Client Privacy Policy 

Horwich Farrelly are a specialist firm of solicitors who deal with legal claims within the insurance sector.

We are registered as a data controller with the Information Commissioner’s Office, registration number Z5937936.

This privacy policy explains how we use any personal information we collect about clients in order to progress their legal matter.

What information do we collect about a client?

We collect information about a client when their insurance company submits a file for a legal claim concerning the client and/or when a client voluntarily submits information in relation to that legal claim. This information can include, but is not exclusive to,:

  • Personal Data – such as the client’s name, address, age etc.
  • Sensitive Personal Data – such as the client’s racial or ethnic origin, medical records, political opinions, religious beliefs, criminal records etc.

Please be advised that we only collect information that is relevant to the aforementioned legal claim.

How will we use the information we collect?

The information we collect can be used in a variety of ways to process and manage the legal claim, such as:

  • Deciding on how the legal claim should be progressed
  • To prevent fraudulent claims

Horwich Farrelly may be required, from time to time, to send a client’s details to third parties in order to aid the progression of the legal claim and/or ensure their information is handled securely. These third parties can include, but are not exclusive to:

  • Transcription services
  • Expert witnesses
  • Barristers Chambers
  • Courts
  • Archiving facilities

Horwich Farrelly will not share client information with any unauthorised parties, either within or out with the organisation.

Information collected as part of Fraudulent Claims Investigations

As part of our fraudulent claims workload, we may be required to carry out lawful investigations to prevent and detect crime, using publicly available data sources, such as but not limited to:

  • Social media
  • General internet browsing
  • Companies House
  • HM Land Registry

Further to the above, we may also be required to search, cross reference and exchange information with database providers and organisations to verify information and/or preventing and detecting crime. These databases and organisations can include, but are not limited to:

  • Fraud prevention and financial crime databases
  • Law enforcement and regulatory agencies
  • Identity verification or tracing databases, such as Experian, Equifax or GB Group Connexus
  • Claims history databases, such as the CUE (Claims and Underwriting Exchange)
  • Motor vehicle databases, such as the MIAFTR (Motor Insurers Anti-Fraud & Theft Register)

Retention Periods

As per the Limitations Act 1980, legal files are kept for a minimum period of 6 years from the date the legal claim is closed. There are certain circumstances where records concerning legal claim files may be kept for longer than 6 years.

If you would like further information regarding this, please contact the Risk & Compliance team using the contact information below.

Marketing

We will not use a client’s information for marketing purposes unless they have explicitly given consent for us to do this. If a client no longer wishes their information to be used for the purposes of marketing, they can review their rights in the ‘A clinet’s rights regarding their information’ section below.

A client’s rights regarding their information

Under data protection legislation a client has the right to:

  • Request a copy of the information that we hold about them
  • Request that any information we hold about them is corrected if it is incorrect and/or inaccurate
  • Request that the processing of their information is restricted
  • Request that their information is ‘erased’ from our records

Please be advised that there is no charge for an initial request for a copy of the information we hold about a client, however subsequent requests will require a £10.00 administration fee to be paid.

If a client wishes to exercise their rights as listed above, they should submit a request to Horwich Farrelly using the contact information detailed in the ‘How to contact us’ section below. We will review each request submitted on a case by case basis and the client will be advised on the outcome in writing. Horwich Farrelly reserves the right to reject any such request if necessary.

Our Data Protection Officer

In order to align with General Data Protection Regulations we have assigned a specialist Data Protection Officer, within our firm, to deal with Data Protection policies, processes and data subject queries. Information on how to contact our Data Protection Officer can be found in the ‘How to contact us’ section.

Changes to our client privacy policy

We keep our client privacy policy under regular review.   It was last updated on 23rd May 2018.

How to contact us

If you are a client and have any questions regarding our privacy policy or the information we hold about you, contact our Data Protection Officer by:

  • Telephone:      03300 240 711  (please ask for the Risk & Compliance Department)
  • Email:               compliance@h-f.co.uk
  • Mail:                 To our Risk & Compliance team at the Manchester Office address shown in the ‘Contact Us’ section of the website (marked FAO The Data Protection Officer)

Please note, any enquiries regarding a legal claim and/or legal matters should be directed to the file handler concerned using the contact information detailed within the client care letter.