This Privacy Notice shall become effective as of 25 May 2018.
At ICA (Europe) Ltd, we understand that we have a responsibility to protect and respect your privacy and look after your personal data.
This Privacy Notice explains what personal data we collect, how we use your personal data, reasons we may need to disclose your personal data to others and how we store your personal data securely.
For clarity, ICA (Europe) Ltd may be both data controller and data processor for your personal data under certain circumstances.
We must advise that this policy is subject to change, so please check our website on a regular basis for any further changes.
Data Protection law will change on 25 May 2018
This Privacy Notice sets out your rights under the new laws.
Who are we?
ICA (Europe) Ltd provides claims handling services in the United Kingdom and the Republic of Ireland to Insurers throughout Europe. ICA (Europe) Ltd has a registered office at 2nd Floor Turnford Place, Gt Cambridge Road, Turnford, Broxbourne, Hertfordshire, EN10 6NH and company number 3924138. Alistair Hart is the Managing Director and is responsible for Data Protection compliance.
How the law protects you
Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The reasons we process your personal data include, but are not limited to, processing your claim, validating amounts claimed and to contact you regarding your claim, if necessary.
How do we collect personal data from you?
We receive information about you from our Principals, Insurers, Legal Representatives, when you complete forms on our website, or if you contact us by telephone, email or fax when you commence a claim.
If we are provided with personal data about a third party (for example when pursuing a claim on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.
What type of data do we collect from you?
The personal data that we collect from you may include, but is not limited to, your name, address, date of birth, medical history, National Insurance number, vehicle registration, email address, and phone numbers.
How we use your data
We use information about you in the following ways:
- To register and process your claim
- To provide a claims handling service to our Insurer client
- To comply with the contractual obligations we have to our Insurer clients
- To help us identify you and any claims you have with us
- To provide customer care, including responding to you requests if you contact us with a query
- To process payments and keep track of payments
- To detect fraud and to make sure what you have told us is correct
- To carry out statistical analysis
We will keep your personal data for the duration of your claim. We shall retain your data only for as long as necessary in accordance with applicable laws.
On the completion of your claim we may keep your data for a further 6 years after your claim is completed. We may not be able to delete your data before this time due to our legal and/or accountancy obligations. We may also keep it for research or statistical purposes. We assure you that your personal data shall only be used for these purposes stated herein.
Who has access to your personal data?
Here is a list of all the ways that we may use your personal data and how we share the information with third parties:
Compensation Recovery Unit/Department of Work and Pensions
If your claim involves a personal injury to you, we are required to provide your personal data to the Compensation Recovery Unit, a government department that recovers DWP payments and NHS costs.
If your claim involves a personal injury to you we may instruct a medical specialist to examine you and we will provide them with your personal data at the point of instruction.
If your claim involves vehicle damage or property damage we may instruct a relevant engineer to inspect the damage and we will provide them with your personal data at the point of instruction.
If your claim involves vehicle damage or property damage we may instruct a forensic expert to inspect the damage and we will provide them with your personal data at the point of instruction.
When we register your claim we inform our Insurer client at which point we provide them with your personal data.
We may pass your personal data to third parties for the provision of services on our behalf (for example inspecting vehicle or property damage). However, we will only ever share information about you that is necessary to provide the service and we have specific contracts in place, which ensure your personal data is secure and will not be used for any marketing purposes.
We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of ICA (Europe) Ltd, our clients, or others. This includes, but is not limited to, exchanging information with other companies and organizations for the purposes of fraud protection, and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten. There are legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.
Our Privacy Notice shall be made clear to you at the point of collection of your personal data.
We will not use your personal data for marketing purposes.
Accessing and updating your data
You must maintain the accuracy of your information and ensure all your details, including but not limited to, name, address, title, phone number, email address are kept up to date at all times. You must do this by contacting ICA (Europe) Ltd by telephone on 01992 476600 or by email on email@example.com.
You have the right to access the information we hold about you. Please email your requests to firstname.lastname@example.org so that we can obtain this information for you.
Links to other sites
ICA (Europe) Ltd may provide links to third party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third party sites. Any information that is supplied on these sites will not be within our control and we cannot be responsible for the privacy policies and practices of these.
Where we store your personal data
We follow accepted ISO standards to store and protect the personal data we collect, including the use of encryption if appropriate.
All information you provide to us is stored on our secured server. We will ensure that reasonable steps are taken to protect your data in accordance with this privacy notice.
As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Any sensitive data are encrypted and protected.
We agree to take reasonable measures to protect your data in accordance with applicable laws.
In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.
Please email any questions or comments you have about privacy to us at email@example.com