Please take a few moments of your time to to read this information carefully as it contains important information about how OCL Solicitors process and store your information.
Your details may be passed to OCL Solicitors by accident management companies in connection with a personal injury claim that you wish to make. We will process your personal data fairly and lawfully in accordance with the principles of the General Data Protection Regulation (“GDPR”) solely in connection with your claim and the provision of services by us.
We will share your personal data (including any sensitive personal data) with accident management companies also involved with your claim. We will also send to them and receive from them reports which provide updates and further details about your claim. We use these reports to manage your on-going claim and to measure the quality of the service that you receive. The accident management companies will use these reports to monitor the quality of the service you receive from us and to communicate with you.
For the purposes of the General Data Protection Regulation (GDPR) and following the transposition of the Data Protection Bill, the Data Processor, in relation to any personal data you supply, is OCL Solicitors Limited.
Section 1 – Who We Are:
In this Privacy Notice, ‘we’, ‘us’ and ‘our’ refers to OCL Solicitors Limited. You can ask for further information about our use of your personal information, by contacting our Data Protection Officer either by email at firstname.lastname@example.org or by post at OCL Solicitors, First Floor, Unit 1, Carolina Court, Doncaster, DN4 5RA.
OCL Solicitors Limited is a data controller and is registered as such with the Information Commissioners Office under registration number Z9785250.
Section 2 – What Information We Process:
We process your information in order to administer, pursue or defend a claim on your behalf.
We may receive personal information about you from any of the following sources:
- You, your claims handling agent or your insurance underwriter;
- Someone you have authorised to handle a claim on your behalf or a specific aspect of your claim;
- Third parties involved or representing a claimant/defendant to a claim.
The information we receive may consist of the following personal data:
- General information about you such as your name, address, contact details and date of birth;
- Information about what and/or who is included in your insurance policy, such as vehicle details and named drivers;
- Sensitive personal information, such as any medical conditions and criminal convictions;
- Your claims and credit history;
- Details of any complaint should there be a need to make one.
Section 3 – How We Will Use Your Information:
- To assess your financial standing;
- To verify the information provided;
- To confirm your identity;
- To prevent, detect and investigate crime, including fraud and money laundering;
- To administer and handle your claim;
- To assist with claim enquiries;
- To facilitate our quality and compliance monitoring;
- To resolve complaints and process requests for data access or correction.
Section 4 – Who We Might Share Your Information With:
Your information will be used for the purposes of bringing or defending a claim by us. It may be disclosed to regulatory bodies for the purpose of monitoring and or enforcing our compliance with any regulatory rules/codes. Your information may also be used for research and statistical purposes and crime prevention.
Where you are bringing a claim for personal injury and with your permission we will also provide it to providers of ancillary services such as physiotherapists, providers of other medical treatment etc.
We may also share your personal information with:
- Other organisations where we have a duty to or are permitted to disclose your personal information by law (e.g. if we received a valid request from the police or other third party organisation in the interest of preventing and detecting crime);
- Fraud prevention agencies and operators of registers available to the industry to check information and prevent fraud;
- With operators or registers available to the insurance industry to check information you provide. These include the Claims and Underwriting Exchange Register and the MOJ Portal. We may pass information relating to your claim and any incident to the operators of these registers, their agents and suppliers;
- Credit reference agencies to check your credit history. This check will be recorded on your credit reference file without affecting your ability to apply for credit or other financial products;
- Another company, if our business or part of it is bought or taken over by that company to ensure your claim can continue to be serviced or as part of preliminary discussions with that company about a possible sale or take over. You will be notified of this prior to any change or transfer.
We may need to disclose information to the third party representatives in order to best deal with your claim. We may also share your information with any other party involved in that claim such as third parties, their insurer, solicitor or representative and medical teams, the police or other investigators. We also may have to investigate your claims and conviction history.
Section 5 – How Long Do We Keep Your Data:
Where you are over 18 years of age your personal data will be held on record for 6 years and 4 months for the purposes for which it was originally collected and for the purpose of defending a legal claim.
Where you are under 18 years of age your personal data will be held on record for 21 years and 4 months for the purposes for which it was originally collected and for the purpose of defending a legal claim.
Unless a claim has been made your personal data will be deleted and erased after this period.
Section 6 – Your Rights and Access to your Information:
You have a number of rights concerning the personal information we use, these include the right to:
- Ask for access to and a copy of your personal information;
- Ask us to correct or delete the personal information. Please see the ‘Right to have your personal data deleted from our system” section for more information;
- Ask us to restrict or object to the use of your personal information. Please see the ‘Right to restrict the processing of your personal data’ section for more information.
- Where you have previously given us your permission to use your personal information for marketing purposes, withdraw that permission. Where your permission is withdrawn, your previous consent will remain valid in respect of our use of your information prior to the date you withdrew it, or if any marketing material has been sent prior to you advising that you do not wish us to contact you again;
- Complain to the Information Commissioner’s Office at any time if you object to the way we use your personal information. For more information please go to www.ico.org.uk
- Object to any automated decision including profiling;
- Request information for transfer to another company, also known as data portability
To request a copy of your data and make a formal ‘subject access request’ please write to us at Data Protection Officer, OCL Solicitors, Unit 1, Carolina Court, Doncaster, DN4 5RA or request this by email at email@example.com. For security reasons, please ensure that you include your full name, date of birth, address and postcode. We may request further information to validate your identity before the request is processed.
The information requested will be sent within 1 month unless the requests are complex or numerous in which case, we may extend this time by a further 2 months.
There will be no charge for a request for data however if it can be demonstrated that the requests are excessive, repetitive or frivolous, we may charge a reasonable fee or choose to refuse your request.
Right to have your personal data deleted from our systems
You can request that we delete your personal data from our systems if you believe that:
- We no longer need to process your personal data in order to provide you with services or;
- We no longer need to process your personal data in order to process any claims you make/ any claim made against you or;
- We have processed your personal data in a manner which you believe is unlawful or;
- We have to delete your personal data to comply with another piece of legislation.
We may choose to refuse your request if we believe that:
- We have a legal obligation to keep your data or;
- It is required for establishing or defending a legal claim.
Right to restrict the processing of your personal data
You can request that we temporarily stop the processing of your personal data if you believe that:
- We should not process your data whilst we are in discussions with you regarding a disagreement over the accuracy of your personal data or;
- We have processed your personal data in a manner which you believe is unlawful but rather than wanting us to delete your data you would prefer us to take another course of action to rectify your issue or;
- We no longer require the data but you do not wish us to remove it from our systems as you require it for establishing or defending a legal claim.
If such a restriction is put in place, then we will not process your data without informing you first that the reason for the restriction has been lifted.
Exceptions to this are that we can continue to process your data as follows:
- Storing your data or;
- Using it for processing any insurance claims that you have made or;
- Using it for the purposes of establishing or defending a legal claim or;
- Using it for the protection of the rights of another person.
Section 7 – Important Information:
Please note that if you give us false or inaccurate information it may invalidate your claim or could affect the amount we pay/receive to settle any claims you make under the policy.
If any information we hold is inaccurate please contact us to update your personal data.
Links to third party web sites on the site are provided solely as a convenience to you. If you use these links, you will leave the OCL Solicitors website. OCL Solicitors has not reviewed all of these third party sites and does not control and is not responsible for any of these sites, their content or their privacy statement. If you decide to access any of the third party sites linked to this site, you do so at your own risk.