurers) in pursuance (or defence) of claims

How the law allows us to use your personal information

The council has various statutory duties, such as those included in, but not limited to:

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis for processing is Article 6 UK GDPR:

  • (b) process is necessary for the performance of a contract
  • (c) processing is necessary for compliance with a legal obligation to which we are subject
  • (e) a task carried out in the public interest

Special category data

Special category data is being processed under Article 9 UK GDPR:

  • (e) processing relates to personal data which are manifestly made public by the data subject
  • (f) exercise or defence of legal claims
  • (g) reasons of substantial public interest
  • (j) to analyse your information

Who we share your information with

We share your information with:

  • solicitors are obliged to use the claims portal for certain claims (such as personal injury claims valued at up to £25,000 and where the incident giving rise to the claim falls on or after 31 July 2013) but from time-to-time this is subject to amendment by law
  • any service area within the council, or a school, against who a claim has been made - the information shared is proportionate and relevant to the claim
  • statistical (anonymised) information will be shared with brokers and insurers in the exercise of purchasing insurance
  • statistical (anonymised) information will be disclosed in response to Freedom of Information Act requests

If you want any more details on who we share data with, please contact us by:

We will not sell your personal data to any party.

How we store your personal information

Information provided in the pursuance (or defence) of claims may be kept indefinitely for the purpose of the detection and prevention of fraud, and for statistical purposes to enable the buying of insurance cover.

Data will not be kept for longer than is necessary and is kept in line with the council’s retention and disposal schedule. We will dispose your information by securely destroying any data we hold.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Making a request

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

To make a request, contact us by:

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

If you need service adjustments contact us by:

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

  • visiting the ICO website
  • phoning the ICO helpline on 0303 123 1113
  • writing to:
    • Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire
      SK9 5AF