Privacy Policy
This document explains how we collect, use and store your personal data.
HC&I Limited lawful basis for processing is for the legitimate interests of our instructing clients. Personal information collected on or from an individual will only be obtained lawfully and for this reason.
HC&I Limited are committed to taking your privacy seriously and conducting our business in accordance with all applicable Data Protection Laws.
We want you to be confident about how we use your personal information. We know that respecting the confidentiality of personal information is critical to preserving your trust. We have therefore invested in our systems and processes to ensure that the way we collect, use, share and store your personal information meets both the regulatory requirements on our own high standards.
Who we are and how to contact us.
HC&I Limited are instructed by insurer clients and the legal profession to undertake enquiries and carry out investigations regarding road traffic collisions, vehicle thefts and claims on their behalf.
Our registered address is
Field House,
Wheelers Hill West,
Little Waltham,
Chelmsford,
Essex
CM3 3LY
Our registered Company Number is 07440551
Should you wish to contact HC&I you can write to us at:
H C & I Limited
Fourth Floor
Victoria House
Victoria Road
Chelmsford
Essex
CM1 1JR
Alternatively you can email us at admin@hcilimited.co.uk
We are registered with the information Commissioner under the registration number Z2948765
How we collect your personal data.
To enable us to provide a full service to our clients and yourselves in dealing with the matter in hand we may need to collect some personal information. We will never ask for more information than we deem necessary. Some of the information we collate may be deemed as sensitive such as medical history.
We may collect personal information such as name, address, telephone number(s), date of birth, email address, claims history, national insurance number, driving licence number and job title.
We may also collect data from publicly available source such as Companies House and the Electoral Register based inside the EU.
We may collect information by face to face meetings, by writing, from online sources and by telephone.
The information collected will be held in digital and / or paper medium.
How we use or may share your information.
The personal information we collect in conjunction with the service we conduct on behalf of our instructing clients will be forwarded to the instructing client.
It may be used:
- to confirm your identity;
- to confirm your vehicle ownership;
- to verify the information provided;
- to provide a witness statement;
- to investigate a road traffic collision, vehicle fire or theft;
- to maintain your policy held with your insurer;
- to obtain police documentation;
- to approach the DVLA to confirm your licence details;
- to help prevent fraud and money laundering;
We may be required to carry out checks with 192.com, Equifax or Creditsafe to confirm your identity, residential status or directorships.
We may search public records (such as the Courts, electoral roll, DVLA records for licensing and DVSA Records for vehicle taxation status and MOT status) to confirm details supplied.
From time to time it may be necessary to share your personal information with other insurers or the police for the purpose of preventing and detecting crime.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
Automated decision making.
We do not carry out automated decision making or any type of automated profiling.
How long do we retain your personal information?
We will only keep your personal information for as long as reasonably necessary to fulfil the relevant purposes and in order to comply with our legal and regulatory obligations. Our files are kept securely for 7 years from the date of closure. Once the date has expired the digital copy is permanently deleted and the hard copy securely destroyed.
Your rights.
At any time you can request a copy of your personal information, once received to our offices we will forward your request to our instructing party.
You can contact us to update and amend your personal information if you do not believe the information is correct. We will also notify our instructing party of the amendment.
You have the right to request the restriction of the processing of your information, for example where you think the information we hold about you maybe inaccurate or where you think that we no longer need to process your personal information. This request shall be forwarded to our instructing party to be taken into consideration.
In certain circumstances you have the right to request to erase your personal information, for example if the information is no longer necessary for the original purpose. This request shall be forwarded to our instructing party to be taken into consideration.
You have the right to complain to the ICO (Information Commissioners Office) at any time if you object to the way your personal information is used. More information can be found on the ICO website at www.ico.org.uk or telephone their helpline 0303 123 1113. Alternatively, you can write to:-
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Transferring data internationally.
Data may be transferred internationally with the use of Microsoft products. Microsoft complies with both EU-US Privacy shield and EU model clauses.