Insurance Privacy Notice

The Insurance Department is committed to protecting and respecting your privacy. For the purpose of the 2018 General Data Protection Regulation, the Data Controller is New Forest District Council, Appletree Court, Beaulieu Road, Lyndhurst, Hampshire SO43 7PA (data.controller@nfdc.gov.uk ).

When you contact the insurance department we will ask you for certain personal information in order to be able to assist with your specific enquiry or claim. Some of this information will need to be recorded and stored on our systems. Your information will only be used so we can deal with your enquiry or claim and may be shared across departments within the council or with other authorities and organisations, if it is necessary to do so. If you are making an insurance claim we will share your information with our insurers.

This Privacy Notice aims to explain:

The different kinds of personal data we process
How we use your data
How we store your data
Why we process your data
When and why we share your information
What are the legal grounds for processing your information

What kind of personal data do we process

When you contact the insurance department we will need to collect certain personal information from you, which can include your name, your address, your phone numbers, your email address, your date of birth, vehicle information, medical and health records or details on vulnerabilities, and financial information.

The type of information we collect will depend on your specific enquiry or claim.

How we use your data

We use your information in a variety of ways:

To process insurance claims, this may include liaising with other council departments to obtain information
To help investigate any concerns or complaints that you may have about the services you receive from us.
To liaise with the council's insurers in determining your claim.

How we store your data

The information we collect is recorded and then stored on our secure document and records management system.

The information in this system is retained for various periods dependant on the nature of the claim and in line with the council's retention policy before being deleted.

Why we process your data

We will need to process your data during the handling and determination of your insurance claim. We may also need to process your data in order to investigate any concerns or complaints you have about the services you receive from us.

When and why we share your information

Sometimes, in order to process your claim or enquiry we need to share the information that you give us; either with other departments within New Forest District Council, or with other external organisations (for example the councils insurers or solicitors). Some examples of how and why we share your data are shown below:

If you are making an insurance claim against the council we will need to share your information with our insurers in order for them to handle and determine the claim.
On some occasions information will need be shared with solicitors who have been instructed by our insurers.
Dependant on the nature of your claim we will often have to share your information with other departments or services within New Forest District Council so they can investigate areas of concern relevant to your enquiry or claim.
With your explicit consent we will share data relating to your claim with your legal representatives.

Below is a list of the most common teams or departments that we share information with; this is not an exclusive list, and information may need to be shared with other teams or services within NFDC (that are not listed below) in order to process your enquiry or claim.

Housing Departments

We may need to pass on your contact details to our Housing Team so they can make contact with you for more information on any housing issues. We may also need to obtain information from the Housing team regarding your tenancy if appropriate to do so.

Human Resources / Payroll

We may need to obtain personal information from our HR and Payroll team in order for us to process any claims. This could be information including payroll information, training records and personnel records.

Health & Safety

We may need to pass on your contact details for our Health and Safety team to contact you. We may also need to obtain information from our Health and Safety team such as accident reports to process any claims.

Open Spaces and Car Parks

We may need to pass details and obtain details from our Open Spaces and Car Parks teams in order to process a claim.

Street Scene

We may need to pass details on to and obtain details from our Street Scene team in order to process a claim.

Health & Leisure

We may need to pass details and obtain details from our Health & Leisure in order to process a claim.

What are the legal grounds for processing your information

The legal basis allowing us to process your data will vary depending on your specific claim or enquiry but will be predominately used where we need to process your information so an insurance claim can proceed. We will process your data:

a. With consent;

b. Where it is in the public interest to do so;

c. Where it is in the legitimate interest of NFDC to do so; for example where there may be a risk to public health and safety; and

d. With your explicit consent or where there is a substantial public interest. For example when dealing with sensitive issues such as health.

If you wish to withdraw this consent, you can do so by contacting us at the address New Forest District Council, Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA or email insurance@nfdc.gov.uk

More information

We work hard to ensure that we only gather information that we need to process your insurance claim However, if you have any concerns relating to this or your Privacy in general, please contact the insurance team by email to insurance@nfdc.gov.uk or email our Data Protection Officer on data.protection@nfdc.gov.uk

For further information, plus information on access, portability, withdrawal of consent, correction etc. please see:

Information Rights Policy (PDF, 237 KB)

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office:

Website: https://ico.org.uk
Phone Helpline: 0303 123 1113
Email: casework@ico.org.uk