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Insurance Services privacy notice

Read the privacy notice for Insurance Services

When you or your agents intimate a claim to South Ayrshire Council, you will be providing us with some personal data or information.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for.

This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016 (GDPR).

What Personal Data will we collect from you?

We will only collect the personal information we need to process and handle your claim, and allow decisions to be made on your claim outcome. To do this, we may need the following personal data from you:

We are likely to need the following personal data from you:

  • Name
  • Date of birth
  • Address
  • Landline telephone number
  • Mobile telephone number
  • Email address.
  • National Insurance Number
  • Vehicle Information (if applicable)
  • Driving Licence Information (if applicable)
  • Employee number (if applicable) Training information
  • Third party information of passenger/potential witnesses
  • wage / salary information (if financial loss incurred)

We may need further special category (sensitive) personal data if an injury or ill-health has been sustained:

  • health conditions/ Disability (if applicable)
  • medical reports / health records
  • Health Declaration Information (if applicable)

Or on occasions criminal convictions:

  • Previous Driving Convictions / Offences (if applicable)

How will we use your information?

We will log and keep your personal data on our Insurance Database and pass to our Liability, Motor Insurers or Claims Handlers if the claim can be progressed.

All personal data is processed only by our South Ayrshire Council Risk and Insurance staff and South Ayrshire Council's appointed Insurers and Claims Handlers. We will only collect the personal data we need in order to fully consider your claim. We will use your personal data to contact you, process your claim and advise you of the outcome of your claim.

What is the legal basis for using/sharing your information?

Processing is necessary under the terms of the GDPR to process insurance claims and is required:

  • for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council

Special category data and criminal convictions

For some activities, we also need to process more sensitive personal information about you known as special category data, for example health information and criminal convictions data. The processing of this information is necessary for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process this more sensitive to carry out key functions as set out in law.

Who will we share your information with?

We will share your information with:

  • South Ayrshire Council appointed Insurers and Claims Handlers.

In addition, the Council has a duty to protect public funds and to this end, we may check the information you have given with other information we hold, share your information with other Council services and share your information with other Local Authorities, for the purpose of protecting public funds and to prevent or detect fraud or crime.

How long do we keep hold of your information?

We will retain claims records for the current year plus five further years from the time all claims obligations and entitlements have been concluded, except where the claim relates to an individual under 16 years of age, where we hold these records from their 16th birthday for a period of five years.

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply, in this case we are not required to:

  • erase your personal information.
  • enable the right to data portability

However, you do have the following rights and can ask us to:

  • correct your personal information if it is inaccurate;
  • complete your personal information if it is incomplete;
  • restrict the processing of your personal information in certain circumstances

You also have the right to object to the processing of your personal information

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square
KA7 1DR 

Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (

Information Commissioner's Office - Scotland
45 Melville Street


Telephone: 0303 123 1115