Guidance

CICA Fair Processing Notice

Information on how CICA will handle information that we hold.

Information we hold

When we receive an application from a person we make up an electronic file containing the details of the applicant and the application. This normally contains the identity of the applicant, any other individuals involved in the application and the details provided in the application form.

We will use the personal information we collect only to process the application and to check on the level of service we provide. We do compile and publish statistics showing general information, but not in a form which identifies anyone.

Who may access your information?

As well as members of our own staff, we usually have to disclose the applicant’s identity and details of application to the police and/or prosecuting authorities to obtain information we need to assess the application.

We will usually also have to disclose the applicant’s identity and some application details to health professionals such as the applicant’s doctors or other professionals and obtain from them sufficient evidence of the applicant’s injuries to allow us to assess what compensation should be awarded.

In some circumstances, depending on the nature of the application, we may need to share details of applications with other third parties, such as the applicant’s employer, DWP, HMRC, or other relevant government or local authority agency. We may also use Fraud Prevention Agencies for the purposes of verifying your identity and preventing crime, fraud and money laundering. Such disclosures will be made in accordance with the Data Protection Act.

How we retain information

We will keep personal information contained in our case files in line with our retention policy. This means that information relating to an application will be retained for a designated number of years from closure. The precise length of time depends on the nature of the application.

It is necessary for our business that we retain a small amount of personal data on each application beyond the destruction date, for fraud prevention and in case an application is made to re-open the case. We will retain personal data in a secure environment and access to it will be made only where required for the Authority’s statutory purposes.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

You have the right to see all the personal data we hold on you at any time. In line with the terms of the Data Protection Act, there may be a fee to pay for access to this information. You can find out more about this on our guidance page, CICA Subject Access Request.

Complaints about the way we handle information

Ultimately, if you are unhappy with the way we have handled your personal data you have the right to make a complaint to us, or to the Information Commissioner’s Office (the ICO).

Published 11 October 2016