Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.
This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why. If you are their representative please ensure that this notice is brought to their attention. In this notice the words “you”, “your” and “yours” refer to the person making the claim.
Why we collect and use personal information about you
We collect and hold personal information relating to your claim for compensation.
We use this information in order to handle your claim and decide on the Council’s liability and the extent of that liability.
We may use your information for claims purposes, statistical analysis, management information, audits on handling of claims, systems integrity testing and risk management. We will only share your information where we are required or allowed to do so by law.
What personal data do we collect about you?
This personal information may include confidential health information and other special category data.
Who we share your personal information with
We may share information we collect about you with:
- Our appointed claims handlers, solicitor and barristers
- Other companies relevant to handling your claim
- Person, entity, or organisation against which you have made a claim and their authorised business partners, including solicitors
Claims history
The Council's insurers, external claims handlers or solicitors pass information to the Claims and Underwriting Exchange Register run by Insurance Database Services Ltd (IDSL) and (where appropriate) the Motor Insurance Anti-Fraud and Theft Register run by the Association of British Insurers (ABI). This helps us check information provided and prevent fraudulent claims. When you tell us about any insurance related incident we will pass information relating to it to the relevant database. We, insurers, external claims handlers and solicitors may search these databases in the event of any incident or claim.
Fraud prevention and detection
In order to prevent and detect fraud we may share information about you with other organisations including the Police, conduct searches about you using publicly available databases, check and/or share your details with fraud prevention and detection agencies and undertake credit searches. If false or inaccurate information is provided and fraud is identified details will be passed to fraud prevention agencies. Law enforcement agencies may access and use this information. We and other organisations may access and use this information to prevent fraud and money laundering.
How long will we keep your information?
We will only keep your information for as long as we need to so that we can handle your claim, unless we must keep it for legal reasons. The time can be different depending on the type of claim made against the Council.
Your rights
You have the right to:
- Ask to see the personal information we hold about you (also known as a Subject Access Request)
- Withdraw consent (see below)
- Ask us to change information we hold about you if it is wrong
- Ask us to delete the information we hold about you
- Ask us to limit the way we use your personal information
- Data portability (have your data transferred to another Authority)
- Question decisions made about you by a computer
- Complain to the Information Commissioner’s Office (information below)
To exercise any of these rights please email insurance.services@coventry.gov.uk
It should be noted that the exercise of some of the above rights may compromise our ability to handle your claim.
Withdrawal of consent
Where personal data is processed on the basis of consent, you will have the right to withdraw that consent. However Coventry City Council processes personal data where it is necessary in order to comply with our legal obligations and to enable us to perform tasks carried out in the public interest.
Complaints
You have the right to submit a complaint if you are unhappy with the way your request about your data is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision. DPOTeam@coventry.gov.uk
If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF.