Risk Management (insurance claims)

1. The purpose for which we use your personal data

We use the personal data you provide to assess, investigate, and manage insurance claims made against Carmarthenshire County Council. This includes verifying details, liaising with insurers, legal representatives and relevant authorities where necessary to process your claim or prevent fraud. Your information will not be used for any other purpose.

The lawful basis for the processing this information is because it is necessary to perform a task in the public interest and also to comply with our legal obligations under the Local Government Act and associated legislation.

We collect and use information about your health and other special category (sensitive) personal data for reasons of substantial public interest.

2. What type of information do we use?

We collect the following types of personal data to deliver this service:

·       Name

·       Address

·       Date of birth

·       Gender or gender identification

·       Telephone numbers

·       Email addresses and correspondence

·       Bank/payment details and/or billing details

·       Family composition

·       Witnesses and other service users information

·       Your social circumstances

·       Your financial circumstances

·       Employment and education details

·       Information about housing

·       Images/photographs

·       Vehicle Registration numbers

Where relevant, we use the following types of sensitive personal data (known as special category data):

·       Information about your health, for example, where a claim is about a health     condition arising as a result of an injury

·       Race or ethnic origin

·       Genetic data

3. Do we use information received from other sources?

To provide this service, we collect personal data directly from you but we also obtain information about you from the following sources:

     ·        Our insurers and their appointed claims handlers

·        The Council services which the claim relates to

·        The Council’s own Legal Services

·        External Legal representatives acting on behalf of the Council

·        Relevant authorities (e.g., police, courts) where required by law or to prevent fraud

4. Transferring your information abroad

We use Microsoft Office 365 to process all of our electronic documents under the terms of a strict agreement, which safeguards your information.  This personal data is hosted on servers outside of the UK, but only in EU countries which are subject to the General Data Protection Regulation.

We don’t transfer any other information about you outside of the UK.

5. Who has access to your information?

We share your personal data only when there is a need for us to do so.  When we do this, we provide the minimum amount of information that is necessary in each case to the following recipients:

·        Our insurers and their appointed claims handlers

·        The Council services which the claim relates to

·        The Council’s own Legal Services

·        External Legal representatives acting on behalf of the Council

·        Relevant authorities (e.g., police, courts) where required by law or to prevent fraud

We will not share your information with other Council services or external organisations unless it is necessary for the claim process or it is required by law.

There are also other specific situations where we may be required to disclose information about you, such as:

·       Where disclosing the information is required to prevent or detect a crime

·       Where disclosure is in the vital interests of the person concerned

6. How long we will keep your information

We will keep your personal data for a minimum of 6 years from the date the claim is closed, in line with the Council’s Retention Guidelines and statutory requirements. For personal injury claims, retention may extend to 3 years after the claimant reaches 18 years of age.

7. Your Data Protection rights

You have the right to:

• Obtain access to the personal data that Carmarthenshire Council is processing about you
• Have any inaccurate or incomplete information rectified (corrected)
• Withdraw your consent to processing, where this is the only basis for the processing
• Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

• Object to the processing of your personal information
• The erasure of your personal data
• Restrict the processing of your personal information
• Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .