- How we use your data
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This notice tells you how the risk management and insurance team will deal with the personal information you have provided to us in order to progress your claim and meet our legal and regulatory obligations. The council is a data controller with regard to your personal data.
This notice should be read by the person making the claim.
Make sure this notice is brought to their attention if you are not the claimant and make sure anyone whose data you provide to us is aware of it.
In this notice the words 'you' and 'your' refer to the person making the claim.
We will process the personal information you provide to us by phone, email, letter, verbally or in completed claim forms. We also collect personal information from your appointed agent, such as your solicitor, or from other sources for verification purposes, such as other council departments, a car repair garage or other insurance companies and information you have volunteered to be in the public domain.
We will only collect the personal information we need to fulfil our obligations and, where necessary to defend ourselves. The type of personal information we may collect includes basic personal information (such as name, address and date of birth), occupation and financial details, health information where it is relevant to your case, claims and convictions information and, where you have requested other individuals be included in the arrangement, personal information about those individuals.
We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes. We may also share your data with the council's fraud team to help to prevent and detect fraud.
We will only collect and use your personal information
- where the processing is necessary in connection with the processing of your claim
- to meet our legal or regulatory obligations
- where it is in our 'legitimate interests' to do so
It is in our legitimate interests to collect your personal information in order to manage our risks and process and defend claims against us. We will always make sure we keep the amount of information collected and what we do with it to the absolute minimum to meet this legitimate interest.
Examples of the purposes for which we will collect and use your personal information are:
- to identify you when you contact us
- to deal with, investigate and assess your claim, including passing details to our insurers
- for the prevention and detection of fraud
- to defend ourselves
- where relevant, for the assessment or collection of any tax or duty
Where necessary, we will share the personal information you give us for the purpose of processing your claim and in accordance with our legal obligations with the types of organisations listed below:
- other areas of the council
- our insurers
- our external loss adjusters or solicitors
- Cabinet Office
We will keep and process your personal information for as long as necessary to meet the purposes for which it was originally collected. These periods of time are subject to legal, taxation and regulatory requirements and to enable us to manage our business.
You have a number of rights under data protection law:
- to access your data (by way of a subject access request)
- to have your data rectified if it is inaccurate or incomplete
- in certain circumstances, to have your data deleted or removed
- in certain circumstances, to restrict the processing of your data
- a right of data portability, namely to obtain and reuse your data for your own purposes across different services
- to claim compensation for damages caused by a breach of the data protection legislation
- if we are processing your personal information with your consent, you have the right to withdraw your consent at any time
- you can ask what is being done with the information we hold about you
- you can ask us to review a decision made about you by a computer, and ask for a new decision to be made by a person
If you do not provide us with your personal information we will not be able to process your claim.
- Who to contact if you have questions
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If you wish to contact us in relation to any of your information rights, email foi@stoke.gov.uk or write to Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH.
Complete the online form
If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the information rights team in the first instance using the details above. If you are not satisfied you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or call 03031231113