Brentwood Borough Council is the data controller for the purposes of the Data Protection Act 2018.
The Data Protection Officer for the Council can be contacted at DPO@brentwood.gov.uk
Why do we need your information? (The purpose and lawful basis for processing data)
- Insurance claims
What information we are collecting?
- Name
- Address
- Bank details
- Contact phone number
- Email address(es)
- Vehicle & Related Driver information
- Information relating to property damage or personal injury
How is it being collected?
- Information from service departments
- Public liability forms
- Telephone conversations
- Letters
- Emails
- Photographic evidence
- Scanned documentation
- Information provided by third parties eg, Insurance companies
How will it be used?
In the administration of insurance claims
Lawful basis for processing
We do not generally process your personal information based on your consent (as we can usually rely on other lawful bases). These are:
- Article 6(1)(c) Processing is necessary for compliance with a legal obligation to which Brentwood Borough Council is subject.;
- Article 9(2)(f) Processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Who will the information be shared with?
- Internally – Service Departments
- System Contractor Maintenance (remote access)
- Our insurance company
Retention Period of the data
We will only keep your information for as long as necessary. The retention period is either dictated by law or by our discretion. Once your data is no longer needed it will be securely and confidentially destroyed.
The GDPR/Data Protection Act 2018 allows you to find out what information is held about you on paper and electronic records. In order to do this, you can submit a subject access request to the Council’s Data Protection Officer. This service is free of charge.
In some circumstance where the information provided may be restricted, for example, where it contains confidential information about another person, where it will cause serious harm to your or someone else’s physical or mental well-being or if the information we give you may stop us from preventing or detecting crime.
Your rights and how to complain.
You have certain rights in relation to the processing of your Personal Data, including to:
- Right to be informed
You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this. - Right of access (commonly known as a “Subject Access Request”)
You have the right to receive a copy of the Personal Data we hold about you. - Right to rectification
You have the right to have any incomplete or inaccurate information we hold about you corrected. - Right to erasure (commonly known as the right to be forgotten)
You have the right to ask us to delete your Personal Data. - Right to object to processing
You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material. - Right to restrict processing
You have the right to restrict our use of your Personal Data. - Right to portability
You have the right to ask us to transfer your Personal Data to another party. - Automated decision-making.
You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
- Right to withdraw consent
If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
Right to lodge a complaint
if you are concerned about the way in which we are handling your Personal Data then you have the right to lodge a complaint with the UK’s data protection regulator (the Information Commissioner’s Office). They can be contacted online at:
or post at:
ICO
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Or by telephone on 0303 123 1113
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, you may contact us at DPO@Brentwood.gov.uk
We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.