TYPE OF PERSONAL INFORMATION

Typically, the personal details we may hold will include your name, address, date of birth, email address, phone number, bank details, vehicle registration and driver license information. We may also need similar records of those who have your authority to speak on your behalf.

Under certain circumstances we may also need to obtain information about health or gender. We may also need details of previous claims history and criminal convictions.

If we need to obtain information which is by nature sensitive, we will only do so on the basis that it is in the public interest – for example to fight crime, prevent fraud or to make sure insurance is available.

We will only request what is necessary, protect it with appropriate security measures and retain such personal information for no long as is necessary.

We may collect personal information by you, or a named representative, by telephone, email, text, letter or other companies assisting or associated with the claim.

REASONS FOR DATA RETENTION

When we contact you, we will only use your information on the basis that it is necessary to administer your insurance contract, help you make a claim or provide services in relation to your claim.

Where relevant we will retain data in order to protect 4th Dimensions interests and preserve evidence.

WHO DO WE SHARE PERSONAL INFORMATION WITH

Where we need to pass information to other firms, it will only be for that specific purpose. These firms will be insurers, brokers, solicitors, recovery agents, engineers and any other companies assisting with the claim. Where we are obliged to share information, we will ensure that they have adequate procedures to ensure that the information is managed in accordance with the relevant legislation and regulatory guidance.

We may also be obliged to share personal information with legal, administrative or regulatory authorities.

STORAGE OF RECORDS

We have organisational and technical measures in place to protect your records. Whilst we look to minimise the usage of hardcopy records, however where hardcopy records are required these are stored in a secure location when not being used. All electronic information is encrypted and archived.

When the retention timeframe expires, we will destroy the data covered by this Privacy Notice. Your records will be destroyed in a way to ensure permanent deletion.

Destruction of electronic records should render them non-recoverable even using forensic data recovery techniques.

HOW LONG WE KEEP YOUR RECORDS

We will keep records for as long as they are needed in line with the Data Protection Act and the General Data Protection Regulation.

WHAT ARE MY LEGAL AND REGULATORY RIGHTS

You have the right to make a complaint to the Information Commissioners Office. More information can be found on their website: www.ico.org.uk or telephone on 0303 123 1113.

You have the right to be informed about the collection and use of your personal data.

You have the right of access to your personal data.

You have the right to insist that we correct any inaccurate or incomplete personal data we hold.

You have the right to ask us to delete your information or stop using it (unless it is necessary for us to retain it for a specific purpose, such as insurance, financial, legal or regulatory purposes).

You have the right to request the restriction of processing personal data in certain circumstances.

Where processing of data is carried out by automated means, individuals have the right to request a copy of this data in a “structured, commonly used and machine-readable format”. You then have the right to request transmission of the data to another data controller.

You have the right to object to processing of personal data at any time.

You have the right not to be subject to a decision based solely on automated processing.

There may however be some cases where we may not able to comply with certain requests. This may be owing to the fact that we may have obligations to comply with other legal or regulatory requirements where relevant. We will however always respond to your request and where we cannot comply with that request, we will clarify why.

In some circumstances exercising some of these rights (including the right to erasure, the right to restriction of processing and the right to withdraw consent) may mean we are unable to further your claim or are limited in the provision of services to your claim.

CONTACT US

You can obtain a copy of your personal information from us without charge by contacting us either in writing or verbally using the following contact details;

By writing to us at 4th Dimension Innovation Ltd, Unit 5 Alpha Way, Egham, Surrey, TW20 8RZ.

By email to www.ico.org.uk

By phone on 0330 880 3400.

In all instances please raise your query with our Data Protection Officer.