PN010 - Insurance Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Resources
Work Area: Financial Services
Contact Details:
Privacy Notice Name: Insurance

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

This Privacy Notice covers the Council’s insurance claims handling system and specifically the information required to process and investigate claims and if appropriate make decisions on the amount of compensation awarded.

Who provides your data to the Council?

The personal information we process is provided to us directly by you or your appointment legal representative.

How does the Council collect this information?

The Council collects information in the following way: -

  • Email
  • Telephone
  • Claims Portal

What information does the Council collect about you?

The Insurance Claims Handling system collects and processes a range of information about you. This includes:

  • Name
  • Address
  • Telephone No.
  • Email address
  • Date of Birth
  • National Insurance No.
  • Medical Records
  • Vehicle Registration
  • Witness Names and address
  • Representative names and address
  • Solicitor’s names and contact details
  • Insurance details
  • Bank name, sort, and account code

Why does the Council process your personal data?

Under the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is: -

  • We need it to perform a public task

Special categories of personal data

We collect the following special category data:

  • data concerning health

We collect this under Article 9 of the UK GDPR.

We do not collect criminal data.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

Your data may also be shared externally with organisations to investigate your claim. These may include, but not be limited to :-

  • Solicitors
  • Insurers
  • Loss Adjusters
  • Department of Work and Pensions (personal injury claims only)
  • Audit Commission as part of the National Fraud Initiative.

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?


How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused, or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in:-

  • Secure Insurance Claims Handling database

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • Information about you will be held by the Council for up to 7 years after your claim has been closed. Unless the claim was in respect of a minor in which case the information will be held up to 4 years after the minor’s 18th birthday.

The Council keeps information for this length of time to reopen claims and to investigate possible fraudulent claims.

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances)
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact Wendy Edwards, Civic Centre, Pontypool, Torfaen, NP4 6YB

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 17/07/2023 Back to top