Privacy Policy

We are committed to protecting the privacy of all information including “Personal Data” that we collect and process in the course of our business as loss adjusters and claims managers.

“Personal Data” is any details or information which identifies you or other private individuals. The handling of it is covered by the Data Protection principles:

  • to be informed – Individuals should be entitled to a minimum set of information concerning the purposes for which their personal data will be processed.
  • to gain access to their information – Individuals can request access to their personal data and GDPR puts obligations on controllers to comply with such requests, where applicable and to supply this data free of charge if the request is reasonable. This must be carried out within one month of receiving the request.
  • to rectification – Individuals can request a controller rectify any errors in their personal data where applicable, and this must be carried out within one month of receiving the request.
  • to erasure – Individuals can request the deletion or removal of personal data where there is no compelling reason for its continued processing.
  • to restrict processing – Individuals can ‘block’ or suppress processing of personal data.
  • to data portability – Individuals can obtain and reuse their personal data for their own purposes across different services.
  • to object – Individuals can object to processing which has as its lawful basis the legitimate interests of the controller or a third party or where it is necessary for a task carried out in the public interest. Where a data subject is using their right to object, the GDPR requires you to demonstrate that either you have compelling legitimate grounds for continuing the processing that override the interests, rights and freedoms of the data subject, or the processing is necessary for the establishment, exercise or defence of legal claims.
  • to not be subject to a decision based on automated processing or profiling – individuals have the right not to be subject to a decision when it is made solely on the basis on automated processing of their personal data. You must ensure that individuals are able to obtain human intervention, express their point of view; and obtain an explanation of the decision and challenge it.

As such your Personal Data will

  • only be collected where we have lawful grounds and legitimate business reasons to do so.
  • be dealt with in a transparent and legitimate manner.
  • only be obtained and processed for the purposes of handling of your claim and will not be used for any purpose other than for the handling of your claim.
  • be corrected/updated if you inform us that your details have changed or that they are incorrect.
  • be retained within appropriate physical and technological security measures.
  • be securely disposed of at the end of the appropriate retention period, which will be no longer than the information is needed to be retained for the purpose for which it was obtained.
  • only be provided to others for the purpose of processing your claim and we will ensure that when we do this the recipient has appropriate security measures in place

On all claims, your information will be provided to the Insurer who holds the relevant policy.

Why we need your personal data

We have been appointed by your insurer to deal with your claim.  To do that, we will need to process your information. The information will consist of the personal data given to us by your insurer upon our appointment and during the handling of your claim by us. It will also include any personal data collected by us from you or other parties during the claims process. We will only collect this information in accordance with the Data Protection principles as detailed above.

We will only process personal data that is necessary for the handling of your claim,  examples of which may include but not necessarily be restricted to:

  • Your name and address, place and date of birth, National Insurance number, passport number, driving licence number, contact details such as e-mail and telephone number/s, your gender, marital status, family status, photographs, video and other images, professional licenses and affiliations, professional and financial information and history.
  • Telephone recordings – Recordings of telephone calls to our staff and offices.
  • Information to investigate crime, including fraud and money laundering: For example, insurers commonly share information about their previous dealings with policyholders and claimants for this purpose.

We will not use your data for any marketing purposes whatsoever. It will not be used, sold, shared or distributed to any third party for marketing or any other commercial purposes/s.

We do however value your feedback and provide this to your insurers in order that we can gauge, measure and improve our service. We will specifically seek your consent should we invite you to take part in any such survey.

In any event please feel free at any time to provide us with your feedback, good or bad.

How we use your Personal Data

We use this Personal Data to:

  • Communicate with you and other interested parties to manage your claim.
  • Make decisions about claim assessment, processing and settlement.
  • Provide improved quality, training and security
  • Prevent, detect and investigate crime, including fraud and money laundering.
  • Resolve complaints, and handle requests for data access or correction.

We will retain your Personal Data for the period necessary to fulfil the purposes of handling your claims and agreed with your insurers unless a longer retention period is required by law.

Sharing of Personal Data

As part of our claims handling your Personal Data may be shared with others:

  • Our group companies.
  • Your insurer’s service providers.
  • Our service providers.
  • Any regulatory party to comply with legal duties and requirements.
  • Other parties such the emergency services, our bank where we operate fund payment arrangements on behalf of your insurer, any fraud prevention database supported by and or regulated by insurers or the FCA. For example the Personal Data may be put on registers of claims and shared with other insurers.

Where we provide Personal Data to a service provider, the service provider will be required to use appropriate measures to protect the confidentiality and security of your Personal Data in accordance with all applicable data protection laws and regulations.

Personal Data – reporting

To protect your data we take all appropriate, reasonable, proportionate, technical and legal measures. If you believe that your communications with us or the data that we have retained is no longer secure or correct you should contact us immediately.

Accuracy of Data

All possible reasonable steps are taken to ensure that your Personal Data is accurate and complete as is necessary for the performance of our services to you. Should you consider the data we hold is either inaccurate or no longer correct you have the legal right to have it corrected. See contact details below.

If you have any queries please email Woodgate and Clark Ltd at dataprotection@woodgate-clark.co.uk