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Insurance Privacy Notice

How we use your personal information in Insurance Services

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.

We have summarised in this privacy notice some of the key ways in which we use your personal information in our capacity of the provision of Insurance Services to the Council. This information should be read in conjunction with the Councils corporate privacy notice

1. Who we are, what we do.

The Insurance Services team is the primary source of Insurance advice to the Council, its Cabinet, Committees, Elected Members, Departments and Officers.

Insurance Services conduct insurance and legal matters on behalf of the Council in areas such as (but not limited to):

  • Civil litigation
  • Property matters
  • Contract Advice & Preparation
  • Education
  • Highways Road Traffic & Transportation
  • Planning
  • Public Law
  • Corporate Finance
  • Health & Safety
  • Human Resources & Employment matters
  • Waste Services

 2. What and whose personal information we hold?

We hold information which is pertinent and relevant to the subject of and parties to an Insurance matter. In our conduct of the same, we will collect the following personal information, for example:

  • Personal details e.g. name, address, date of birth, National Insurance Number (for injury claims only)
  • Contact information e.g. telephone, email 
  • Identity information and documentation
  • Additional information in relation to the legal transaction to enable us to progress the case.

On occasion, depending on the nature of the claim, we may process health information and other special category data such as biometric information, which could include CCTV footage and photographs. 

 3. Where does the service get my information from? 

The information comes from a variety of sources, but in most cases the information comes from you. Sometimes other people or organisations provide personal information by making a complaint or submitting information on behalf of someone else. In addition, outside agencies such as other local authorities may provide us with personal information.

Where you have provided us with personal data about other individuals, such as family members, please ensure that those individuals are aware of the information contained within this notice.

4. What we will do with your personal information?

We will use personal information held to – 

  • Undertake our instructions on a legal claim
  • Process financial transactions on behalf of the Council
  • Protect individuals from the risk of harm or injury where necessary

From time to time it may be necessary to share your information with third parties, including legal advisors, government bodies, dispute resolution and law enforcement bodies, insurers or other service   providers in order to comply with our obligations under law.

5. What is the legal basis for the use of this information?

The legal basis for our use of your personal information will generally be one or more of the following: 

  • We need to process your personal information to carry out a task in the public interest or in the exercise of official authority in our capacity as a public body
  • We need to process your personal information for the legitimate interests of representing the Council in a legal transaction
  • We need to process your personal information to satisfy our obligations under law in representing the Council in a legal transaction

6. Does the service share my personal information with any other organisation?

From time to time we will share your personal information with advisers and service providers so that they can assist us in processing a legal transaction. Some of those organisations will simply process your personal information on our behalf and in accordance with our instructions. Other organisations will be responsible to you directly for their use of personal information that we share with them.

In each case we will only do this to the extent that we consider the information is reasonably required for these purposes.

In addition, where required by law or to carry out a public task under the official authority of the Council, we may share your personal information with:  

  • Family, associates or representatives of the person whose personal data we are processing  
  • Private investigators  
  • Local and central government  
  • Ombudsman and regulatory authorities  
  • Professional advisers and consultants  
  • Courts and tribunals  
  • Regulatory bodies  
  • Healthcare professionals  
  • Law enforcement and prosecuting authorities  
  • Legal representatives, defence solicitors  
  • Claims handling service – currently Risk Management Partners  and Marsh Limited.   
  • Insurance companies – currently QBE,  Gallagher BassettChubb Standard Securities

7. How long will my information be kept?

We will only keep your personal information for as long as we need it. However, we are required to retain your information for a period at the end of the transaction. In practice, this means that your personal information may be retained for a period of between 7 and 21 years depending on the nature of the transaction.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

View further details on your information rights and how to exercise them 

9. Contact us

If you have any concerns or would like to know more about our use of personal information, please contact us in one of the following ways:

By email:

In writing : RCTCBC, The Pavilions, Cambrian Park, Clydach Vale, CF40 2XX